A CRM and field app for a contracting company

The office ran on an Airtable base and the crew ran on a phone view of it. We built a CRM around how their jobs actually move, and an app the crew uses in the field.

For
A contracting company
Built
Web CRM + Android app
Replaced
Airtable and group chats
Used by
Office, crew and subs
Status
In daily use

Before and after

A base everyone edited

Jobs, contacts and schedules lived in one shared base, with a phone view for the crew. Statuses drifted, the same customer was typed in three places, and the real conversation happened in group chats.

We built one system for the office and the crew.

A CRM around the company's own job stages with one record per job, and an Android app for the crew, both reading from the same place.

One record per job

The office, the estimators and the crew look at the same job the same way, and the Airtable setup could be retired.

What we built

  • Jobs that move through their phases

    Each job moves from sale to closeout through the company's own stages, with a single button for the next step.

  • Estimates, scope and change orders

    The estimate becomes the scope of work, change orders are priced from the same lines, and customers approve them online.

  • Scheduling on the calendar

    Visits and crews sync both ways with the calendars the team already used.

  • Pages for subcontractors

    Each sub gets one link that never changes, sees only their own assignments, and bills against the lines agreed for the job.

  • An Android app for the crew

    Jobs, calendar, chat, notes and photos. It keeps working offline and syncs when it reconnects.

  • One folder per job

    Plans, photos, permits and signed paperwork are filed with the job they belong to.

Details that mattered

  • One source of truth

    A job's value is worked out from the confirmed estimate and signed change orders every time it's shown, so the board, the PDF and the estimate never disagree.

  • No surprise emails

    Any button that sends an email first shows what will be sent and to whom.

  • Backed up as it changes

    The database is copied to a second location continuously, not once a night.

Kinds of tool in this job

An estimating toolkit Next job

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