AI Reports - Complete Guide

AI Reports - Complete Guide

AI Reports automatically compile and analyze your project data to generate professional, insight-driven reports. From weekly progress updates to detailed cost justification analyses, AI Reports save hours of manual report writing while ensuring consistency and thoroughness.

Understanding AI Reports

What Are AI Reports?

AI Reports are automatically generated project analyses that:

• Compile relevant data from your project (timesheets, RFIs, expenses, documents, and more)
• Analyze trends, patterns, and anomalies
• Generate professional narrative reports
• Provide actionable insights and recommendations

Report Workflow

Every AI Report follows a structured workflow:

Draft → Compiling → Compiled → Processing → Review → Finalized → Submitted

Report Types

Site Service Pro includes several pre-configured report types:

AI Personas

Each report can be generated from a specific professional perspective using AI Personas:

Tip: Choose the persona that matches your audience. Use "Financial" for executive budget reviews, "Field" for operational summaries, "Claims" for dispute-related documentation.

Creating an AI Report

Step 1: Navigate to AI Reports

1. Go to Projects in the left sidebar
2. Open the project you want to report on
3. Click the Reports tab
4. Click + New AI Report

Or navigate directly to Reports → AI Reports → + New Report

Step 2: Configure Report Settings

Basic Configuration:

Data Selection:

Choose which data categories to include:

• Team Members
• Timesheets and Hours
• Expenses and Costs
• RFIs and Change Orders
• Documents
• Sub-Projects
• Equipment Usage
• Materials
• Subcontractor Work
• Field Reports

Tip: Include only relevant data categories. More data is not always better — it can dilute the focus of your report.

Step 3: Add Instructions (Optional)

Provide specific instructions to guide the AI:

Examples:

• "Focus on the budget overrun in electrical work"
• "Emphasize the team's safety record"
• "Compare this week to last week's progress"
• "Highlight any potential delays to the schedule"

Step 4: Choose Processing Mode

Select how the AI should analyze your data:

See detailed explanations of each mode below.

Step 5: Generate the Report

1. Review your configuration
2. Click Generate Report
3. Wait for processing (status updates will show progress)
4. Report moves to Review status when complete

Processing Modes Explained

Normal Mode (Single Agent)

Normal mode uses a single AI pass to analyze your data and generate a report.

How it works:

1. Data is compiled from selected categories
2. The selected AI persona analyzes the data
3. Report is generated in a single pass

Advantages:

• Fast processing (typically 30-60 seconds)
• Lower token usage (cost-effective)
• Good for routine reports

Best for:

• Weekly progress reports
• Standard project updates
• Routine documentation

Deep Mode (Single Agent with Verification)

Deep mode uses a multi-pass approach where the AI verifies its own findings before producing the final report.

How it works:

Pass 1 — Summarization: The AI summarizes each data category, extracting key metrics, notable trends, important dates, and anomalies.

Pass 2 — Analysis: The AI identifies findings with confidence levels:

• HIGH confidence: Clear evidence in data
• MEDIUM confidence: Supported but incomplete data
• LOW confidence: Inferred or extrapolated

Pass 3 — Verification: The AI reviews each finding against source data:

• CONFIRMED: Finding verified in source data
• PARTIALLY SUPPORTED: Some evidence exists
• NOT SUPPORTED: Cannot verify from data

Pass 4 — Final Report: Only verified findings are included in the final report.

Advantages:

• Higher accuracy through self-verification
• Reduced risk of unsupported claims
• Confidence-rated findings
• Audit trail of reasoning

Considerations:

• Longer processing time (2-5 minutes)
• Higher token usage
• May produce more conservative conclusions

Best for:

• Financial reports requiring accuracy
• Reports for external stakeholders
• Documentation that may be audited
• Claims or dispute-related reports

Expert Panel Mode (Multi-Agent)

Expert Panel mode enables multiple AI personas to analyze your project from different professional perspectives, then synthesizes their insights into a comprehensive final report.

