Cloud-Based SaaS Platform for Well Drilling & Construction Management
A centralized digital drilling management SaaS platform tailored to streamline the complex and multi-phase process of oil and gas well construction. The cloud-based solution is designed for Operators and Service Providers, helping them to manage the entire project lifecycle, from construction and drilling to completion and facility setup, through one cohesive and scalable system.
Business Challenge
Well construction in the oil and gas industry is no small feat. Each well must go through several meticulous phases. Each stage generates documents, requires strict coordination, and involves numerous players (drilling engineers, managers, construction supervisors, HSE specialists, etc.) operating across different time zones:
- Construction – design, site preparation, including access roads, rig foundations, and securing permits;
- Drilling – creating the borehole and reaching the target depth while ensuring safety and precision, BOPE (Blowout Preventer Equipment) testing. This stage heavily relies on advanced drilling software and drilling information management systems developed specifically for the oil and gas industry;
- Completion – installing the necessary equipment to make the well operational, supported by well drilling monitoring systems and drilling optimization software to ensure performance and compliance;
- Facility setup – connecting the well to processing infrastructure for production and storage;
- Production (for the AFE module) – ongoing operations where AFE (Authorization for Expenditure) tracks actual costs against planned budgets to ensure financial control. It’s the tool decision-makers use to compare actual spending against what was planned — a critical piece for budget control and project evaluation.
Our client struggled to automate these interconnected processes. They relied on Excel, Word, manual graphics, and shared/hard drives to manage daily tasks. But this scattered approach brought along an avalanche of issues: process delays and time gaps, manual input errors and discrepancies, forecasting challenges, lack of synchronous updates, inefficient collaboration, etc.
To address these issues, our client aimed to build a scalable SaaS platform that supports internal operations and can also be licensed to other oil & gas companies. The solution required advanced project management tools to enable smooth cross-functional collaboration, integrate dynamic well construction modules for real-time visibility, and provide reliable AFE tracking — all of which are top priorities for decision-makers managing complex well construction projects. Thus, the goals for this drilling & wells management system development project were ambitious:
Disconnected Systems and Communication Issues
All project documents, schedules, and communications should be managed in one place, ensuring consistency, traceability, and easier access for stakeholders across different time zones;
Lack of Real-Time Updates and Full Resource Visibility
Dynamic dashboards and automated status updates have to provide project managers, engineers, and field operators with up-to-the-minute information on well progress, equipment status, and personnel allocation;
Delays Due to Manual and Disorganized Operations
Automated scheduling and resource management tools should help to minimize idle time between construction, drilling, and completion phases, while built-in analytics should identify process inefficiencies and suggest improvements, further accelerating project timelines;
Collaboration Silos Between Operators and Service Providers
The system has to facilitate secure, role-based access for both internal teams and external partners, such as drilling contractors and equipment suppliers. Integrated communication tools (e.g., chat, file sharing, task assignments) would be suitable to streamline coordination, while automated logging of all interactions would ensure accountability and transparency.
Project in Facts
Industry
Oil & Gas
Region
USA
Business
Middle-sized
Estimated man-hours
30,000+
Project life (months)
MVP Release: 12 months
Final Release: 8 months
Final Release: 8 months
Key technologies
Amazon / Amazon Web Services (AWS)
MySQL
Node.js
TypeScript
Webix
React Native
Solution
We worked closely with the client to engineer a powerful yet flexible SaaS platform for well drilling that tackles both current inefficiencies and future growth. It was decided to develop a full-cycle well construction management solution built around a modular architecture and designed for subscription-based access by third-party companies.
For added security, each operator’s and service provider’s data was stored in separate databases, connected through a multi-connection setup. Documents such as certificates, licenses, or RFPs, once shared with a counterparty, cannot be deleted or modified — only new versions can be uploaded. This safeguard, enforced at the file system level with hard links, prevents conflicts where one party might otherwise remove a document another one is already working on.
Another challenge was inconsistent coding: the same operation could have different codes or levels of detail depending on the operator or service provider. To solve this, we built a unified operations code dictionary for the entire service and applied custom mapping for each operator and provider.
By bridging the needs of engineers and executives, the software wouldn’t just digitize, it was intended to transform how drilling operations & project management programs and drilling software & automation tools are used to manage well construction across the organization.
Streamline collaboration between Operators and Service Providers for onboarding and RFP with the Service Module and enable scheduling tasks, allocating resources, and tracking milestones across all four construction phases. Instant data sync ensures live updates throughout the system for seamless execution.
Ensure quick updates and real-time forecasts for scheduling and resource monitoring via the Drilling Scheduler module, helping crews to stay ahead of delays. Drag-and-drop planning allows effortlessly to build Gantt charts for Timeline Manager workflows and phase interdependencies, reflecting features expected in top-tier drilling optimization software.
