The colleague who actually
read the whole project file.
The project, its client, its documents and its people in one place — with an AI that reads the actual content of those documents and answers by citing where it found it. Understanding every project from its project file is what lifts performance across the whole organization, not just the PMO.
[01 | The real problem]
Your information isn’t lost.
It’s unreadable.
You don’t lack information. You lack a place where that information means something — and someone, or something, that reads all of it.
The contract is in someone’s inbox
And the right version is an attachment someone forwarded on Tuesday. Nobody knows which one is current.
Progress lives in a spreadsheet
One that gets updated whenever someone remembers, and never matches what the team says in the meeting.
The know-how lives in one person’s head
Whoever ran the project. If they go on vacation — or leave the company — it leaves with them.
The report is built by hand
Every month, with copy and paste. It costs days of work and arrives too late to inform any decision.
[02 | What we need to measure]
Four numbers the pilot
has to prove.
These are pilot targets, not industry averages: they are measured against your own before and after, with your documents and your questions. If there are no measurable hours saved at the end, we stop.
[03 | What it is]
A project file you can question.
It isn’t a task manager with documents bolted on. It’s the project file, with management built in.
The project
Tasks with dependencies, milestones, due dates, internal and external owners, hours and cost.
Its documents
Versioned, with OCR for scans and photos, audio and video transcription, and their content indexed.
Its people
Team, client, vendors and outside law firms, each one seeing exactly what they should.
[04 | Pillar 1 · Intelligent colleague]
Not a generic chatbot
hooked up to your folders.
Ask it, in plain language, what you ask your team today. It answers in seconds, citing the document, the passage and the exact quote.
- Every statement comes with its source: which document, which passage and the quote in quotation marks, so you can verify it in 10 seconds.
- When it can’t find something, it says so. And when a fact has no nearby textual support, it flags it on its own instead of making it up.
- It reads what others don’t: scans, photos of paper, meeting recordings, spreadsheets, email attachments.
[05 | Pillar 1 · From data to deliverable]
The answer comes ready to use.
It doesn’t hand back paragraphs you have to rework: it hands back the table, the breakdown and the terms — with the source for each item.
- Tables, summaries and comparisons ready to paste into your email or your report.
- It tells similar documents apart. Here it warns that an earlier annex has different amounts and does not apply to this proposal: the classic mistake of someone reviewing in a hurry.
- It drafts on your letterhead: your organization’s branding, format and structure, section by section, flagging what needs professional review.
[06 | How it works]
From a scanned PDF
to a verifiable answer.
PDF, Word, Excel, scans, photos of paper, audio and video. Exactly as you have them today.
OCR for anything scanned — including photos taken with a phone — and transcription for anything spoken.
The text is split into passages and indexed per project, always tagged with where it came from.
Your question retrieves the relevant passages from that project file and reranks them by relevance.
The model writes using only those passages and carries each one’s citation into the answer.
One index per project
Nobody asks “the system” in the abstract: you ask a project file, with the permissions of whoever is asking. What you’re not allowed to see never makes it into the answer.
You choose the model
It’s configured per function — chat, indexing and image reading — and can point to a commercial provider or to models served inside your own network.
The AI doesn’t decide
It assists and cites. The decision — and the signature — still belong to a professional, with the source in plain sight so it can be challenged.
[07 | Pillar 2 · Real project management]
Full project management,
not a to-do board.
- A real work hierarchy (WBS): phases, tasks, subtasks and dependencies, with progress that rolls up to the parent automatically.
- Recurring tasks and due dates with advance alerts by email, Telegram, WhatsApp or phone notification.
- Assign work to outsiders too: vendors, contractors or law firms, without opening up the rest of the project file.
- Real undo: a bulk change, a deletion or an import can be reverted with one click.
- Weighted portfolio: projects are ranked by criticality and strategic value, not by whoever shouts loudest.
[08 | Pillar 2 · Team capacity]
Who’s overloaded
and who isn’t?
