A First Nation government in British Columbia ran its Infrastructure department by hand — vendor invoices keyed in one by one, approvals chased across email threads, and no single system connecting a job to what it cost. We designed, built, and now operate one platform that does all of it: delivered phase by phase, with fixed scope and price at each step, and hosted on infrastructure the government owns.
The Infrastructure department ran on manual processes. Vendor invoices arrived by email and were keyed in by hand. Approvals were chased over email threads. Work orders, costs, invoices, and budgets lived in separate places, so no one could see a job from dispatch through to the dollar it spent.
Off-the-shelf software didn’t fit. A government’s approval chains, funding sources, and accounting aren’t the workflows a generic tool assumes. They needed a system built around how the department actually operates — and a supplier who could stand behind the numbers to a council, its funders, and its auditors.
A single platform with a shared core, so each capability connects to the next instead of becoming another silo.
A single platform with a shared core — identity, work items, notifications, scheduling, documents, audit, and AI services. Each new capability inherits that machinery instead of rebuilding it, so the department’s data stays connected end to end.
Vendor invoices arrive by email and are read by AI — vendor, amount, date, reference, and a confidence score — then matched to the right contract before a person touches them. Ambiguous matches are flagged for a human, and a bad reading never stops the batch.
Multi-step approval chains with amount tiers are enforced in software, not in inboxes. Role-based access controls who can see and do what, and staff sign in with a passwordless email link — no passwords to manage, no shared logins.
Work orders, cover memos, and send-to-accounting packages move approved spend into the department’s accounting system cleanly. Verification pages — internal and public — let anyone confirm a record is genuine without exposing the system behind it.
Spending is tracked two levels deep — from the funding source down through the ledger to the individual contract — so the department can answer, at any moment, how much of a given fund or grant has been committed, and against what.
Every change runs through automated tests against a real database and an automated code review before it ships. The AI is model-agnostic — the provider can be swapped by configuration alone — and Xerad hosts and operates the whole system.
Invoices are captured, read, and matched to a contract automatically — before anyone opens them. Staff start from a clean, pre-filled record instead of a PDF and a keyboard.
Every approval is enforced by the system and written to an immutable log — a clear trail of who approved what, when, and against which budget, without anyone keeping it up by hand.
A job links to its cost, its invoice, and its funding source. The department sees its operations as one system instead of reconciling between spreadsheets and tools.
We shipped a working pipeline in the first build window and expanded from there — one shared platform growing capability by capability, rather than a big-bang rollout.