Not a tool your team has to learn. A small machine that takes one recurring job off their desk and gives it back to you as time.
Submittals, RFIs, change orders, certificates of insurance and certified payroll, in whatever format the general contractor chose.
A project administrator spends the week routing documents between the general contractor’s portal, the accounting system and email. What gets lost isn’t hours, it’s unbilled change orders.
Clients, suppliers, and third parties email documents tied to a project — plans, certificates, invoices, reports — into a shared inbox. Someone opens each one, identifies the project code, and files the attachment by hand. When volume is high, filing lags or gets skipped.
When a job moves from one person, shift, or office to the next, the context lives in someone's head or a Word doc. The receiving person re-reads, re-calls the client, or asks the original owner to explain.
Client contracts, supplier agreements, office leases, insurance, and software licences all have expiry or renewal dates. Tracking lives in a spreadsheet, a shared calendar, or someone's memory. Contracts auto-renew under unfavourable terms because nobody was reminded.
When something needs ordering — raw materials, office supplies, specialist services — someone writes a purchase order in Word or as an email to the supplier. The order details are then retyped into the accounting system when the invoice arrives weeks later.
The number that decides all of this is your volume. Everything else on this page is a guess until I know it.
A machine reads one document in about 40 seconds, for roughly ten cents, scanned or digital, and gets close to zero fields wrong. A person takes between two and ten minutes, and the error rate climbs when they are tired. That is the cost per change order.
Pre-production. Real numbers.
To be plain: I have not worked with trades yet. I have built this same shape of document routing for fabricators and workshop groups. If your decision depends on a reference inside your trade, I would rather say so now.
I have built satellite software, and B2B systems used by around 50,000 people a month, where a bug means a payment does not clear.
The same engineering, pointed at a sixty-person shop. What changes is the ceremony, not the quality.
30 minutes, free. You tell me how many come through in a week. I tell you whether a machine can take it off your desk, what it would take to build, and what it would cost. If it isn't worth building, I say so on the call.
Let's talk