CoConstruct: Custom Build and Remodel Software

In this monthly post, it’s my pleasure to introduce you to one of the many apps that we at Schulte and Schulte endorse and recommend to our customers.

As a firm of construction accounting specialists, we love to help companies in the construction industry with their books and finances, part of that help is finding different apps or software that can help our clients out. During this monthly feature, we take a look at several apps that we love at Schulte and Schulte, and dig a little deeper into our favorites.

This month, we would like to introduce you to CoConstruct.

CoConstruct is geared specifically for custom home builders and remodelers. This software is designed to include everything that goes into home building from initial client leads, all the way through punchlist and warranty work. The video above gives a brief overview of the software in action, particularly the financial setup of a project start. CoConstruct has a lot more features baked into it than we have time to get into here, but we want to highlight a couple of the features that we believe set CoConstruct apart from other similar apps and software.

Keep Your Clients Informed – “If the clients ain’t happy, ain’t nobody happy”
Keeping your clients informed as the project progresses is an essential part of any custom build, and CoConstruct takes a lot of the time involved in doing this off of your hands. Included in the software is a client-only web portal that shows them the information they are looking for; 24-7 access to selections, costs, photos, conversations, job calendar, and more. This gives them the opportunity to know exactly where the project is at, and also allows them to share progress photos and your work with their friends through social media, which translates to referrals for your company!

Improved Client Communication – Kiss the “he said, she said” goodbye
CoConstruct has patent-pending communication technology that allows all communication between your team, client, and trade partners to be found in one place. This allows everyone involved in the project to be on the same page, and if changes happen then everyone involved will be in the communication loop without having to worry about forwarding emails, IMs, or text messages to all of the relevant parties.

Finish Strong – Leave a great last impression on your clients
CoConstruct makes it a priority to see your client’s projects through to completion, even while you are moving on to new jobs. You won’t get caught dropping the ball with your clients and subcontractors regarding warranty work with the reports and reminders that will come up, months and years down the line. It’s the “little things” like this that can make or break a great referral for your company, and CoConstruct has your back.

We love CoConstruct, and would like the opportunity to share it with you. If this sounds like an app that you would be interested in checking out, please let us know!

KNOWIFY: Manage Your Entire Contracting Business in One Place

In this monthly post, it’s my pleasure to introduce you to one of the many apps that we at Schulte and Schulte endorse and recommend to our customers.

As a firm of construction accounting specialists, we love to help companies in the construction industry with their books and finances, part of that help is finding different apps or software that can help our clients out. During this monthly feature, we take a look at several apps that we love at Schulte and Schulte, and dig a little bit deeper into our favorites.

This month, we would like to introduce you to Knowify.

Knowify is an app that is a huge help to any subcontractor, whether that be commercial or residential. Some of the features that won us over at Schulte and Schulte:

Job Costing & Estimating
With Knowify’s powerful estimating tool, you can plan your jobs, itemize your material budgets, and schedule your people to create comprehensive cost estimates. These estimates can be translated into bid line items with a single click.

Bids, Contracts, & Service Work
You can quickly create bids and contracts on your own letterhead and send them through Knowify for electronic signature. You can also easily create service tickets and schedule technicians on work orders.

Time Tracking & Scheduling
Replace the whiteboard, create and maintain your schedule in Knowify so that all your people can see what needs to be worked on while they are in the field. As your people work on work orders, they can punch in time and reimbursements via Knowify’s mobile app. As your people put in time, Knowify will track how you are performing on each job compared to your budgets and estimated costs.

Knowify is truly cloud-based. You can access your Knowify account on your desktop computer, laptop, or tablet; it’s time tracking is most easily handled through the mobile app that is available for either Android or iOS.
We’ve been impressed with Knowify’s truly unified, fully integrated platform. All of its different modules (contracts, time tracking, purchasing, and invoicing) integrate seamlessly to ensure that the products and billable time covered by our client’s contracts are billed correctly.

We love Knowify, and would love the opportunity to share it with you. If this sounds like an app that you would be interested in checking out, please let us know!

