Workflow Automation for Contractors
Built for the operations side of contracting — estimates, COIs, lien releases, change orders, and invoicing — across Central Florida.
What we hear from Central Florida contractors
- "Estimates come in over email, text, and the website. They all go to a different place. None of them get followed up on consistently."
- "We chase COIs from subs every week. Someone always lets one expire."
- "Lien releases pile up at the end of every job and we end up scrambling to get them signed."
- "Change orders happen on a job site, get verbal-OK'd, and don't make it back to the office paperwork until weeks later."
- "Invoicing takes a day a week and nobody likes doing it, so it slips."
- "AIA / waiver forms get filled out from scratch every time because nobody trusts the template."
Workflows we automate for contractors
Estimate-to-CRM intake
A new lead from any channel — website form, email, referral — lands in your CRM with the right tags and an assigned PM, with a confirmation reply drafted.
COI tracking
Every sub and vendor's certificate is tracked with expiration dates. 30 days out from expiration, a reminder goes to the sub with the request format they're used to.
Lien release pipeline
Every progress payment triggers the right waiver form, pre-filled from job data, sent for signature, tracked through return.
Change order workflow
On-site change orders captured (form on a phone or a short photo + voice note), formatted, sent for client signature, posted to the job's financial record.
Job-based invoicing
Cost data + labor + change orders consolidated into the invoice template, drafted for review, sent on the schedule the client expects.
Job-status reports for owners / GCs
Weekly status assembled automatically from project data, drafted in plain language, sent on a regular cadence.
Permit and inspection tracking
Permit submissions and inspection schedules tracked across multiple municipalities — a real pain point in Central Florida where Orange, Seminole, Osceola, Lake, and Volusia counties all have different rules.
Ready to see what your workflows are actually costing?
The Workflow Audit maps the workflows taking the most time across your team — and tells you which are worth automating. Free 30-minute discovery, or a $1,500 deep audit credited against engagement.
A defined process from first conversation to handoff
- 01
Workflow audit on site or remote
60–90 minutes with you and (ideally) the office manager / controller. We walk through your week.
- 02
Two- to four-workflow first build
We pick the two to four workflows that consume the most office time and build automation around them.
- 03
Pilot during a real project
We run the new workflow on a live job alongside the existing manual process for two to four weeks.
- 04
Handoff with monitoring
Your team owns the workflow; we monitor and tune for the first 30 days, then transfer ownership fully.
Outcomes we expect — without making up numbers
We use qualitative outcome language until real engagement data supports specific metrics. The audit gives you calibrated estimates for your specific scope.
- The office manager / controller gets meaningful time back per week — we expect double-digit hours in most cases, but the audit gives you a calibrated estimate before you commit.
- Subs and vendors stop letting COIs expire because the reminder cadence is consistent.
- Lien releases stop being a fire drill at end-of-job.
- Change orders stop being a billing dispute three months later because they're documented as they happen.
- Cash collection cycle shortens because invoicing actually goes out on the schedule it's supposed to.
Based in Orlando, Florida. We work on-site with contractors across Central Florida — Orange, Seminole, Osceola, Lake, and Volusia counties. Veteran-owned. Local implementation and support.
Common automations we build for these operators
Ready to see what is worth automating?
Most Central Florida contractors lose more hours to office paperwork than they realize until they see the audit. We'll tell you what's worth automating and what isn't.