A Schedule of Values (SOV) provides a detailed breakdown of costs and progress for construction or funded projects. Once SOVs are validated and scrubbed, the next step is to write structured, verified data back into the CRM or system of record.
This process updates contract values, retainage, and progress percentages without requiring manual entry or reconciliation.
Heron automates write-back for SOVs, transferring validated financial data directly from submissions to structured CRM fields. It eliminates manual updates, prevents duplication, and maintains consistency across every record.
This allows underwriters and funders to see live, accurate information without rekeying or spreadsheet uploads.
Use Cases
- Update key CRM fields automatically: Heron writes values like contract totals, percent complete, and retainage directly into corresponding CRM fields after validation.
- Maintain version history: Every write-back is timestamped and versioned, so teams can trace how a project’s financials evolve over time.
- Populate funding readiness status: When validation passes, Heron updates deal statuses to “ready to fund” or “underwriting complete.”
- Sync change order details: The system records change order amounts and revised contract values in structured fields for reporting and tracking.
- Feed progress metrics to dashboards: Updated values automatically refresh performance dashboards and funding readiness reports.
- Support audit and compliance: Heron logs each write-back action for full traceability and audit control.
Operational Impact
Automated write-back eliminates one of the most error-prone and time-consuming steps in funding operations.
- Speed: What once took hours of manual entry now happens in seconds.
- Accuracy: Data arrives directly from validated documents, reducing typos and mismatched fields.
- Consistency: Uniform field structures make reporting simple and accurate.
- Transparency: Versioned write-backs let teams view progress history at any time.
- Efficiency: Underwriters and operations staff focus on analysis rather than data manipulation.
Heron’s write-back functionality connects the last mile of automation, closing the loop between document intake and decision readiness.
Write-Back Framework
- Data mapping: Heron maps validated fields to CRM attributes. Contract value, retainage, percent complete, and total work complete are written to predefined data fields.
- Status update: Workflow statuses update automatically. The system moves deals to “underwriting ready” or “funding approved” when all fields validate.
- Audit logging: Every write-back is recorded. Logs include file source, field name, value, timestamp, and user or automation ID.
- Error management: Low-confidence fields pause for review. The system flags fields that fall below threshold accuracy before writing them.
- Notification triggers: Teams are alerted when write-backs complete. Alerts notify stakeholders that new data is live in the CRM.
- Data normalization: Heron standardizes value formats before writing by ensuring consistent currency, percent, and date formatting across systems.
Data Governance and Security
Heron’s write-back operations follow strict data control standards.
- SOC 2 compliant handling: All data writes occur within a secure, audited infrastructure.
- Access logging: Every user or system write is tracked with timestamps and object IDs.
- PII control: Sensitive data, such as project owner details, remains encrypted during transfer.
- Rollback capability: Any incorrect write-back can be reverted to a previous version.
- Controlled permissions: Only authorized users or automation services can trigger write-backs.
This governance ensures that automation increases both speed and trust without compromising security.
Integration and Workflow Alignment
Write-back connects the output of Heron’s validation engine with internal operational systems.
- Intake: The SOV is submitted via email, portal, or API.
- Scrubbing: Heron checks document completeness, structure, and math accuracy.
- Validation: Data is verified against policy and funder criteria.
- Write-back: Approved data fields automatically populate CRM records.
- Reporting: Dashboards update in real time, reflecting the latest project progress and funding status.
- Next action: The record routes to funding or review queues depending on completion level.
Each step happens without human intervention unless exceptions arise.
Auditability and Oversight
Write-back creates a continuous digital trail.
- Complete record of all changes: Each field update carries a source file ID and timestamp.
- Version comparison: Users can view differences between old and new field values.
- Error tracking: Exception reports show which fields failed validation before write-back.
- Manager dashboards: Supervisors can monitor throughput, accuracy, and system latency metrics.
- Quality reporting: Teams can export summaries of all write-backs for compliance audits.
These controls make write-back both transparent and defensible.
Collaboration and Broker Experience
Heron’s write-back process improves collaboration across stakeholders.
- Brokers: Receive faster updates when their deals advance through automated status changes.
- Underwriters: Always work with the most recent and accurate data.
- Operations teams: Avoid double-entry or reconciliation delays.
- Managers: Gain visibility into deal progress and document quality trends.
- Auditors: Can view exactly when and how data entered the system.
The result is cleaner communication, fewer discrepancies, and faster funding cycles.
Business Outcomes
Automated write-back creates measurable improvements across operations.
- Turnaround time: Decreases by up to 80% as manual entry is removed.
- Error reduction: Near-zero data mismatch between documents and system records.
- Labor savings: Teams handle more deals with the same or smaller headcount.
- Data quality: Structured, validated data improves accuracy across reports.
- Transparency: Full traceability supports audits and builds institutional confidence.
Heron’s write-back turns information into action, accelerating funding and reducing operational friction.
Benefits of Using Heron for Write-Back of the Schedule of Values
- Speed: Immediate updates replace manual rekeying.
- Accuracy: Data enters systems exactly as validated.
- Traceability: Audit logs maintain full visibility of all field changes.
- Scalability: Handles hundreds of write-backs per day without slowing performance.
- Compliance: SOC 2-aligned data control protects every transaction.
Heron makes the write-back process precise, auditable, and scalable for growing lending operations.
FAQs About Write Back for Schedule of Values
How does Heron write Schedule of Values data to the CRM?
Heron maps validated SOV fields to specific CRM attributes, such as contract value, retainage, and percent complete. The write-back executes automatically once validation completes.
What happens if a field fails validation before write-back?
If a value doesn’t meet confidence thresholds, Heron pauses the write-back and flags the item for human review. Only verified fields are committed to the CRM.
Can Heron support multiple CRM systems?
Yes. Heron integrates with major CRMs and funder systems through API connections, enabling consistent write-back across platforms.
How are errors or rollbacks handled?
Each write-back is logged with before-and-after values. If a rollback is needed, Heron restores the prior version instantly without losing traceability.
How does write-back help funders and brokers?
Funders see live data in their systems, while brokers get faster decisions and updates. The automation closes the loop from submission to funding, saving hours of manual work.