10 Personal Tools Every Construction Contractor Needs

I’ve discovered Construction Contractors and Subcontractors are among the most adept and proficient folks around. They wear such a profusion of hats (skilled tradesman, project manager, marketer, salesman, HR manager, supply-chain manager, customer-service representative, PR manager) it can be mind boggling.

Yet there are 10 Personal Tools they need to use no matter which hat they happen to be wearing at any given time.

The quality traits (tools) of excellent construction contractors

  1. Planning Ability

Simply determining to begin a business built on your skill set as well as your desire to learn more about what it takes to “be in business” is a great start. At every turn, your ability to plan and prepare for what is coming down the road will make a difference in how you manage, build, and maintain your business.

  1. Strong Work Ethic

You have to have a ton of ambition. It goes beyond just getting up every day and going to work. You actually enjoy fixing the problems that arise. And you’re actively looking for more jobs which mean you have more problems to solve.

  1. Strong People Skills

You not only have to manage the guys and gals in the field and office, you also have to work with the customer – who can range from general contractors to home owners and anywhere in between. You’re also good at letting other people’s strengths shine through.

  1. Confident

You have to remain confident in your overall ability to complete the many tasks at hand. That doesn’t mean you think you can never make a mistake. It does mean you’re sure you’ll be able to learn from those mistakes and continue moving forward.

  1. Open Minded

Going hand-in-hand with your ability to remain confident is your ability to remain open minded when new ideas, new concepts, and new means to accomplish a task are presented to you. You’re willing to weigh the evidence before making a final decision.

  1. Money Management Skill

When capital is limited and needs to be utilized wisely, you know how to manage for right now while still planning for the future. You know how to keep a handle on cash flow and how to use financial reports for building your business.

  1. Networking Ability

You’re a relationship builder. You pay attention to what others tell you. You’re willing to help others even when it doesn’t seem there will be a quid pro quo. You make others feel at ease when they’re around you.

  1. Delegator

Even though you likely began your construction contracting business wearing a multitude of hats you know when to give one or more of those hats to others. You know how to give people a task to complete without micro-managing how they complete it.

  1. Risk Taker

You understand that taking a risk is the only way to move forward. You look at all the ways you can think of to mitigate the risk, you take those actions, and you still know that failure is possibility.

  1. Integrity

Honesty and trust are central to your integrity. You demonstrate your integrity by being trustworthy and dependable. You are principled and can be counted on to behave in honorable ways even when no one is watching.

Stocking your tool box

Having as many of these tools as possible in your personal tool box will make your job as a construction contractor flow better. You may not have every single tool in this list shined and ready to use. But, if your desire is to scale your construction contracting business then you’ll discover these are personal traits or qualities that will work well for you now and in the future. If you find you have personal weak points, be sure to surround yourself with folks who are strong in those areas. Some things you should consider are: hire a business coach, seek a mentor, outsource some areas, look for qualified advisors, build a good team.

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Why yes, Schulte and Schulte, LLC is a great option for your bookkeeping and accounting outsourced needs. And by golly, we’re team players. Give us a call 480-442-4032 or toll free 866-629-7735

Going Paperless in Your Construction Contracting Office: Are You Kidding Me?

Before going further, I better get this thought out there. Instead of calling it the paperless office, let’s call it the less paper office. There are myriad reasons why paper is probably not going away soon. The realities of paper in the construction contracting industry force even the most tech-savvy owners to contend with external forces such as customer needs and regulatory or legal requirements.

Yet, there are ways to eliminate much of it and simple ways to deal with what is left. The way it shapes up, you can either manage it or it can manage you.

Where does all that paper come from?

Vendors, wanna-be-vendors, customers, fellow contractors, government entities, service organizations, your copy machine . . . and on and on.

But, you can begin to stem the paper barrage when you realize every piece of paper coming into or generated in your construction contracting office is likely to fall into one of these four categories:

  • Archival (such as completed contracts, insurance policies, or real estate records)
  • Reference (like warranties, active contracts, or your policies and procedures)
  • Actionable (for instance reminder notes, call slips, or your daily roster)
  • Trash (you know – everything else)

If it feels as if it is raining paper and your office roof is leaking it is time to deal with the paper overload.

