04· Residential and commercial renovation contracting
Every approval in the business waited on somebody remembering to chase it.
Found
8–12 hrs/wk
8 to 12 hours a week chasing paperwork
Result
41%
Reduction in project delays
Window
Not stated
The source document does not state a measurement window. See verification below.
01The situation
A mid-sized construction company running residential and commercial renovation projects, handling dozens at a time from estimate through subcontractor agreements, approvals, scheduling and execution.
All of it was tracked across spreadsheets, paper forms, email threads and text messages. There was no central pipeline, so nobody could see where a client had got to, which forms were outstanding, or which projects needed attention that day. Contract and document approvals were handled by hand, which meant missed signatures and stalled jobs.
02What we found
| Leak | Cost |
|---|---|
| Staff chasing clients for forms, signatures and missing contract details | 8–12 hrs per week |
| Creating, updating and searching contracts and documents by hand | 20–30 min per file |
| Estimates moving slowly enough that faster competitors took the work |
03What we built
- A seventeen-stage pipeline covering the full lifecycle, from new lead through client form requested, estimate in progress, estimate sent, estimate approved, installation booked and project completed, with every stage advancing itself from workflow activity
- Automatic intake that requests the required forms the moment a lead arrives and reminds the client until they are submitted, moving the lead forward as soon as they are
- Their paper templates rebuilt as digital proposal, estimate and contract templates
- Approval automations for working on contract, contract signed and project completed, each one triggering the next step, assigning the tasks and notifying the right department
- Automated text and email follow-up on estimates and pending approvals, with long-term nurture for anything declined or postponed
- Reporting dashboards giving the owner live visibility on revenue, bottlenecks and job progress
04What changed
- Project delays down 41%
- Estimate-to-approval speed up 44%
- Close rate up 18%
- Document errors down by more than 90%
- Administrative follow-up down by more than eleven hours a week
- Document and contract preparation time cut by 70%
- The company scaled to 27 or more active projects without adding admin staff
05How this was measured
Pipeline stage timings, approval speed and close rate were measured in the client GoHighLevel instance against the equivalent period before the build. The source document also reports $68,000 to $85,000 of annual revenue recovered from delays and untracked leads; that is a client estimate rather than a figure measured in a system, and it is not published as a result here.
The client is not named here. Their name is withheld by agreement, and the figures are unaltered.