Specialty Subcontractor
Sub-Contracting · AI Transformation Proposal by Mahoosuc Solutions
What We Found
Chasing general contractors for $42K in outstanding receivables, driving between 4 active job sites daily because there's no central view, paper timesheets that delay payroll until Wednesday, and no document trail when scope disputes arise on $18K+ jobs.
Pain points we identified
- $42K in outstanding receivables — chasing GCs for payment is a second job
- 4 active job sites — drive between them daily to check progress with no dashboard
- Paper timesheets: crew fills them out Friday, payroll delayed to Wednesday
- Scope dispute on an $18K job — no documentation to prove the original agreement
"You're running a skilled trade operation, not a collections agency. The money you've already earned shouldn't require this much work to collect."
What We Recommend
Payment Tracking, Multi-Site Dashboard & Document Vault
We implement an invoice tracking dashboard with auto-reminders at 30, 60, and 90 days plus lien notice templates ready to send, a multi-site progress dashboard with crew location and daily photo logs, digital timesheets with GPS clock-in that feed payroll-ready data the same day, and a document vault for contracts, change orders, RFIs, and daily logs — all timestamped and searchable.
Mahoosuc products applied
- Market Intelligence — GC relationship scoring and project pipeline prioritization
- SalesOS — payment reminder sequences, lien notice workflows, and GC follow-up automation
- ContentStudio — project portfolio content and GC referral campaigns
Better service for your customers
Your GC clients get reliable subs with professional documentation, clear communication, and dispute-proof records — they call you first for the next project because working with you is easier than the alternative.
Your Day, Before and After
Your Day, Before and After
What changes when the admin work disappears.
- Monday AM
Calls the GC on the Elm Street job about an invoice from 47 days ago. Gets voicemail. Again.
- Monday PM
Drives to all 4 job sites to check on progress. 2.5 hours in the truck.
- Tuesday AM
Crew lead calls — client added scope on the framing job. No written record of the original scope.
- Wednesday AM
Collects paper timesheets from Friday. Two are illegible, one is missing. Payroll runs late.
- Thursday PM
GC calls disputing $6,200 in extra work. No signed change order. Argument goes nowhere.
- Friday AM
Spends 2 hours tracking down invoices, job statuses, and crew hours across 4 spreadsheets and a folder of papers.
- Monday AM
Dashboard shows Elm Street invoice at 47 days — auto-reminder sent yesterday. Lien notice template staged and ready.
- Monday PM
Opens multi-site dashboard. Sees crew location, yesterday's progress photos, and material delivery status at all 4 sites. No driving.
- Tuesday AM
Scope change logged in app immediately. Change order sent, priced, and signed before any work starts.
- Wednesday AM
Timesheets synced automatically via GPS clock-in. Payroll-ready data available Monday morning. No chasing.
- Thursday PM
GC challenges the extra work. Pulls up the signed change order, timestamped photos, and daily log. Paid by Friday.
- Friday AM
Reviews the week in the dashboard: 4 sites, $0 in undocumented work, and $42K receivables dropping to $18K.
They gained back 10 hours/week back. Used it to took on a fifth job site and cut payroll processing from Wednesday to Monday.
What It Saves You
Conservative estimates. Actual results vary by business size and adoption rate.
How We Do It
Total timeline: 4 weeks
Discovery & Assessment
2 weeksWe audit your current workflows, document your tools and processes, identify the highest-leverage automation opportunities, and align on success metrics with you.
- Workflow audit document
- Integration map
- Success metrics agreement
Implementation
3–4 weeksWe build and configure your automation stack. Every integration requires your approval before going live. You see each piece working before we move to the next.
- Working automation flows
- Staff walkthrough sessions
- Approval on each step
Testing & Handoff
1–2 weeksWe run parallel operations — old process and new — to validate results. You keep full access to your data and configuration. We hand off with documentation and direct support.
- Parallel validation results
- Full documentation
- Direct support line
Human approval on every step. Nothing goes live without your sign-off.
Ready to Talk?
Book a 30-minute call to discuss this proposal. We'll walk through the numbers and answer every question.
This proposal was generated by our AI market intelligence platform and reviewed by Aaron Bentley, operator of Mahoosuc Solutions. All numbers are estimates based on industry benchmarks and similar implementations.