From scattered to systemized
Four organizations that ran on email, spreadsheets, and memory. Four systems built to replace that with one place to work. Client names are withheld; the work is real.
One portal for bids, contracts, purchase orders, and the schedule
- Client
- Gulf Coast construction services firm
- Built
- 2025–2026
- Type
- Operations portal (PWA)
- Scale
- 7,500+ line application
The challenge
Every job moved through email threads, spreadsheets, and phone calls. Bid packages were assembled by hand for each trade. Subcontractor contracts were written one at a time. Purchase orders were entered twice, once in the field and again in accounting. A change order on one job could take days to reach the schedule, and nobody could see every active job, its bids, and its billing position in one place.
What we built
- Bidding pipeline from site visit through pre-bid, proposal, and award, with trade-split bid packages and side-by-side bid comparison
- Subcontractor flow: invitation, bid, award, and automatic contract generation, with subs scoped only to the jobs they are assigned
- Change orders that cascade straight to the project board and schedule
- Purchase order tool with chart-of-accounts fields and accounting sync, plus a central invoice repository
- Scheduling in Gantt (with dependency arrows), calendar, and board views
- Measurement and takeoff module that feeds the bid, PO, and change-order pipeline
- Role-based access levels, deep links, saved sessions, and installable mobile app support
Projected impact
Projections are estimates based on the system’s capabilities measured against the manual process it replaces, for a firm running roughly 10–20 active jobs. Actual results depend on volume and adoption.
A white-label brokerage platform built to scale past one office
- Client
- Coastal Texas real estate brokerage
- Built
- 2026
- Type
- Multi-tenant agent portal and CRM
- Stack
- PHP, MySQL, REST API
The challenge
Leads arrived by phone, text, and email with no single record of who called and who followed up. Territories lived in people’s heads, so leads could sit unassigned or go to the wrong agent. Commissions were calculated by hand. And the brokerage planned to grow into more offices, which the existing patchwork could never support.
What we built
- Automatic lead routing that assigns every new lead to the right agent by territory
- Listings, agent, and territory management in one portal
- Commission tracking calculated by the system, not a spreadsheet
- Multi-tenant architecture from day one: each brokerage gets its own data, branding, and colors on the same platform
- Secure sign-in with two-step verification, password reset, and email notifications
- zipForm hand-off: every saved listing opens a panel with its 18 transaction details in the order zipForm asks for them, copy one field or all, with reminders of the TREC contract forms that likely apply. Tested on desktop and phone, 40 of 40 checks passed
Projected impact
Projections are estimates based on the system’s capabilities measured against manual lead handling, spreadsheet commissions, and re-keying listing details into transaction forms for a small brokerage. Actual results depend on lead volume and adoption.
A new website and a client portal that ended the status-update email chain
- Client
- Texas media group
- Built
- 2026
- Type
- Marketing site and client portal
- Status
- Live
The challenge
A leadership team across operations, finance, and procurement was tracking a project through email. Files were scattered across inboxes, status was whatever the latest reply said, and every question about where things stood meant another message. Their public website also needed a rebuild that would hold up on every screen and in search.
What we built
- Seven-page website with a full SEO pass and analytics readiness, tested across four screen sizes
- Secure client portal with a project board tracking every deliverable
- Document uploads and a shared file library, so every file has one home
- Directional email notifications that tell the right person when something needs them
- A built-in website preview, so the team reviews the live site without leaving the portal
Projected impact
Projections are estimates based on the portal’s capabilities measured against email-based project tracking. Actual results depend on project volume and adoption.
One system for launching a new education program
- Client
- Education startup
- Built
- 2026
- Type
- Roadmap, dashboard, and offline AI tools
- Scale
- Hundreds of mapped tasks and decisions
The challenge
A founding team was building a new program on many fronts at once: curriculum, products, standards, pricing, a pilot, and funding. Decisions lived on whiteboards and in conversations. Nobody could see what depended on what, what had to be ready before launch, or where a given document lived, and every new team member had to be walked through it all by hand.
What we built
- Interactive roadmap of every task with dependencies, stage sequencing, filters, embedded documents, a report generator, and PDF export
- Offline Ask agent built into the roadmap, so anyone can ask a question about the plan without an internet connection
- Team dashboard with accounts, task tracking, document upload, CSV import and export, and reports
- Documentation binder organized by workstream, so every plan, policy, and specification has one home
- Offline AI tools built for the program itself
- Automated build pipeline that regenerates and wires every document together, with validation before anything is overwritten
Projected impact
Projections are estimates based on the system’s capabilities measured against planning from whiteboards, conversations, and scattered files. Actual results depend on team size and adoption.
Running on email and memory?
Tell us where the work gets stuck. We’ll tell you honestly whether a system will help, and what it would take.