0203 507 0033
0833 757 0134Companies Management Systems Ltd (CMS Desk)
Geeks partnered with CMS to embed AI into procurement, automating financial document handling and strengthening CMS Desk as a leader in construction workflow efficiency.
About Companies Management Systems Ltd (CMS Desk)
- Sector: Construction, IT
- Size: 2-10
Companies Management Systems Ltd (CMS) is the creator of CMS Desk, a purpose-built Procure-to-Pay (P2P) platform designed specifically for the construction industry. Trusted by contractors, developers, and project managers, CMS Desk gives teams control and visibility across purchasing, approvals, supplier coordination, and payment workflows.
Its all-in-one platform is engineered to meet the realities of construction projects with unpredictable schedules, varied suppliers, and tight margins. CMS helps its clients run leaner, faster projects through better cost management, automated workflows, and live reporting. With its deep domain expertise and long-standing commitment to continuous improvement, CMS remains a technology leader in an industry that’s under increasing pressure to digitise.
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The challenge
Scaling Procurement Without Scaling Admin Overhead
As CMS continued to evolve the CMS Desk platform and expand its client base, it identified a recurring operational constraint within its own procurement function: the review and processing of high volumes of supplier documents, including invoices, purchase orders, and credit notes.
Despite well-established processes, a significant amount of manual effort was still required to extract financial details and validate key data before entry into the system. At scale, this kind of administrative processing introduced risk, delayed approvals, and constrained internal capacity.
The CMS team recognised an opportunity to reduce that friction, improving internal efficiency while reinforcing the platform’s own standards for automation and integration. The goal was a smart, AI-driven workflow enhancement that could fit seamlessly into the CMS Desk architecture.
The solution
Embedded AI to Automate Document Handling
Geeks partnered with CMS to design and build a tailored AI tool that would automate data extraction from financial documents and accelerate procurement workflows.
Using our structured AI Solution Design approach and Visual Spec methodology, we worked closely with the CMS product and operations teams to define the data, touchpoints, and tolerances required for fast, accurate processing.
We delivered a solution that:
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Uses AI to extract key fields, such as supplier names, net and gross amounts, VAT details, and dates, from a wide range of invoice formats
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Presents the data in a clear, side-by-side format for quick validation by internal stakeholders
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Integrates directly into CMS Desk to ensure continuity and reduce disruption
The impact
Faster Processing, Smarter Procurement, and Scalable Efficiency
The new AI-enabled workflow has immediately transformed how CMS manages procurement documentation. By replacing time-consuming data entry with fast, accurate automation, the team has been able to unlock measurable operational gains:
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Reduction in manual handling time
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Improved turnaround on invoice and PO processing
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Lower risk of data entry errors
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Increased internal capacity to focus on strategic platform development
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Proof of concept for potential new AI feature modules within CMS Desk
More importantly, this project aligned perfectly with CMS's long-term product vision: helping construction firms simplify and scale core operational processes. Internally, it validated how smart automation can deliver compounding efficiency benefits. Externally, it reinforced CMS’s position as a moderniser in a sector where legacy workflows often dominate.
Progressive Innovation, Grounded in Industry Realities
At Geeks, our goal isn’t to chase trends; it’s to deliver meaningful, measurable AI evolution. This project with CMS was a perfect example: targeting a focused workflow, understanding the operational context, and deploying a right-sized, not over-hyped AI solution with a big impact.
As construction firms look to modernise from the inside out, CMS continues to demonstrate what tech-enabled efficiency should look like, starting with its own internal operations.
Used services
Software Solution Design
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