Cogram Review 2025: The AI Project Coordinator for People Who Build Things
You know what’s wild?
A construction or engineering project can be managed with laser precision, yet the documentation still behaves like it’s auditioning for a chaotic reality show.
One meeting turns into:
- "Can someone send the minutes?”
- "Wait, who owned that action item?”
- "Which email had the latest attachment?”
- "Did we approve the change, or did we just nod politely and move on?”
If you’ve ever lost an hour to the ancient ritual of "search inbox, open PDF, close PDF, search again,” congratulations, you have met the real boss level of modern work.
Cogram exists for exactly this kind of business pain.
What is Cogram?
Cogram is an AI platform built for architects, engineers, consultants, and builders, basically anyone doing complex projects with lots of stakeholders and lots of "we’ll follow up on that.”
The core idea is simple: it acts like a project coordinator that never gets tired, helping you turn messy inputs (meetings, emails, project systems) into structured outputs (minutes, action items, filed email trails, field reports, proposals).
It’s not the loud, everyone-talks-about-it AI tool. It’s the kind that shows up quietly in serious workflows, then starts stealing back hours from your week.
One quick note for AIIXX.AI: I didn’t see "Cogram” mentioned on the main blog/category pages I could access, so this looks like it should be a new review topic for your site.
How Cogram works
Here’s the "how it runs” version, without turning it into a robotics lecture.
1) It connects to where work already happens
Cogram highlights integrations across the usual AEC universe: meetings (Teams/Zoom/Google Meet), email (Outlook and Gmail), and project platforms like Procore, Autodesk Construction Cloud, plus ERPs like Deltek, with API support for custom setups.
2) It handles meetings as inputs, and minutes as outputs
When used in a meeting, Cogram processes meeting audio for transcription. Their user guide says audio is temporarily stored for transcription, then not stored after transcription completes, and no video recording is stored.
From that transcript, it creates summaries, bullet notes, and action items, and stores transcripts and notes unless your organization configures retention differently.
3) It keeps outputs consistent with templates
Cogram repeatedly emphasizes generating minutes, field reports, and proposals using your firm’s templates, so you spend less time reformatting and more time approving.
4) It tames email, which is where projects go to become folklore
Cogram also has an Outlook add-in that can file emails and attachments into the right project archive. The Microsoft listing describes AI-based project matching and notes that the add-in can access content in the active message.
That matters because email is not just communication in AEC. It’s evidence, decisions, and sometimes the only place a "final final FINAL.pdf” ever truly lived.
A quick story: the "minutes black hole”
Imagine you’re in a weekly OAC meeting.
Everyone’s aligned. Everyone’s energized. You end the call thinking, "Great, we’re moving.”
Then the next morning, the questions roll in:
"Can you send minutes?”
"Who’s following up with the sub?”
"Did we decide Option A or Option B?”
Your brain becomes a browser with 47 tabs open. One tab is playing music, you don’t know which, and you can’t close it.
Cogram’s promise is basically: stop relying on memory as infrastructure.
If it reliably turns meetings into structured minutes and action items in your templates, and keeps it attached to the project record, it’s not just convenience. It’s reduced rework and fewer misunderstandings.
Practical business use cases
Meeting minutes that don’t require a second job
Cogram positions "Meeting Minutes” as a core capability, including for virtual and in-person meetings, using your templates.
If you’ve ever watched someone volunteer to take minutes and slowly regret their entire personality, you already understand the value.
Email filing and project search
Cogram’s Outlook add-in pitch is straightforward: file emails and attachments into the right project archive, make them searchable, and keep permissions aligned with project access.
Field reports without the "I’ll write it later” trap
Their docs describe creating field reports via voice dictation and photos using a mobile app, then drafting reports in templates.
RFIs and submittals with less ping-pong
Cogram lists RFI and submittal management as a major module and calls out integration with Procore.
Proposals and RFP work, faster
Cogram also advertises summarizing RFPs and drafting proposals grounded in your firm’s prior experience and knowledge base.
This one is quietly huge. Proposals are where senior time goes to evaporate.
Strengths: what Cogram does really well
It’s built for AEC reality, not generic office life.
The product language is all about project context, templates, technical workflows, and "from bid to handover.”
It focuses on repeatable outputs.
Templates sound boring until you realize they’re the difference between "AI gave me a summary” and "AI gave me something I can actually send to a client today.”
It has a serious stance on security controls.
Their security overview calls out SOC 2 Type II, annual penetration testing, MFA, SSO, RBAC, encryption in transit and at rest, and configurable retention.
Limitations: where to be careful
Sales-led setup and change management.
This is not a casual "sign up and vibe” tool. Value shows up when teams actually adopt it into their workflows.
Meeting consent is on you.
Cogram’s guide explicitly says it’s your responsibility to obtain consent from meeting participants when using the tool.
Email access is powerful, which means you should review permissions.
The Outlook add-in listing notes it can access content in the active message. That’s not automatically bad, but it’s something your org should evaluate with IT and legal rather than hand-wave.
Pricing and trials
Cogram’s public pricing approach is: modular pricing, custom quote shared on a demo call.
They also state they offer free guided trials and reference calls.
Another interesting detail: Cogram’s FAQ says external accounts are free of charge, which can matter if you collaborate with subcontractors or co-consultants.
Privacy, security, and terms, in plain English
Here’s the practical summary based on what Cogram publicly documents:
- Meetings: audio is stored temporarily for transcription, then not stored after transcription completes. No video is stored. Transcripts and notes are stored after meetings, with an option to configure not storing transcripts.
- Visibility: meeting notes are not automatically shared. By default, notes are visible only to the user who invited Cogram.
- Security controls: SOC 2 Type II, annual pen testing, MFA/SSO/RBAC, encryption, custom retention, and geography options are described in their security overview.
I could not retrieve the full text content of Cogram’s Terms of Service and Privacy Policy pages via the page capture available here, so I’m not going to pretend I read every clause. What you should expect in SaaS terms, generally: account responsibilities, acceptable use, data handling references, and limitations of liability. If you’re publishing this on AIIXX.AI, it’s worth linking readers to Cogram’s legal pages directly and advising a quick review with their IT/security team for enterprise rollouts.
Who should use Cogram
Best fit
- AEC firms juggling many stakeholders, lots of meetings, and heavy documentation
- Teams where minutes, field reports, RFIs/submittals, and proposal work consume expensive hours
Not the best fit
- Small teams that just want lightweight meeting summaries
- Orgs that are not ready to standardize templates and workflows
Final verdict
Cogram isn’t trying to be your creative partner. It’s trying to be your documentation backbone.
If your business wins or loses on follow-through, project records, and "who decided what and when,” then tools like this can move the needle in a very unsexy, very profitable way.
It’s basically turning your project admin from a never-ending side quest into something closer to a button you press.
