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Hexona Systems

Residential and commercial renovation contracting

Every approval in the business waited on somebody remembering to chase it.

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.

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Found before the build
8–12 hrs/wk
8 to 12 hours a week chasing paperwork
Result
41%
Reduction in project delays
Window
Not stated
The source does not state one. See how this was measured, below.

The situation

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.

What we found

  • Staff chasing clients for forms, signatures and missing contract details8–12 hrs per week
  • Creating, updating and searching contracts and documents by hand20–30 min per file
  • Estimates moving slowly enough that faster competitors took the work

What we built

  1. 1A 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
  2. 2Automatic 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
  3. 3Their paper templates rebuilt as digital proposal, estimate and contract templates
  4. 4Approval automations for working on contract, contract signed and project completed, each one triggering the next step, assigning the tasks and notifying the right department
  5. 5Automated text and email follow-up on estimates and pending approvals, with long-term nurture for anything declined or postponed
  6. 6Reporting dashboards giving the owner live visibility on revenue, bottlenecks and job progress

What 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

How 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’s name is withheld by agreement. The figures are unaltered.

Industries:Construction and contractors