What usually breaks
Most contracting firms we talk to are running four or five active jobs with no single place that says how any of them are actually doing. The estimate lives in one spreadsheet, the schedule in another, progress arrives by text from a site manager, and job costing only gets reconciled when the bookkeeper asks.
- Progress is a phone call. Percent complete on any given job is whatever the site manager said this morning, and nobody can see all the jobs at once.
- Crews get double-booked. Resourcing lives in someone's head, so two sites claim the same framing crew and you find out on the day.
- Change orders go missing in email. Approved verbally on site, never written down, and argued about at invoicing.
- Budget versus actual arrives too late. You learn a job is over when the numbers are closed, not while you can still do something.
What we build
For a contractor, the four modules almost always come out the same way. The point is that each one is a real record you can create, edit and close, not a read-only report.
- Projects. Every active job with phase, percent complete, contract value and budget consumed, in one portfolio view.
- Tasks by trade. A board per project so work moves from backlog to done without a site visit or a phone call.
- Crew and resourcing. Who is on which site, which weeks, so over-allocation is visible before it becomes overtime.
- Change orders and RFIs. Raised against the specific job, with a status, so nothing is settled verbally and forgotten.
Job costing usually wants to talk to QuickBooks or Xero, and site crews are typically reachable by SMS rather than email, so those are the two integrations that come up most.
What changes
The owner opens one screen and sees every job, its progress, and its budget position without calling anyone. Crew conflicts surface a week out instead of on the morning. Change orders exist as records with a status rather than as a disputed memory at invoicing time.
A construction build we shipped
A general contractor running five concurrent jobs across residential and light commercial. Read the SiteFlow case study for the full picture of what we built and why.
Common questions
Can it replace Procore or Buildertrend?
Sometimes, and honestly sometimes it shouldn't. Those platforms are broad, and if you're using a lot of what they do, a custom tool is a step sideways. Where this works is when you use maybe fifteen percent of the platform, pay for all of it, and still keep the real numbers in a spreadsheet alongside. Then one tool built around your actual process is smaller, faster, and yours.
Do site teams need to use it on a phone?
Usually yes for updating progress, and the dashboard is built responsive so it works on a phone browser. What we don't build at this scope is a native iOS or Android app, so if you need offline capture on a site with no signal, say so on the call and we'll scope it separately.
Can it handle job costing against our accounting system?
Yes, and it's one of the most common integrations we're asked for. We pull committed and actual costs from QuickBooks or Xero so budget versus actual is live in the dashboard rather than reconciled monthly. That counts as one of your integrations.
Not sure it fits?
Every build starts with a free kickoff call, and it is a scoping conversation rather than a pitch. If what you need is bigger than one dashboard, or if your existing systems are closed in a way that makes this hard, we will tell you on that call instead of after you have committed. See how the process works, or browse the other builds.