Workload per person and per week against their actual capacity, across every project — not just the one you’re looking at.
- Four states at a glance: room to spare, balanced, at the limit and overloaded.
- Capacity set per person: nobody assumes everyone delivers 40 hours.
- Workload is spread across each task’s dates, based on the owner’s working days.
- It lets you say no — with data — when one more project comes in.
[09 | Pillar 2 · PMO discipline]
The original plan is never lost.
- Baseline: a snapshot of the plan — dates, hours, cost, price — that every variance is measured against. Version 1 is kept forever.
- Change orders with all four impacts: sale price, cost, deliverables and team. Once decided, they can’t be edited.
- Risk matrix per project, plus a portfolio view with every project ranked by severity.
- Weekly timesheet with submission, approval or return with a reason, and an automatic Monday reminder.
- Role-based planning before names are assigned: unfilled demand shows up as “Unfilled,” without loading it onto anyone.
[10 | Pillar 3 · Living documents]
A document stops being an attachment.
- Versions: you always know which one is current and what changed from the previous one.
- OCR for scans and photos, including those taken with a phone, with AI recovery when the scan is poor.
- Transcription of meeting audio and video, with speaker separation.
- Word, Excel and PowerPoint in the browser, with real-time co-editing.
- E-signature and encryption of files at rest (AES-256-GCM).
- As a network drive: the project file opens from File Explorer or Finder, with a tree by client and project, plus your own folders.
[11 | Pillar 3 · The project file works]
The project file works too.
What someone types in, copies or remembers today now comes out of the project file itself — always with a person reviewing it before it’s signed off.
The AI reads the contract
It proposes every field — parties, amounts, term, penalties — with the contract clause that supports it. Nothing is saved until you review it.
Contracts and vendors with a full lifecycle
Approval, parallel or sequential e-signature, and an alert before every expiration. Each contract has its documents and can spin up its own project.
From recorded meeting to plan
The recording becomes minutes in your organization’s format, and the minutes become tasks with an owner and a due date.
Get paid on time
A billing calendar per project with a “time to invoice” alert, and a sales pipeline that totals by stage and recurring revenue.
[12 | Reports]
Reports are no longer built by hand.
Type your question in plain English. The system queries your data, shows you the query it ran and charts the result.
- No dependencies: whoever needs the number gets it, without asking IT for an export.
- Auditable: you can see and edit the generated query; it’s not a black box.
- Save it and pin it as a widget on the home dashboard, so the same number is there next month.
- Works on your spreadsheets too: upload them to the project and ask them directly.
[13 | One platform, five ways to use it]
It adapts to your industry,
not the other way around.
What a law firm calls a case, a PMO calls a project, logistics calls an operation and accounting calls an engagement. Vocabulary, types, fields and dashboards are configured per department.
PMO & Projects
“The monthly report is built by hand and is always late.”
- Portfolio with scoring and workload balancing
- WBS, dependencies, Gantt and milestones
- Executive reports generated from the project file
- Alerts for variances and overdue tasks
IT & Consulting
“The project know-how walks out the door with the consultant.”
- Minutes and decisions indexed and searchable
- Help desk and tickets included
- Portal so the client can see progress
- Integration with ERP and Google Workspace
Logistics
“Every shipment is a folder of PDFs someone has to go through.”
- OCR for waybills, invoices and customs entries
- Direct questions to the shipment’s documents
- Inventory and control of outside vendors
- Milestones per stage with due-date alerts
Accounting & Tax
“Peak season gets solved by hiring extra people.”
- CFDI 4.0 e-invoicing and bulk SAT downloads
- Invoicing with stamping and withholdings
- Plain-language questions to spreadsheets
- Engagements per client with their tax deadlines
Legal
“Before every hearing, someone has to reread the entire case file.”
- Answers citing the document and the exact quote
- Filings drafted on the firm’s letterhead
- Deadline tracking with advance alerts
- Client portal and e-signature
[14 | Scope]
Start with the essentials.