Simplify Authorization for Expenditure (AFE) and implement Well Builder module with intuitive dashboards to support live monitoring of financials against planned budgets and allow instantaneous tracking of AFE budgets, NPT, and drilling progress via dynamic grids and charts.
Integrate Reports module to eliminate manual data entry for reports. Tailored for onsite personnel, the system allows operators, managers, and other staff to log daily activities, hours worked, and material usage with precision and ease — even in low-connectivity zones.
When operations span multiple departments, time zones, and tools, delays and data inconsistencies become inevitable. Our challenge was to design a system where everyone — from drilling engineers to leadership — stays synchronized, both in data and strategy. The key was finding common ground between those in the field and those in the boardroom, only then could we develop a solution that truly delivers value across the board.
Marina Khramtsova
Business Analyst at XB Software
Well Builder
Timeline Manager
AFE Module
Service Module & RFP
Reports
Well Builder
Creating a modern oil & gas SaaS platform isn’t just about collecting data — it’s about making it work across all planning phases. That’s why we implemented a fully integrated Well Builder module to help users to cover all stages in one connected flow, aligning with the capabilities expected from advanced drilling engineering software.
Smart Design, Fewer Errors
Based on our experience developing planning tools for complex engineering environments, we focused on eliminating time-wasting back-and-forth between siloed teams. Every design edit made in the module — say, changing casing depth — automatically adjusts both the AFE budget and the Timeline Manager. No more spreadsheet shuffling or manual syncing between departments, which are common pain points in traditional well drilling management systems.
Design Visualization & Automation
Engineers can use the Wellbore Diagram (WBD) to visualize the entire trajectory, from vertical and horizontal profiles to casing strings and section details. Each section of the well includes everything from bit selection and BHA configurations to mud programs and drilling hazards. The visual components are vital in drilling optimization systems and help to ensure that software for the drilling industry actively contributes to risk reduction and better planning.
Timeline Manager
Planning a well is one thing. Keeping everything on schedule is a whole different game. That’s why we developed a Timeline Manager module with phase-specific workflows that connects every stage of well construction to an operational timeline — a must-have for any modern drilling management system — ensuring that no detail gets left behind or delayed.
Timeline-Driven Accuracy
Drawing on our background in developing project scheduling systems, we made sure the Timeline Manager would do more than just chart dates. It’s fully synced with the Well Builder module, meaning once the design is finalized, the timeline updates automatically, adjusting the AFE and keeping the entire operation on track.
Visual Planning, Better Decisions
With DvD (Depth vs. Days) charts, users can track drilling progress and spot delays early. Gantt charts map out phase dependencies, like making sure pad construction wraps up before rigs move in, so nothing gets blocked at the last minute. These capabilities are essential for teams relying on drilling optimization software and drilling operations & management programs to ensure success across complex, multi-stage projects.
Never Miss a Mobilization
The system also includes automated lead time alerts. When a user needs a cementing crew mobilized 5 days ahead of casing, they get a heads-up, not a headache. And as the schedule shifts, the AFE (Authorization for Expenditure) adjusts in real time, keeping budgets realistic and decision-makers informed. This level of coordination is critical for users of oil & gas well drilling software and aligns with best practices in software for the drilling industry.
AFE Module
The AFE (Authorization for Expenditure) module is designed with built-in compliance and financial control to keep Operators audit-ready at all times. Recognizing that cost codes vary widely between operators and service providers — often drastically — the solution includes customizable cost code automation and flexible mapping. This allows each stakeholder to track and report labor and equipment costs using their unique coding systems without confusion or data loss.
Smarter Planning & Spending
Need to compare a 3-string design to a 4-string setup? The system lets the users create multiple AFE versions and run scenario analyses in minutes. Everyone involved can optimize well economics and make faster budget decisions, such as evaluating cost savings across different configurations.
Controlled Flexibility
To prevent critical service gaps, key services like cementing or casing are flagged as “obligatory.” That means no one can accidentally delete them without the right approval, protecting both compliance and continuity.
Live Syns, No Surprises
As proposal costs flow in from the Service Module or activity durations shift in the Timeline Manager, the AFE updates in real time. That means financial forecasts are always aligned with operational reality, helping personnel to stay on budget and in control.
Equipment Cost Tracking Across Stages
AFE also enables departments to track the budgeted vs. actual costs of key equipment (automation systems, communications gear, metering and measurement tools) used throughout all stages of the project. This financial monitoring ensures better visibility into equipment usage and flags budget overruns tied to specific services or assets, helping staff to course-correct early and stay within financial targets.
Service Module & RFP
Slow vendor onboarding and inconsistent proposals can bring well planning to a crawl. The Service Module was built to speed things up and clean things up, so procurement aligns with design, timelines, and compliance, as well as to request, procure, and track service providers and instrument rentals. For example, if a Coiled Tubing Unit includes embedded automation or if you’re contracting directional drilling with MWD tools, the module logs requests, vendor details, and timelines.
