How Arcaise scaled 10x with monday Work Management and AI

Meet Arcaise

Founded in 2019, Arcaise helps companies across construction, manufacturing, oil and gas, and related industries streamline their operations and scale efficiently.With experience in civil engineering and full-stack development, the team builds standardized, scalable systems that replace siloed spreadsheets with one source of truth.

What began as a consultancy optimizing engineering workflows has evolved into an operation serving clients across the country, all built on monday.com as the operational core.

The challenge

Before monday.com, both the internal teams at Arcaise and their clients faced mounting inefficiencies. Task duplication was common, documentation was inconsistent, and there was little visibility into ownership.

“It was mayhem,” said Alex Boulder. “People would start a task that wasn’t documented, or stop halfway and someone else would start from scratch.”

Managers struggled to track progress, teams operated in silos, and onboarding relied on individual knowledge rather than shared processes. In construction, that kind of operational friction translates directly into delays, cost overruns, and lost margin.

Recruiting presented a similar challenge. First-round HR screenings were entirely manual, consuming significant time and operational budget each month.

The solution

Why monday.com?‍

monday.com gave Arcaise a way to turn scattered processes into a single, structured operating system. Instead of managing work across disconnected tools and spreadsheets, the team centralized everything into one platform where data, communication, and execution stay aligned.

Arcaise was able to define clear rules for how work gets done, apply them across teams, and continuously evolve those processes without disruption. With AI embedded directly into their workflows, they didn’t need to move or reformat data. They could act on it instantly, at scale, and in context.

One platform for every department

Each department now operates on its own monday board, where items represent buckets of work and subitems hold actionable tasks. Internal conversations take place in Slack, external communication is managed through Outlook, and monday.com ties everything together into a single, transparent workflow.

“Any external communication goes through Outlook, internal conversations live in Slack, and all the work happens in monday.com. It’s beautiful. It let us grow eight to ten-fold in just two years.”

Clear rules for consistent execution

Arcaise established simple, enforceable standards for all teams: every task must include an objective, steps, a deliverable, a deadline, and a priority. Anything that takes more than five minutes must appear in My Work, ensuring visibility for every team member.

This structure gave managers real-time oversight, allowing faster triage, load balancing, and accountability across departments.

Onboarding and knowledge with Sidekick

Arcaise uses monday’s Sidekick to power its internal knowledge base, turning years of documentation into an instantly searchable resource. New hires can ask Sidekick how to complete a process or find project context, reducing onboarding time and lowering internal support demand by 75%.

Recruiting with AI Factory

With AI Agent Factory, Arcaise automated its first-round HR screenings and introduced measurable financial impact.

Before implementing the AI agent, the team member responsible for initial screenings worked 8 hours per day for 20 days per month, totaling 160 hours monthly. At an hourly rate of $35, this resulted in a monthly operational cost of $5,600.

After introducing the AI agent, the time required for this stage dropped to 25% of the original effort, reducing the monthly time investment to 40 hours. This lowered labor costs to $1,400 per month. Including the $50 monthly AI platform fee, total operational cost is now $1,450 per month.

That represents a monthly savings of $4,150 compared to the previous process.

For every dollar spent under the new AI-supported workflow, Arcaise generates approximately $2.86 in value, achieving a 286% ROI.

And this impact reflects only the first stage of recruitment. Additional gains across later interview rounds and other operational workflows continue to compound the value of AI across the business.

Everyday efficiency with monday AI

From AI Blocks that extract data from resumes to monday Magic guiding new users through workflows, Arcaise uses monday AI across its ecosystem. Clients benefit as well, as the same automation frameworks and AI setups are deployed within their own monday environments.

The impact

Arcaise’s adoption of a structured, automated, and AI-powered operational system has driven significant business impact.

The company has grown 8 to 10 times over two years while increasing productivity per employee by up to 2.5 times. AI-powered HR automation alone delivers over $4,000 in monthly cost savings and has generated a 286% ROI in early-stage recruitment, accelerating hiring cycles and improving consistency in candidate evaluation.

Operational efficiency has also improved across the organization. Internal support requests have dropped by 75% through the use of Sidekick, while AI-driven insights from customer interactions are helping the business better understand client needs and refine its approach.

“My Work is the daily roadmap. With one view and shared rules, people know exactly what to do, and managers can act fast,” says Boulder.

For Arcaise, monday.com is more than a tool. It is the foundation of the company’s operating model. By unifying departments, connecting communication, and embedding AI where the data already lives, monday.com has become the engine powering growth, efficiency, and innovation.

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