Case Study: Automating Construction Processes for 90% Efficiency Gain

ABOUT THE PROJECT
Our client is a diverse construction company engaged in various projects including ADU, Residential, Commercial, Interior Design, Multi-Family, Simple Permit, and Onestop ADU constructions. With a commitment to excellence, they investigated innovative ways to enhance their Onboarding, Finan ce, Operational efficiency and reduce unnecessary costs.

CHALLENGES AND OBJECTIVES
Before partnering with square, company faced several challenges, including manual Onboarding processes prone to errors, disjointed project management systems, and inefficient billing procedures. Their primary objectives were the inefficient updates lead to suboptimal operational performance, streamline workflow, reduce manual tasks, minimize human error, and ultimately increase overall efficiency to stay competitive in the market.

EXECUTIVE SUMMARY
• 80% decrease in human error incidents
• 90% increase in overall workflow efficiency
• 95% reduction in manual tasks

1. IMPLEMENTED WORKFLOW:

Proposal Submission:

The process starts with the Project Manager (PM) filling out a form called the Proposal JotForm whenever a new proposal is needed. This form contains crucial project details such as client information, project templates, and fee details.

Draft Creation and Approval:

Using the information from the form, we generate the initial draft of the proposal in PandaDoc. The PM reviews it thoroughly to ensure everything is accurate before sending it to the client.

Client Approval:

Upon the client’s approval and signature, the project officially begins, triggering a series of automated steps.

Project Setup:

After obtaining client agreement, we automatically create a project board using Monday CRM tailored to each project type’s template. This serves as a comprehensive to-do list, helping us stay organized throughout the project.

Tracking Time and Billing:

Simultaneously, we initiate project tracking using QuickBooks Time to monitor the time spent on each project. Additionally, we generate an invoice based on the proposal in QuickBooks to streamline billing processes.

Keeping Everything Updated:

All project-related information, including proposal details, project board updates, time tracking data, and invoicing, is seamlessly integrated into our Monday CRM. This ensures everyone involved is kept informed about project progress through notifications and updates.

Getting Paid:

Upon receiving payment from the client, we promptly update the project board to reflect the payment status, ensuring transparency and accountability. Notifications are sent out via CRM and email to inform the team of the payment update.

Add on Service:- Workflow :

Add Service form Submission:

The process starts with the Project Manager (PM) filling out a form called the Proposal JotForm whenever a new proposal is needed. This form contains crucial project details such as client information, project templates, and fee details.

Add Service Proposal Submission:

If there’s a need to propose additional services related to an existing project, the PM submits an Add Service JotForm. If it’s linked to an ongoing project, clicking a button within the project will pre-populate the form with relevant data.

Draft Creation and Approval:

Using the information from the form, we generate the initial draft of the proposal in PandaDoc. The PM reviews it thoroughly to ensure everything is accurate before sending it to the client.

Client Approval:

Upon the client’s approval and signature, the project officially begins, triggering a series of automated steps.

Add Service Board Update:

Once the client approves the document, the fee data is updated in the Add Service board, ensuring transparency and clarity on additional services.

Invoice Generation and Payment Tracking:

Simultaneously, we create a QuickBooks invoice based on the approved proposal data. The invoice is then updated in the project board to keep track of the billing status. Upon payment, the project board is promptly updated to reflect the payment status.

Keeping Everything Updated:

All project-related information, including proposal details, project board updates, time tracking data, invoicing, and payment status, is seamlessly integrated into our Monday CRM. This ensures that everyone involved is kept informed about project progress through notifications and updates.

CRM and Email Notifications:

Through CRM (Monday) and email notifications, all team members stay updated on project-related activities, including payments, invoices, and project progress. This ensures that information is readily available to all stakeholders at all times.

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CONCLUSION
Utilizing data from these forms, we automatically generate Pandadoc documents, which are then sent to the project manager for confirmation before being forwarded to the client. Upon client approval, a series of automated actions ensue.

If the project is new, we create a dedicated folder to store documents for future reference. Simultaneously, a project board is established within the designated folder using predefined templates specified in Jotform. Notifications are dispatched to the project manager and relevant team members to ensure effective coordination. Additionally, a new project is logged in QuickBooks Time, enabling employees to monitor their time expenditure efficiently.

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