How Zyotta Equipped Their Estimation Teams Across Four Countries to Work Smarter with AI
Zyotta delivers global construction estimates under tight 48-to-72-hour deadlines. To handle the pressure of high-speed work, Magentic AI and the American School of AI built a custom AI upskilling program, delivering role-specific training to junior estimators and senior project leads.
Zyotta's teams work fast. Residential, commercial, and industrial estimates with detailed takeoffs, marked-up drawings, PowerPoint overviews, and Excel deliverables, all turned around in under three days. At that pace, any inefficiency in how their people work gets amplified quickly.
The specific challenges the programme needed to address:
- Estimators were spending significant time on tasks that AI writing, summarisation, and formatting tools could assist with, but no one had a clear picture of which tools were worth adopting or how to use them effectively.
- Senior estimation leads were managing client relationships, reviewing outputs, and overseeing project quality across multiple markets simultaneously. There was no AI support in their workflow despite clear opportunities.
- With teams across four countries and different working contexts, a training approach that could flex to local application was essential.
- Tools like Planswift and Bluebeam were already embedded in the workflow. The programme needed to complement existing tooling rather than replace or compete with it.
We scoped Zyotta's end-to-end estimation workflow across residential, commercial, and industrial project types, identifying where AI tools could meaningfully reduce time on task without affecting the accuracy and rigour that their clients depend on.
The resulting curriculum was built around Zyotta's actual deliverable types and tool environment. Junior estimators worked through a self-paced course covering practical AI tool use in their day-to-day tasks. Senior leads attended live webinar sessions focused on AI for project oversight, client communication, and cross-market workflow management.
Curriculum areas included:
- AI-assisted report writing and estimate narrative generation
- Using AI to accelerate Excel formatting and data organisation
- Prompt engineering for estimation and construction contexts
- AI tools for client-facing communication and presentation drafting
- Workflow automation between estimation tools and project management platforms
- Quality control and accuracy checking using AI review layers
The American School of AI defined the programme structure and milestones, with particular focus on ensuring the managerial curriculum met the standard needed for senior leads managing multi-market, multi-project estimation operations.
Given the multi-country footprint, the live webinar format was particularly valuable for senior leads who could attend across time zones without travel. The self-paced course was structured to allow junior estimators to complete modules between active project deadlines rather than in dedicated training blocks.
Outcomes from the programme:
- Estimators identified specific AI tools they could integrate immediately into their workflow without changing their core Planswift and Bluebeam processes.
- Senior leads began using AI assistance for client communication and cross-market project updates, reducing the time spent on written output significantly.
- The programme created a shared standard for AI tool use across all four markets, reducing the inconsistency that comes with teams adopting tools independently.
4
countries covered through a single cohesive programme
Full
estimation workflow scoped
Zero
disruption to active projects
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