Sample project for contractors: from loose notes to one file per site.
A contractor juggles sites, crews, subcontractors and paperwork: plans, permits, progress statements, change orders. It often lives in inboxes, WhatsApp groups and folders on a server. In this project it comes together in one system, from the quote request to the handover. The platform bundles every site into one file, the integrations take over the double data entry, and the website brings in new quote requests in a structured way. The client follows their site through their own portal instead of over the phone.
A conceptual collaboration: what it could look like.
This project includes:
- A central platform
- Integrations & automation
- A customer-focused website
01
Challenge
The planning hangs on a whiteboard and extra work only surfaces at the invoice.
02
Solution
One file per site with planning and progress statements, and a portal for the client.
03
Approach
Map out the full story first, then build in phases that are each immediately usable.
04
Outcome
Crews know where to be and every piece of extra work is approved before invoicing.
01 — challenge
The site communicates across ten channels
Quote requests come in by mail and phone and sit unanswered in busy weeks. The crew and subcontractor planning hangs on a whiteboard or lives in one person’s head. Plans circulate in different versions, extra work is agreed verbally and only surfaces at the invoice, and the client calls to hear how far along the site is.
Where it gets stuck
- The quote request from three weeks ago is still in the inbox.
- The planning hangs on a whiteboard and otherwise lives in one head.
- Site photos and plans drift through three WhatsApp groups.
- Extra work only surfaces at the final invoice.
02 — solution
One site file, from quote to handover
One file per site: the quote, the planning, the right version of the plans, photos, permits and progress statements together. Crews and subcontractors see their planning on their phone. Extra work is recorded the moment it comes up and approved digitally by the client, who follows along through their own portal: status, photos and decisions in one place. The system connects with what you already use, such as your accounting package (Exact Online, Yuki, Billit, ...), your calendar (Outlook, Google, ...) and your estimating software.
03 — approach
Built in phases that work right away
We first map out the full story: which steps a site takes from request to handover, and who does what. Along the way we look at what already exists and what you use today: sometimes connecting is the best choice, sometimes the platform replaces a package that only half fits. I build custom where it genuinely adds value. Then I build in phases that are each immediately usable: first the site file and the planning, then the integrations with calendar and accounting, finally the website with the quote module. Your team switches per phase and never has to change everything at once.
04 — outcome
No more arguments at the invoice
Every request gets an owner right away, and the website works as a lead machine for new quote requests. Crews know where to be, the client follows their own site, and every piece of extra work is recorded and approved before it is invoiced. The arguments afterwards disappear along with the loose notes.
05 — afterwards
I stay on board afterwards
After delivery the system keeps running under a maintenance plan: updates, monitoring, backups and a fixed point of contact for questions and small changes. And because everything sits on the same foundation, the company can keep building step by step whenever it is ready. Think of job costing per site, a stock integration, or maintenance contracts after handover joining the system.
practical
- Timeline± 6 months
- BudgetComparable to an extra employee for the duration of the project
questions
Sounds like your business?
Every project starts with a conversation about how your business works today. Feel free to share what you run into, and together we will see what this story could look like for you.
