Operations consulting
We learn how your organization actually runs and find where time and money leak out.
One app for contracts, permits, scheduling, and invoicing
A scaffolding company was scheduling jobs from a shared spreadsheet while juggling rental cycles, permit cycles, and billing that didn't line up. We built one system for all of it.
The situation
The company ran its schedule out of a shared Google Sheet. Contracts, permits, and invoices lived in separate places, and the cycles never lined up: rentals renew every 28 days, permits every 30, and billing has its own rhythm. Keeping it straight depended on a few people remembering everything.
What we learned
We started with working sessions alongside the office and accounting teams. The hardest part of the business wasn't any one task. It was the rules connecting them: which fees recur and which don't, when a permit needs renewing, and what happens when a client pays late.
What we built
- One app for contracts, permits, scheduling, and invoicing, synced with QuickBooks.
- Contracts sent for e-signature, with signing status flowing back to the contract.
- A schedule that replaced the shared spreadsheet, including the daily job limit the team used to track by hand.
- A permit expiration report emailed to the team every morning.
- Renewal invoices created from the contract, with payments syncing back from QuickBooks.
- A tool that rebuilt past renewal cycles automatically, so accounting didn't have to reconcile old contracts by hand.
- Past-due tracking by client, with automated reminders being rolled out.
- A training library of step-by-step SOPs the team can search by asking a question.
How we support it
The team reports issues by email and we fix them fast. One recent urgent request came in at 9:32 in the morning and was fixed by 10:20. A question about logging hardwired light installs came in on a Saturday, and the field was in the app on Monday. When the question is how to do something, we answer with a three-minute video the team can keep.
Results
- The shared schedule is retired. The team picked a cutover date, moved every job for the year into the app, and now schedules from one place.
- Permit renewals live on a report, not in someone's memory. Upcoming expirations land in the team's inbox every morning.
- Billing follows the contract. Renewal invoices are created from the contract in QuickBooks, and payments sync back to the app.
- New staff can learn on their own. Step-by-step SOPs and short videos answer most how-to questions before anyone has to ask.
Services used here
Custom software
Web apps, integrations, and automations built around your process, not the other way around.
Change management and training
We train your team, document the process, and stay through adoption so the change holds.
Tell us what's slowing your team down.
A 30-minute call is enough to know whether we can help.