Job data in three places
Every "where is this job" question meant a hunt.
Our work · Case study
One manager. Every approval.
A regional construction company rebuilding homes through a state disaster recovery program. Here is what we found, what we built, and where it honestly stands.
Some Operators liveCore Operators in test modeEstimates labeled
The situation
Every decision waited on one division manager, from change orders to payments to permits, and that manager was close to burning out.
Homes stuck in preconstruction
Dozens of them, and a stack of permits had not been applied for.
A portal that stays quiet
The state portal never emailed when work was returned.
What we did
One Operator per bottleneck
Read only discovery across mailboxes, shared files, project software, and the job tracker. Every Operator was tested on a safe account first, then installed by the person it serves.
Manager inbox Operator
Sorts the inbox, drafts a reply for every decision, and watches the monthly payment approval so it lands before the bank cutoff.
Test mode
Change order Operator
Pulls the facts for each change order into one draft for the manager to review.
Test mode
Estimates Operator
Prepares estimate drafts from the job files for a person to check.
Test mode
Takeoff and ordering Operator
Builds a cited takeoff and a purchase order draft, then stops before Release.
Test mode
Permits Operator
Maps which jobs need permits and which offices handle them, and preps the packets.
Test mode
Office manager assistant
Helps with relocation cases, weekly notes, photo PDFs, and bond forms, and checks that names, IDs, and amounts match.
Test mode
Daily return watcher
Checks the state portal every day for returned work, because the portal never emails when it happens.
Live
Job site QR folders
A QR sheet for every job so the crew can open the right folder on site.
Live
What we found
Small leaks, real money
9073
Sheets of roof sheathing on a lumber list reused from the last house, where the plans called for 73.
150105
Rafters on that same reused list, where 105 were needed.
158
Portal alert emails reviewed. None of them announced a return, which proved the gap.
1 miss
A monthly payment approval was missed once because it landed after the bank cutoff.
47 lines
A reference check of one material list: 18 the same, 14 similar, 15 different.
18 jobs
Needed permits, spread across 26 permit offices, all mapped in one place.
Where it stands
Live, test, estimate
Running today
The daily return watcher, the job site QR folders (46 QR sheets sent to superintendents), and a monthly insurer report.
Being proven
The manager inbox, change order, estimates, takeoff, permits, and office manager Operators. Results get added only after they are measured.
About 9.2 hours a week
The design estimate for the office manager assistant, plus bond prep estimated to drop from about 90 minutes to about 15. These are estimates from the setup, not measurements.
Honest gaps
We would rather show you test mode than a made up number.
- Most of the division Operators are still in test mode, so there are no live, measured results yet.
- The hours figure is a design estimate, not a measurement.
- The return watcher still needs a daily code from a person to sign in.
Find your bottleneck →Book a free fit call (opens in a new tab)