The Contractor’s SOP Bundle: Job Management, Scheduling, Estimates & Invoicing Systems
There is a specific trap that kills contracting businesses at the $1M revenue mark. We call it the "Truck Trap."
It happens when the owner is the only person who knows how to estimate a complex job, the only one who knows the crew's schedule, and the only one who remembers to send the invoices. You don't own a business; you own a high-stress, low-margin job.
To scale, you need SOPs (Standard Operating Procedures) digitally encoded into software. Below are the three core systems we build for high-growth contractors.
01. The Automated "Dispatch & Deploy" System
Stop texting your crew at 6:00 AM every morning. Stop fielding calls from clients asking "When are the guys getting here?" Here is the workflow we build to automate job scheduling:
- Step 1 (Trigger): Sales rep marks estimate as "Sold" in CRM.
- Step 2 (Internal): System auto-creates a Job Folder (Google Drive) and a Project Card (ClickUp/Monday).
- Step 3 (Dispatch): System assigns the Crew Lead based on calendar availability.
- Step 4 (Client Comms): At 7:00 AM on job day, an automated SMS is sent to the homeowner.
"Hi [Client Name], this is the automated dispatch for [Your Company].
Your crew lead, Mike, is en route and will arrive between 8:00-8:30 AM.
To view the project scope they have on file, click here: [Link]"
02. The "Speed-Bid" Estimating Protocol
Speed is the #1 factor in closing leads. If you take 3 days to write an estimate because you are "doing math in your head," you will lose to the company that quotes in 3 hours.
We implement a "Good / Better / Best" digital pricing menu. Instead of estimating labor hours from scratch every time, you build a database of unit pricing (e.g., $12/sq ft for pavers).
The Tech Stack Setup:
- On-Site: Tech takes photos using a tablet.
- AI Processing: Photos are uploaded to an AI measurement tool (like CompanyCam or EagleView integration) to get exact linear footage.
- Auto-Gen: The CRM applies your unit price + 30% margin automatically.
- Delivery: The client receives an interactive link where they can digitally select "Premium Materials" (Upsell) and sign the contract on their phone.
03. The "Milestone" Invoicing System
Cash flow kills contractors. Never start a job without a deposit, and never finish one without a plan to get paid immediately. We automate the "Ask."
- Rule 1: Project cannot move to "Scheduled" status until the 30% deposit clears (Stripe/QuickBooks integration).
- Rule 2: When the Crew Lead uploads the "Mid-Point Photo" to the app, the system triggers the Progress Invoice automatically.
- Rule 3: Upon job completion, the system sends the "Final Walkthrough Sign-off." Once the client signs on glass, the final card charge is processed instantly.
04. Implementation Strategy
You cannot execute these SOPs with a clipboard. You need a centralized database that connects your CRM, your Dispatch software, and your Bank.
This is what we build. We turn your chaotic "Job" into a streamlined "System."
Stop Driving. Start Scaling.
We can install this entire operating system into your business in 14 days.
Initialize System Build →