CUSTOM WORKFLOWS / CONTRACTORS
Contractor workflow automation, from leads to the work ahead.
Bring open estimates, upcoming jobs, crew availability and payment timing into a planning workflow your team can use. Alongside builds around your records and priorities; Fieldflow shows one possible starting point.
Try a practical starting point
Contractor job handoff checklist: step-by-step instructions and a free editable Excel template.
Make the next gap visible before filling the calendar
An open week does not always mean every crew is available. A job can depend on a particular trade, a material delivery or a customer payment. A planning view should show these constraints alongside the lead list so you can decide which work to pursue next.
Connect four everyday decisions
- Follow-up: which open estimates need a reply, scope revision or confirmed date?
- Handoff: what must be checked before an approved job becomes ready for the field?
- Capacity: which crews and subcontractors are available for the required work?
- Cash timing: when are customer draws expected and material or subcontractor payments due?
ILLUSTRATIVE WORKFLOW
A gap in next week's carpentry schedule
A smaller repair job may fit an available crew sooner than a larger project waiting on another trade. A review sheet brings the approved scope, expected duration, required materials and payment dates together. The owner decides what fits; the worksheet does not promise cash availability or commit the crew.
Start with one handoff, then connect the rest
A first project might move an approved estimate into a job brief with an owner, target date and list of unresolved details. Once that works, the scope can expand to a planning view or reminders. Use job handoff automation when the main problem is work getting stuck between approval and scheduling.
Use existing estimates and job records
Spreadsheets, estimating exports, a shared calendar and approved project documents can be enough for an initial pilot. Direct CRM, accounting or scheduling connections depend on access and the fields those systems expose. The public example is a planning demonstration, not a live connection to customer, cash or crew data.
What information makes the plan useful?
- Current estimates, status definitions and the next customer action.
- Approved scope, job duration and required trades.
- Crew and subcontractor availability, including commitments already made.
- Expected payment dates, draw conditions and planned material costs.
- A named person who checks changes before customers or crews are notified.
Measure the delays your business wants to reduce
Track time from approval to a usable job brief, the number of estimates without next steps and unresolved scheduling conflicts. Separate forecast dates from confirmed dates so a planning assumption does not look like a commitment.
Will the workflow send messages or place orders automatically?
Only when those actions are explicitly included in the agreed scope, with review and exception rules. A first version can prepare drafts and tasks for approval. Existing reply and stop rules should be respected by any customer follow-up workflow.
Related: lead and estimate follow-up, proposal and material-list preparation, and planning a first project.
Tell us where work gets held up.
Start with a free written opportunity check. We will review the task and agree on scope, budget and support before paid work begins.