About the client
Service First Permits (SFP) is one of the leading permit management providers in the United States. The company partners with construction teams, architects, and developers to oversee every stage of the permitting process — from initial strategy to final approval. SFP coordinates with design teams, prepares documentation in compliance with regional requirements, submits to jurisdictions, and manages the full review cycle. Their goal is simple: make the permitting journey faster, clearer, and less resource-intensive for their clients.
Geniusee partnered with Service First Permits to build Permio — an AI-powered platform that automates permit workflows, digitizes documentation, and accelerates approvals across 240+ jurisdictions and 380+ agencies.
Business context
SFP approached Geniusee with a goal to digitize and automate core parts of their permitting process. Their clients needed a modern, intuitive platform to access up-to-date information on region-specific requirements, permit statuses, documentation workflows, and timelines.
In addition, the company wanted to introduce an AI assistant to help process tasks in parallel, accelerating permit acquisition and reducing the reliance on manual work.
The client faced several critical challenges with their existing recruitment infrastructure:
Heavy manual workflows
The permitting process involved numerous repetitive tasks and unstructured data handling, which limited scalability.
Delays due to lack of parallelization
Core tasks couldn’t run concurrently delaying permit review, document prep, and client coordination.
No comparable digital solution on the market
SFP needed to build a custom system from scratch, tailored to their internal logic and compliance needs.
Solutions we implemented
Geniusee collaborated closely with Service First Permits through daily meetings, both internally and with the client team. These included focused sessions with business analysts, developers, and QA leads to clarify requirements, resolve blockers, and adapt to shifting priorities. This iterative communication helped us stay aligned and responsive throughout development. Below is a breakdown of the key solutions delivered:
Workflow automation and third-party integrations
We connected Google Maps for accurate location-based project management and integrated Google Analytics to capture user behavior insights. The platform also included automated billing and usage tracking to simplify operational oversight.
Custom data dashboards and analytics
To support better decision-making, we implemented analytics dashboards with visual charts using MUI X-Charts. These included usage tracking, project analytics, and tailored reporting components to provide clients with real-time visibility into key metrics.
Real-time project updates and notifications
Using TanStack Query, we built a system for efficient data synchronization. This included automated activity tracking, audit trails, and a notification system to keep all project stakeholders informed of real-time changes.
Project scheduling and visual task planning
To address project management complexity, we implemented interactive Gantt chart components, enabled task dependencies, and integrated calendars for streamlined timeline tracking.
AI-powered communication and collaboration
We built a robust AI-enhanced chat system using LangChain. The system included real-time messaging, thread management, and @mentions for smoother team coordination. This allowed users to manage conversations around projects and document contextually.
Centralized document management with smart PDF handling
Leveraging Firebase and PDFSlick, we developed a centralized file storage system with drag-and-drop uploads, PDF previews, and signature status detection. This allowed users to process and review key permit documents directly within the platform.
User management and onboarding
We implemented key onboarding and access features, including user registration, Google sign-in, email verification, profile setup, and invitation-based user addition. These streamlined team access and ensured secure participation in workflows.
AI-powered chat assistant
Context-aware messaging, threaded discussions, file sharing, and smart replies tailored to project data
Advanced PDF management
Preview, annotate, edit, and collaborate on documents in-browser with version control and multi-format support
Visual scheduling tools
Gantt charts, calendar integration, and task dependency views to streamline team coordination
Real-time updates and alerts
Notifications for document changes, project status, team mentions, and audit events
Analytics and reporting dashboards
Track usage, identify bottlenecks, and generate reports for operational oversight
Multi-user onboarding
Easy registration, Google sign-in, email invites, and permission-based access control
Map and location support
Integrated Google Maps to manage jurisdiction-specific projects and data
AI-assisted processing reduced delays
Tasks that previously required manual follow-up were handled in parallel via the AI assistant, improving processing time by up to 200%.
Digitized submittal workflows
Clients could now submit documents in the correct format, track status, and receive real-time updates, cutting turnaround time significantly.
Document accuracy and compliance have been improved.
Smart algorithms flagged missing data and compliance risks early in the process.
User growth increased by 2000%
Enhanced UX, automation, and feature depth helped attract new users, particularly during exhibitions and post-UAT.
Stronger feedback from beta and UAT rounds
The second round of testing showed significant improvement in user experience, chat usefulness, and navigation flow.
Readiness for investor discussions
The final product enabled the client to demonstrate business scalability and product-market fit to potential investors.
Obstacles Geniusee encountered
- Early-stage UAT failures due to incomplete features
- Fragmented workflows and unclear feature dependencies
- Performance issues with PDF.js and mapping libraries
- Unstable scope and shifting priorities mid-sprint
- Technical complexities of integrating LangChain and real-time messaging
- Client-side requests to release before critical components were stabilized
How Geniusee resolved these issues
- Refined key features and redefined priorities, with AI becoming central to the product
- Streamlined processes for faster development cycles and parallel workstreams
- Maintained close communication with the client to resolve blockers quickly
- Introduced a structured phase 2 plan to stabilize features post-launch
- Selected and tested the most efficient third-party libraries to reduce load times
- Adjusted scope and designs in real time to keep the roadmap realistic and delivery-focused
