One real engagement, written up in detail. Three more condensed into cards below. Every number here is a number we pulled out of a client's books — not a projection.
A 38-person residential contractor in the Mountain West. Two automations built, one retainer paid. Twelve-month numbers.
"I stopped hiring for admin. Same growth, half the back office, and Monday mornings are quiet."
Twelve admin staff. Three bookkeepers. Every Monday, the bookkeepers spent the morning reconciling last week's subcontractor invoices against signed work orders — pulling PDFs from email, keying line items into QuickBooks, chasing down mismatches. It was fourteen hours a week, per person, before anything interesting happened.
At the same time, project managers were writing Friday reports by hand, in Google Docs, for eighteen active jobs. Schedule pulled from one system, budget from another, site photos from a shared drive. Every PM lost six hours a week to report assembly — and the reports arrived Monday, not Friday.
A subcontractor billing reconciler that sits between the shared inbox and QuickBooks. It matches each incoming invoice to its work order, codes line items, flags mismatches with a suggested answer, and hands the queue to one bookkeeper for review. Fourteen hours of Monday work became forty minutes. We kept one bookkeeper on the queue; the other two moved to pre-lien and collections — higher-value work the firm had been neglecting.
Six months in we added the second automation: the Friday PM report. Schedule and budget pulled from the active systems, site photos captioned from the super's phone, a report drafted in the firm's house voice, delivered by 5pm Friday. PMs now review it in fifteen minutes instead of writing it in six hours.
The 2024 baseline admin spend — fully loaded with benefits — was $68,400 per month. By December 2025, after both automations were live and stable, it was $26,500. Annual savings: $502,800. Add in fourteen more billable PM hours per week across six PMs and you get a recovery of roughly 4,020 hours back to the team. The retainer cost $162,000 for the year.
For 2026 we're looking at a third automation around RFQ intake. The client has a forty-bid backlog every month and the estimator is the bottleneck. Same retainer. Same math.
Three more clients in the first three quarters of 2026. Full write-ups arrive as the twelve-month marks hit.
22-agent Pacific Northwest brokerage. Lead follow-up sequences and open-house seller reports automated in month one. On pace for a 31% lift in close rate.
Document review and intake / conflict check automated. Paralegal team reallocated to matter management. Full twelve-month numbers coming Q1 2027.
Quarterly reports and meeting prep briefs are the first two. KYC onboarding is queued for week twenty.
We onboard four clients per quarter. The next slot opens in Q4 — construction, real estate, legal, or financial advisors.