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 to evaluate for contractors
These are candidate patterns. Final scope, integrations, approvals, and human-review points are defined from the organization’s real process.
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 from approved project data and drafted for staff review before sending.
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. Start with a free 30-minute discovery call, or book the $1,500 Workflow Audit; implementation is quoted separately after review.
A defined process from first conversation to handoff
Workflow audit on site or remote
60–90 minutes with you and (ideally) the office manager / controller. We walk through your week.
Two- to four-workflow first build
We pick the two to four workflows that consume the most office time and build automation around them.
Parallel review during a real project
Run the new workflow alongside the existing manual process and compare the handoffs before broader use.
Handoff with monitoring
Your team owns the workflow; we monitor and tune for the first 30 days, then transfer ownership fully.
Operational changes to measure
These are evaluation targets, not promised outcomes. A scoped baseline, human review, and evidence from the running workflow determine whether a change is useful.
- Measure handling time for estimate, certificate, waiver, and invoice workflows against the current baseline.
- Review whether certificate expiration dates and reminder ownership are easier to track.
- Track whether lien-release and change-order records are easier to reconstruct.
- Compare invoice preparation and approval timing without promising collection outcomes.
Based in Orlando, Florida. Contractor engagements can be scoped across Central Florida, with local implementation options and client-owned approval rules.
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.