How it works:

                    +--> [Analyst]    --> [Sub-Report 1]--+
[Project Data] -----+--> [Financial]  --> [Sub-Report 2]--+--> [Synthesizer] --> [Final Report]
                    +--> [Scheduler]  --> [Sub-Report 3]--+
                    +--> [Field]      --> [Sub-Report 4]--+

Step 1: Configuration Select which personas should participate (2-6 personas for the panel) and choose a "synthesizer" persona (usually Analyst).

Step 2: Sequential Analysis Each persona analyzes the data from their perspective:

• Analyst focuses on patterns and evidence
• Financial examines costs and variances
• Scheduler reviews timeline and delays
• Field assesses site conditions and execution

Step 3: Sub-Report Generation Each persona produces a "sub-report" with findings, professional opinions, and recommendations from their domain.

Step 4: Synthesis The synthesizer persona reviews all sub-reports, resolves any conflicting assessments, integrates insights into a unified analysis, and produces the final comprehensive report.

Real-Time Progress: Expert Panel mode shows live progress updates in your browser:

• Which persona is currently analyzing
• Progress through the panel sequence
• Notification when the final synthesis begins
• Alert when the report is ready for review

Viewing Sub-Reports: After an Expert Panel report is generated, you can view each persona's individual sub-report:

1. Open the report detail page
2. Click the Expert Panel tab
3. Browse each persona's analysis separately

This is valuable for understanding how each perspective contributed to the final report.

Advantages:

• Most comprehensive analysis available
• Multiple professional perspectives
• Identifies issues that a single perspective might miss
• Sub-reports provide detailed specialty views

Considerations:

• Longest processing time (5-15 minutes depending on panel size)
• Highest token usage
• Best reserved for important reports

Best for:

• Major project milestone reports
• Reports requiring multiple stakeholder perspectives
• Complex projects with many moving parts
• Executive presentations needing comprehensive coverage

Reviewing and Editing Reports

Review Process

Once a report is generated:

1. Report status changes to Review
2. Read through the generated analysis
3. Check findings against your knowledge of the project

Requesting Revisions

If the report needs adjustments:

1. Add clarification notes describing what should change
2. Provide specific guidance (e.g., "Emphasize the schedule recovery plan" or "The electrical subcontractor issue was resolved — please update")
3. Click Regenerate to have the AI incorporate your feedback
4. The AI will produce an updated version that addresses your notes

Version History

Every regeneration creates a new version:

• Previous versions are preserved and accessible
• Compare different versions to see how the analysis evolved
• Choose the best version as your final report
• Full history maintained for audit purposes

Finalizing

When you are satisfied with the report:

1. Click Finalize to lock the report
2. The report status changes to Finalized
3. No further edits can be made (preserving the approved version)

Exporting Reports

Reports can be exported in two professional formats:

To export:

1. Open the report detail page
2. Click the Export button
3. Choose PDF or Word
4. The file will download to your computer

Tips for Better Reports

Choose the Right Persona

• Analyst for balanced, data-driven reports
• Financial when cost is the primary concern
• Claims for contractual or dispute documentation
• Field for hands-on operational summaries
• Scheduler for timeline-focused analysis
• PM for comprehensive operational oversight

Write Clear Instructions

Good instructions produce better reports:

• Be specific: "Analyze the 20% increase in electrical labor hours" is better than "Look at labor"
• Set priorities: "Focus primarily on budget variance, secondarily on schedule"
• Provide context: "The client has expressed concern about Phase 2 delays"

Select Relevant Data

• Include only data categories relevant to the report type
• For a financial report, you likely need timesheets, expenses, and materials — but may not need field reports
• For a progress report, include team members, timesheets, RFIs, and field reports

Use the Right Mode

• Normal for routine weekly or monthly reports
• Deep when accuracy is critical (financial, claims, external stakeholders)
• Expert Panel for major milestone reports or when you need multiple perspectives