Specialty Subcontractor
Sub-Contracting · AI Solution Architect Proposal Template
Example deliverable generated by the AI Solution Architect from a typical small-business profile. Not actual customer results. Real outcomes are sized during your discovery call.
What We Found
This subcontractor is doing solid field work but running the business through phone calls, paper timesheets, and after-the-fact collections. Four active job sites means constant driving just to find out what happened, $42K in receivables is tied up in GC follow-up, and scope disputes turn into arguments because the documentation trail is thin when the money is finally on the line.
Pain points we identified
- $42K in receivables outstanding — collection follow-up is consuming owner time that should go to operations
- No central site dashboard, so progress checks require driving between jobs or calling crew leads repeatedly
- Paper timesheets slow payroll and make labor visibility useless until the week is already over
- Change orders, RFIs, and field decisions are not captured tightly enough to win disputes quickly
"A subcontractor should make money on execution, not lose it in documentation gaps and the delay between finishing the work and proving it happened."
What We Recommend
Receivables Control, Live Site Visibility & Dispute-Proof Documentation
We implement an invoice and receivables dashboard with escalating reminder sequences and lien-notice readiness, a multi-site operations view driven by daily photos and crew updates, digital timesheets with GPS clock-in and same-day labor visibility, and a searchable project record for contracts, RFIs, daily logs, change orders, and signed scope approvals.
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 a subcontractor who communicates clearly, documents the field correctly, and closes billing loops faster. That reduces friction for them and creates repeat work for you.
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.
How the numbers get real
We don't publish point-estimate savings on this page. Every business is different — the friction in your day, the staff hours you'd actually recover, and the revenue we'd unlock all need a real conversation before anyone should believe a number.
On the discovery call, the AI Solution Architect walks through your current operation, sizes the workflow above with honest range estimates, and delivers a confidence-labeled implementation plan. The implementation then proves the estimate.
- T-shirt sized scope (S / M / L / XL) with effort and cost ranges
- Stack recommendation tied to your existing tools
- Architecture diagram and phased implementation plan
- Confidence labels on every estimate so you know what's solid and what needs more discovery
How We Do It
Total timeline:
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.