The challenge
Ashford Builders was running five concurrent projects at once, spanning an apartment renovation, a school, a retail plaza, a bridge repair, and a utility substation upgrade, with no single view of any of it. Budgets lived in one spreadsheet, crew schedules in another, and task status was whatever the site superintendent remembered to text the office.
By the time a budget was actually behind or a trade was double-booked across two sites, it usually surfaced as a problem on the job, not a warning on a dashboard.
The approach
We built SiteFlow: one portfolio view of every active project, a task board per job, a workload view showing exactly who's booked on what each day, and a reporting view rolling budgets and overdue tasks up across the whole portfolio.
- A portfolio overview showing progress, budget, and crew size for every active job at a glance
- A kanban task board per project, so trade-specific work moves from backlog to done without a phone call
- A weekly workload view showing crew utilization by trade, catching double-bookings before they become overtime
- Portfolio-wide reporting: budget committed, on-time rate, and a live list of overdue and at-risk tasks
The result
Leadership can now see which of the five active projects is at risk before it's late, not after, and the office builds crew schedules against real availability instead of memory. Overdue tasks get caught days earlier, and budget conversations happen with real numbers instead of a spreadsheet someone forgot to update.