- Your Digital Transformation Partner
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
- Construction
Country
- Canada
Technologies
Built For
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.
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.
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.
HR Flying Blind
"Onboarding took 2 weeks and still missed half the paperwork."
Pre audit prep took 2 full days of scrambling.
"Pre audit prep took 2 full days of scrambling."
Approvals Got Buried
"Invoices sat 10 days waiting for a signature nobody knew was needed."
Leadership Was Last to Know
"Our weekly report was 5 days out of date before anyone read it."
No Single Source of Truth
"Three people had three different versions of the same contract."
Sound familiar?
Most contracting businesses we speak to face 3 or more of these exact issues.
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.
PORTAL 01
Project Management System
Real-time · Multi-site · Mobile-first
- Live dashboard cost to complete, crew deployment, milestone status
- Mobile daily log via Power Apps 3 min, any device, any site
- Automated morning report delivered to PMs at 7am daily
- Task assignment with deadline alerts and escalation flows
- Asset and equipment tracking linked to active projects
- Tender and contract management with version control
- Power BI dashboard live cross site visibility for leadership
PORTAL 02
HR Management
Tool
Onboarding · Records · Compliance
- Digital onboarding checklist tasks auto assigned to HR and new hire
- Employee records: certifications, training, safety tickets, contact info
- Certification expiry alerts automatic 30/60/90-day reminders
- Leave request and approval workflow with manager routing
- Safety induction tracking with digital sign off confirmation
- Headcount dashboard by site, role, and certification status
- Offboarding workflow: equipment return, access revocation, exit docs
PORTAL 03
Document Management System
Centralized · Searchable · Audit-ready
- Centralized library with folder structure by project and department
- Version control always know which document is current
- Role-based access: field crew see site docs; management sees all
- Document approval workflow: draft → review → approved → published
- Adobe Sign integration esignature with auto filing and audit trail
- Full access log: who opened, edited, approved, and when
- Compliance register with automated expiry tracking and alerts
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.
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
67%
project manager per week
100%
fully onboarded
$0
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.
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
720+
Hours Saved Per Year
3 min
Log In & Submit Any Device
100%
Compliance Docs Centralized
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
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