Innoventix Solutions

Innoventix

.

The Microsoft 365 Operations Portal

Stop Leaking

$700,000+

Yearly in

Operational Chaos.

We replace fragmented spreadsheets and lost emails with a custom project portal built for heavy contracting. Get 100% visibility on labor, documents, and profit margins on tools you already own.

See the actual portal used

by West Horizon

Contracting.

NORTHERN BC • CANADA

Industry

Country

Technologies

Built For

THE CLIENT

West Horizon
Contracting

West Horizon Contracting is a BC based civil and construction company operating across multiple active sites  from road and bridge construction to land development and maintenance across British Columbia’s Northern corridor.

Like most contractors at their scale, the business had outgrown its informal systems. Project data lived in email threads. HR records were scattered across personal spreadsheets. Compliance docs sat in binders no one could find. Leadership had no live picture of what was happening across sites.

They needed three things: real time project management, a centralized HR system, and document management that didn’t require a filing cabinet. They needed it fast. And they couldn’t afford new software.


Industry

Civil & Infrastructure Construction


Location

British Columbia, Canada


Company Size

51 200 employees


Operations

Multiple concurrent sites, multi crew


Prior Tech Stack

Email + Excel + paper binders


Project Duration

60 days, full go live


Platform

Custom SharePoint Portal (MS365)


New Licenses Required

Zero built on existing subscription


Problem

Organizations face challenges managing operations due to the lack of a centralized system. Processes like approvals, record creation, and issue reporting are handled manually or across disconnected tools, causing inefficiencies and delays. Approval workflows are often unclear, making it difficult to track progress and ensure accountability. Inconsistent data entry reduces reliability, while limited visibility affects decision-making. Additionally, the absence of a proper issue reporting system restricts communication between users and administrators, leading to reduced productivity and operational inefficiencies.

Solution

To address these issues, we developed a centralized SharePoint portal that streamlines workflows through a modular approach. The platform integrates key functionalities into one system, enabling efficient management of approvals, records, data access, and issue reporting. The Approval module automates workflows with tracking and notifications. The Create module ensures standardized data entry, while the View module improves visibility. The Report & Issue module enables feedback and tracking, enhancing efficiency, data accuracy, and collaboration.

The Problem

Five operational failures
that made growth impossible

West Horizon wasn't failing they were growing. But growth exposed every gap in their operations. Here's precisely what was broken, and what it was costing them every single day.

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No Project Visibility

"We didn't know what was happening on site until end of week."

Project managers spent 2–3 hours daily chasing updates by phone. By the time data reached leadership, it was already outdated. Decisions were made on memory, not facts.

 
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HR Flying Blind

"Onboarding took 2 weeks and still missed half the paperwork."

Employee records, certifications, leave requests, and onboarding docs were managed across personal spreadsheets and email  no audit trail, no reminders, no accountability.
 
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Pre audit prep took 2 full days of scrambling.

"Pre audit prep took 2 full days of scrambling."

Contracts, safety records, SOPs, and compliance certifications were split across email, binders, and personal drives. Nobody could find the right version. Pre-audit was panic mode every time.
 
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Approvals Got Buried

"Invoices sat 10 days waiting for a signature nobody knew was needed."

Invoice approvals, policy sign offs, and purchase requests sent by email got buried and sat for days. No escalation. No visibility. Financial exposure every billing cycle.
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Leadership Was Last to Know

"Our weekly report was 5 days out of date before anyone read it."

Management reporting was assembled manually each week  copying data from email, Excel, and memory. By the time leadership saw it, conditions had already changed on site.
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No Single Source of Truth

"Three people had three different versions of the same contract."

Assets, tenders, contracts, and employee data were registered in different formats, in different places  creating duplication, version conflicts, and decisions made on wrong data.

Sound familiar?

Most contracting businesses we speak to face 3 or more of these exact issues.

What We Built

Three integrated portals.
One source of truth.

We designed and deployed a custom SharePoint portal with three fully integrated operational modules each solving a specific set of pain points, all sharing the same data layer so nothing lives in a silo.

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PORTAL 01

Project Management System

Real-time · Multi-site · Mobile-first

A live command centre for every active project  crew scheduling, daily log submission, cost tracking, and milestone management. Field supervisors update from a phone in 3 minutes.
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PORTAL 02

HR Management
Tool

Onboarding · Records · Compliance

A centralized people management system that cuts onboarding from 2 weeks to 2 days  and keeps every employee record, certification, and leave request in one audit ready place.
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PORTAL 03

Document Management System

Centralized · Searchable · Audit-ready

Every contract, SOP, safety record, policy, and compliance document in one place  version controlled, role access protected, and searchable in seconds. Pre audit prep: 2 days → 2 hours.
The Transformation

Built on tools they already owned.
Integrated with what they used.

