Saqara

Saqara, a French software publisher specialized in the construction sector, is transforming the way tenders are managed through its AOS platform (Appels d’Offres Simplifiés – Simplified Tenders). This innovative platform connects project owners with construction companies across all trades. Such a solution facilitates the selection of contractors for each work package, from concrete structures to finishing works, including electrical installations.

However, the integration of DPGF (Décomposition du Prix Global Forfaitaire – Breakdown of Lump-Sum Pricing) files — submitted as Excel files by project owners — previously required time-consuming and labor-intensive manual processing to comply with the formal standards required by the AOS platform. This is where Fasfox stepped in with a tailor-made artificial intelligence solution. Discover how our AI model transformed the DPGF processing workflow at Saqara, fully automating this critical task and freeing teams from repetitive manual work.

Missions

To automate the processing of DPGF files previously handled manually by its teams, Saqara commissioned Fasfox to design an artificial intelligence model capable of automatically processing Excel files. Ultimately, this solution was expected to provide the following capabilities:

• Automatic analysis of Excel files submitted by project owners,
• Recognition and extraction of relevant data from technical specifications,
• Automatic formatting according to the specific standards required by the AOS platform,
• Intelligent processing of various work packages (structural works, façades, electrical, painting, doors, etc.),
• Standardization of work descriptions for harmonized integration,
• Validation and quality control of processed data,
• Automatic generation of formatted Excel files ready for integration into AOS.

Challenges

The main challenge faced by Saqara was the diversity of Excel file formats submitted by project owners. Although all these files followed the same fundamental principle — presenting line items describing supplies and works to be priced — their structure and organization varied considerably from one project owner to another.

This heterogeneity created several major challenges:

• Time-consuming manual processing: Each Excel file required human intervention to identify its structure, extract relevant data, and reformat it according to AOS standards. This represented a significant workload for Saqara’s teams.
• Lack of standardization: The absence of a uniform format made automation impossible. Teams constantly had to adapt to the specific format of each project owner, slowing down the publication of tenders.
• Risk of human errors: Repetitive manual processing increased the risk of data entry and interpretation errors, potentially impacting the quality of the information available on the AOS platform.
• Limited scalability: As the number of projects and project owners using the platform increased, manual processing became a major bottleneck and limited Saqara’s growth capacity.

The challenge was therefore to develop an AI solution capable of intelligently handling any Excel file format, even previously unseen ones, while ensuring reliable extraction and formatting of data according to AOS platform requirements.

Solutions

In response to these complex challenges, Fasfox developed a tailor-made artificial intelligence solution specifically designed to fully automate Saqara’s DPGF processing workflow.

Our approach was structured around three main strategic pillars:

• Development of an adaptive AI model: We designed a system capable of automatically analyzing and understanding the structure of any Excel file. This intelligence allows the solution to adapt to the specific format of each project owner.
• Full workflow automation: The solution manages the entire process, from analyzing the input file to generating a fully formatted file compliant with AOS standards, eliminating all manual intervention.
• Seamless integration: The AI model was developed to integrate perfectly into Saqara’s existing ecosystem, ensuring smooth adoption without disrupting business processes.

Technical Specifications

The solution developed by Fasfox is based on a robust technical architecture specifically designed to handle heterogeneous Excel files:

AI Model Architecture

• Use of Natural Language Processing (NLP) algorithms for semantic analysis of work descriptions
• Implementation of pattern recognition techniques to automatically identify Excel file structures
• Development of an automatic classification system for work packages and service types

Intelligent Data Processing

• Advanced Excel parser capable of handling all types of data within an Excel file
• Data normalization and standardization algorithms
• Automatic validation system to ensure consistency of processed data

Formatting and Export

• Data transformation engine aligned with predefined AOS formatting standards
• Standardized Excel file generator with automatic formatting

Performance and Scalability

• Architecture enabling parallel processing of multiple files

Results and Benefits of the Project

The deployment of the artificial intelligence solution developed by Fasfox marked a decisive turning point for Saqara. This digital transformation not only resolved the initial issues related to manual Excel file processing, but also opened new opportunities for growth and innovation.

The impact of this automation can be measured through tangible operational results as well as long-term strategic benefits that reposition Saqara as a technologically advanced player in the construction sector.

Results

Operational performance:

• Full automation of the Excel file processing workflow, completely eliminating manual intervention
• 95% reduction in processing time: from several dozen minutes manually to just seconds per file
• 100% accuracy rate in data extraction and 90% in data formatting
• Simultaneous processing capability for multiple files regardless of format
• Delivery of an API integrated into an internal tool to enable teams to easily integrate DPGF files

Adaptability and robustness:

• Universal handling of all DPGF Excel file formats, including previously unseen ones
• Successful production processing regardless of original file structure
• Seamless integration into the AOS ecosystem without disrupting existing workflows

Quality and reliability:

• Elimination of human errors in data entry and interpretation
• Perfect standardization of output formats compliant with AOS requirements
• Full traceability of all processing operations
• 24/7 availability of the automated processing service

Benefits

Internal Benefits (Saqara)

Operational:

• Human resource optimization: teams can now focus on higher value-added tasks
• Unlimited scalability: ability to process growing project volumes without proportional workforce increase
• Improved productivity through more efficient resource allocation

Financial:

• Significant reduction in operational costs related to manual file processing
• Resource optimization and improved profitability
• Rapid return on investment driven by efficiency gains

Strategic:

• Strengthened competitive advantage through advanced process automation
• Increased expansion capacity to support AOS platform growth
• Technological innovation positioning Saqara as a leader in construction digitalization
• Sustainable market differentiation in a sector undergoing digital transformation
• Strong technological foundation for future automation projects

Client Benefits (Project Owners & Construction Companies)

For project owners:

• Faster publication of tenders on the AOS platform
• Predictable processing times and increased reliability
• Improved service quality through a more fluid and standardized process

For construction companies:

• Faster access to new business opportunities
• Accelerated time-to-market when responding to tenders
• Enhanced user experience through optimized workflows

Shared benefits:

• Overall customer satisfaction improved thanks to process efficiency
• Scalable solution capable of integrating new features to meet future needs

Fasfox did not simply improve the DPGF processing workflow at Saqara. Thanks to the solution we developed, every aspect of Saqara’s operations now benefits from a positive and lasting impact.

Conclusion

The partnership between Fasfox and Saqara perfectly illustrates how artificial intelligence can transform traditional business processes in the construction sector. To streamline DPGF processing, Fasfox developed a tailor-made solution that far exceeded initial expectations.

This collaboration demonstrated that AI can solve highly specific technical challenges. It can also drive and facilitate the transformation of an entire company ecosystem. With full process automation, a 95% reduction in processing time, and accuracy rates of 100% in data extraction and 90% in data formatting, the solution enabled Saqara to take a decisive step forward in integrating AI into its operational processes.