Standardized & Streamlined Process
Forget manual RFPs and email chaos. The system auto-generates RFPs with pre-filled specs pulled directly from the Well Builder module. Everything from rig specs to mud weight is already in place, cutting procurement cycle times by up to 50%.
Seamless Onboarding, Fewer Delays
Awarded providers move straight into an onboarding workflow that tracks COI (Certificate of Insurance), MSA (Master Service Agreement), NDA (Non-Disclosure Agreement), and any other must-have documentation. Nothing gets lost. Nothing gets skipped. Only clean handoffs from planning to execution.
Built-In Collaboration with Service Providers
Vendors aren’t just vendors — they’re partners. That’s why the system includes a feedback loop where providers can recommend design optimizations (like a more cost-effective BHA configuration) right inside the RFP response. It helps to build stronger designs and relationships.
Reports
Manual reports and data entry were eliminated. The reporting feature centralizes the field data on the fly, ensuring everyone has access to the latest updates. With automated syncing, all daily reports are instantly available to the crew. Whether it’s mud properties, BHA configurations, or NPT logs, the departments are always working with the most up-to-date information, reducing administrative overhead by 70%.
Template for Every Situation
No need to reinvent the wheel every day. Predefined templates make reporting a breeze, from routine activities to incident tracking. Automated fields like wellbore geometry and equipment lists save time and prevent errors.
Enhanced Approval Workflow
Get reports approved faster. With an easy-to-follow approval process, supervisors can quickly review, approve, and track field activities. There is no need to wait for days on end for sign-offs. Any adjustments are instantly reflected across the project, and everyone gets full-circle visibility to drive better decisions.
Mobile & Desktop Access
Logging activities on the go or from the office makes it easier for departments to stay connected. Whether someone is in the field or at headquarters, everyone’s on the same page, with no delays in communication.
Tools and Technologies
We deployed a scalable, high-performance tech stack that acts as the centralized core for complex drilling workflows across all phases.
Using Node JS paired with TypeScript, we developed a high-performance backend that handles complex logic and instantaneous data processing. Whether it’s syncing AFE budgets with updated durations in the Timeline Manager or pushing daily report activity logs across modules, choosing Node.js allowed the client to have a fast and responsive process with no delays or bottlenecks.
A powerful relational database sits at the heart of the platform, capturing everything from service provider bids to drilling hazards, because MySQL ensured data is always accurate, queryable, and compliant (supporting fast scenario analysis in the AFE module or historical comparisons in reporting).
To ensure the software could grow alongside the company operations, we deployed it on Amazon AWS. This cloud backbone enabled
- High availability and performance, even under heavy load;
- Secure data storage that meets industry compliance standards;
- Scalable infrastructure that evolves as the business expands across new regions or adds new users.
The Webix JavaScript UI library was used to ensure a smooth workflow and rich, interactive interface. Just clean, intuitive components that reduce training time and increase user adoption across teams.
- Document Manager
- Gantt Chart
- Scheduler
- Report Manager
- Dashboards, etc.
Result
The solution we developed integrates well drilling management systems and drilling software & automation tools to optimize workflows and monitor well integrity throughout this stage. The shift from outdated manual methods to a modern, cloud-based SaaS platform brought immediate benefits. The drilling system transformed well construction from a patchwork of disconnected tools into a streamlined, audit-ready digital ecosystem. After going live, our client saw measurable improvements across key operational areas:
- Full visibility into the financial and operational status of every well granted a centralized digital workspace instead of juggling Excel files, paper documents, and manual reports for both engineers to executives. Drilling engineers can now perform planning, reporting, and coordination faster and more accurately. And C-level decision-makers are able to benefit from real-time dashboards and detailed AFE tracking capabilities of the drilling information management system;
- Planning efficiency increased by 50%, thanks to interconnected modules like Well Builder and Timeline Manager that eliminated manual syncing and rework. In fact, the solution helped to plan extra wells in the time it would normally take to plan just one.
- Admin overhead dropped by 60%, as real-time dashboards replaced spreadsheets, emails, and fragmented apps.
- Procurement cycle time was cut in half, with the Service Module’s auto-generated RFPs and structured onboarding workflows.
- Budget planning became 3x faster, with dynamic AFE versions, live-synced financial updates, and scenario analysis tools built right in.
- Daily reporting efforts were reduced by 70%, giving field personnel additional time to focus on drilling and less on documentation.
Beyond the numbers, the business now operates with total visibility, real-time collaboration, and confidence that the data is always up-to-date, audit-ready, and working for the teams, not against them.
Fill the form to get a no obligation consultation
Your questions and requests are always welcome