No new vendor relationships. No procurement cycles. No training on unfamiliar software. The entire portal runs on Microsoft 365 with one key integration that completes the document workflow end-to-end.

Microsoft 365 Platform

SharePoint Online

Power Apps

Power Automate

Power BI

Power Pages

Microsoft Teams

Dataverse

MS365 Business Premium

External Integration

Adobe Sign

Contracts and compliance sign offs sent for esignature via Adobe Sign automatically stored back to the Document Portal on completion. Full audit trail. Zero manual filing. Average signature cycle dropped from 4–6 days to under 4 hours.

Teams, Outlook, and OneDrive connect natively within the MS365 ecosystem no additional configuration required. Everything works inside tools the team already uses every day.

The Result

What changed in 60 days

Real operational shifts measured by West Horizon's leadership within 60 days of go-live. No vanity metrics numbers that actually move the business.

10 ->1

Days for invoice approval. down to same day

67%

Reduction in admin time per
project manager per week

100%

Team adoption  all 3 divisions
fully onboarded

$0

Extra software spend built on
existing tools
 Before — Day 0

Paper daily logs driven to the office

Crew leads handwrote logs. Someone drove them in. An admin re-entered data. By the time it reached a PM, it was 48 hours old and incomplete.

Approvals buried in email for 5–10 days

Requests sent by email, CC'd to four people, acknowledged by nobody, followed up three times. Finance had no pipeline visibility whatsoever.

Onboarding took 2 weeks steps missed every time

New hire paperwork split across HR's inbox, a shared drive, and a printed checklist. Safety certifications were missed. Start dates slipped.

Safety docs in binders across 4+ sites

Audit notice triggered 2 days of locating, scanning, and emailing documents. Half the binders were 4 hours away on a remote site.

Friday report already wrong by Monday morning

Weekly Excel assembled from emails and memory. No midweek course correction possible. Leadership always reacting, never anticipating.

Contracts: print → sign → scan → email → file manually

Average signature cycle: 4–6 days. Originals filed in physical folders. No searchable record of who signed what or when.

Approvals buried in email for 5–10 days

Requests sent by email, CC'd to four people, acknowledged by nobody, followed up three times. Finance had no pipeline visibility whatsoever.

After — Day 60

Mobile log submitted in 3 minutes from any site

Crew lead opens Power Apps on phone, fills 8 fields, hits submit. PM gets an instant notification. Dashboard updates in real time. No paper. No driving.

Approvals routed automatically escalated if ignored

Request submitted → routed to the correct approver → reminder at 24 hrs → escalated to their manager at 48 hrs. Finance sees full pipeline at all times.

Onboarding complete in 2 days zero missed steps

HR portal autoassigns tasks, tracks documents and onboarding steps, and flags overdue actions automatically.

Audit prep in 2 hours everything searchable

Every compliance document, safety record, and certificate lives in SharePoint. Searchable in seconds. Versioncontrolled. Access logged with full history.

Leadership sees live data any time, any device

Power BI dashboard shows cost to complete, crew deployment, safety flags, and milestone status updated continuously. No waiting. No surprises.

Adobe Sign: contract signed and filed in under 4 hours

Sent from Document Portal → signer receives email → signs digitally → autofiled with full audit trail. Average signature cycle: 3.5 hours. Zero manual filing.

Financial Impact

What this saves every year

Based on West Horizon's actual team structure. Conservative estimates at $28/hr loaded labour cost.

$78K

3 Admin Salaries Saved

Hours reclaimed from manual reporting, data entry, and document chasing  redirected to billable project work

720+

Hours Saved Per Year

Field log transcription alone: 30 min/day × 5 days × 50 active weeks now fully automated via mobile

3 min

Log In & Submit Any Device

Field crew access the full portal from mobile no office visit, no paper, no email, no waiting for someone to transcribe
 

100%

Compliance Docs Centralized

Zero binders. Full audit trail. Every document searchable, versioned, and role-access controlled in SharePoint
Ready to build yours?

Still running on spreadsheets and email?

Innoventix Solutions builds custom Microsoft 365 portals for Canadian contractors project management, HR, and document management in 60 days or less, on tools you already own.

20 minutes  ·  We'll

show you the actual portal

Testimonials

"We were running a growing company on the same tools we used when we had 20 people. The portal didn't just fix our workflow it finally gave us visibility into the whole business at once. Our PMs stopped chasing paper. Our HR lead stopped drowning in spreadsheets. And I stopped getting surprised by things I should have seen coming three days earlier. We wish we'd done this two years ago."
Operations Lead
West Horizon Contracting · Northern BC

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