Turn modules on when you need them.
Everything runs on the same database and the same permissions: turning on a module doesn’t mean buying another system or re-entering clients.
Modules are turned on per department and per permission: accounting sees invoicing; the PMO has no reason to.
[15 | What we get compared to]
Two paths you’ve already tried,
and why they fall short.
Path 1
An AI chatbot on top of your folders
- It summarizes well, but it doesn’t know the project: not its deadlines, not its client, not who owes what.
- Permissions are the folder’s, not the project file’s.
- It gives you a convincing paragraph, without the exact quote to back it up.
- The work — tasks, workloads, versions, invoicing — still lives somewhere else.
Path 2
A classic project management tool
- They schedule and balance very well; some are excellent, and that’s worth saying. They compete on managing the schedule; we start from the project file.
- But the document is just an attachment: no OCR, no indexed content, no citations.
- Their AI reasons over project metrics, not over what your documents say.
- Several are pure SaaS: they can’t be installed on your infrastructure.
Iurefficient Teams
The project file at the center
- Project, documents, people and AI in one piece, with the same permissions.
- Answers with the document, the passage and a verifiable exact quote.
- On your infrastructure or in a managed cloud — you decide where the data lives.
- Invoicing, tax, tickets, CRM and portal included, without buying another system.
Comparison with Jira, Monday, Asana, Wrike and Celoxis, with its positioning map: iurefficient.com/en/comparativa
[16 | Honesty]
Where we’re not the best choice.
We’d rather tell you in the first meeting than in the third month of implementation.
Advanced resource planning
If what you need is “what if” scenario modeling, earned value and hierarchical programs, there are project controls suites that go deeper than we do. We cover capacity, workload, portfolio, baseline, change control and risk.
We don’t replace your ERP or your WMS
Or your payroll system, your warehouse system or the core of your operation. We integrate with them and add the project, document and knowledge layer.
We’re not magic
The AI answers from what has been uploaded. If a document never made it in, it doesn’t know — and it says so. The quality of the answers depends on the project file being complete.
What we do guarantee: that in 30 days, with your real documents, you can measure whether it saves you hours. If it doesn’t, you’ll know before we do, and we stop.
[17 | Trust]
Your data, on your terms.
Security and control
- Files encrypted at rest (AES-256-GCM)
- Audit log with user, date, IP address and device
- Custom roles and permissions; everyone sees only the projects they belong to
- One instance per organization: your data kept separate from other customers’
- External links with expiration, password and access limit
- Two-step verification and sessions that time out automatically
Deployment that fits you
- In a managed cloud (Google Cloud) or on your own infrastructure (on-premise)
- The AI can point to models inside your network: documents never leave
- The project file as a network drive: it opens from File Explorer or Finder, with a tree by client and project
- Android app, installable from the browser too, with offline reading
- Spanish and English, with terminology configurable per department
- Google Workspace and Microsoft 365; Copilot agents query the project file, with citations
On-premise is the same product, with no features cut. The only difference is who runs the server.
[18 | Getting started]
From the first document
to the first answer: one hour.
Load a real project
Upload the documents you already have, just as they are: PDFs, scans, Word, Excel, audio. The system processes and indexes them on its own.
Ask and compare
Ask the assistant the questions you ask your team today. Measure how long it used to take and how long it takes now. The pilot makes its own case.
Scale by department
Each department comes in with its own vocabulary and permissions, adding the modules it needs: invoicing, tickets, CRM, portal, e-signature.
What we bring
Initial setup, loading of the first project and hands-on support throughout the pilot. Your team trains at the Iurefficient Academy: courses by level and by module, with the same Iurefficient account.
What we need from you
One real project with its documents, and one person who can answer business questions. No infrastructure at all if you go with the managed cloud.
Try it with a
real project.
30 days with your documents, your team and your questions. Includes initial setup and training. If at the end it hasn’t saved your operation measurable hours, we stop.