What should be done with it?

The simple answer is to digitize as much as you possibly can, keeping in mind the four categories seen above. The less paper stuffed in file drawers, piled on top of desks, and wafting in the breeze on office walls the fewer “emergency paper searches” and “last minute re-does” you’re going to have.

One app we at Schulte and Schulte, LLC recommend for helping you move closer to the less paper office is Hubdoc. You can find out more about it by reading this article written by our own Technological Operations Leader, Steve Lewis.

The harder answer is you may have to make a concerted effort companywide to clear the paper clutter. Moving to a new digitized system may take some time, but the reward will be seen on both the financial meter as well as the hassle meter.

If you’re still wondering Why it is a good idea to ditch the paper, this 10 point list will give you a bigger picture.

The down and dirty of dealing with all that paper

I borrowed stole Barbara Hemphill’s brief list of questions to ask yourself when determining what to do with clutter – in this case, paper clutter.

  1. Do I really need to keep it?
  2. In what form should I keep it? (paper or digital)
  3. How long should I keep it? (risk management is involved here)
  4. Who is responsible for it?
  5. Who needs to have access to it?
  6. How do I find it once it is processed?
  7. How do I back it up?
  8. What is the worst possible thing that could happen if I toss it and need it later?

In the end, when it comes to either paper or digital documents, legal counsel and your tax preparers advice are what I recommend when you need to know what to keep, how long to keep it, and how it should be stored.

Set your less paper goals now

I’ve noted it is probably impossible for most construction contracting companies to go completely paperless now, yet a move towards doing just that can save time, money, and space. When you and your staff no longer find the need to focus on document processing and searching, you can focus more on doing the things that keep your business going and growing. While an entirely paperless office may now live only in daydreams, an office which uses less paper is without doubt an achievable goal.

Moving to the less paper office will make you and your staff more effective and better equipped to meet the day’s challenges, as well as give you a head start on scaling your construction contracting business up to the next level.

 

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This is the another in a series of articles concerning getting your construction contracting business more organized on your way to scaling your business. You can go here to find more articles in the series.

5 Bookkeeping Mistakes Made by Construction Contractors

Mistakes construction contractors make when trying to scale

Because you own or manage a construction contracting business, you have a legitimate desire to oversee every aspect of that business yourself. Yet even the savviest contractor sometimes makes mistakes, especially when it comes to bookkeeping.

There’s no question that maintaining accurate financials is a fundamental part of maintaining a healthy contracting business. And, being aware of the most common bookkeeping mistakes can save you from time loss, headaches, and even potential penalties.

Here are the top accounting mistakes made by construction contractors:

 

Improper handling of petty cash receipts

Trashing your “petty cash” receipts can add up to “larger cash” losses. Keeping these bits and pieces of receipts is helpful for many aspects of your business including budgeting, claiming tax deductions, and tracking overall cashflow. And, let’s not forget that having documentation in case of an audit removes much of the stress involved.

Steven Bragg, over at Accounting Tools  offers this information concerning Petty Cash Procedure

Improper comingling of business and personal finances

We’re not going to take too long here. The main thing we have to say on this subject is Don’t Do It!

Be sure to have separate accounts for your personal and your business affairs; otherwise it gets really messy! Besides the fact of not knowing exactly where your business stands at any given moment, there is that important aspect of paying someone to clean up the mess when tax time rolls around.

Improper or no backup system

Making sure all your financial information is backed up (duplicated) and stored in more than one location is of utmost importance. As you most likely know from experience, bat guano happens.

Beyond the day to day need to engage your financial records there is always the IRS to consider. This article from American Express found on their Open Forum page discusses some methods of recapturing required information necessary to appease the tax-man. What the article doesn’t address is the expense and time loss involved in the restoration process. And, it is the closing sentence in the article which is best to keep in mind if you wish to avoid the headache associated with restoring or retrieving lost information. It reads, “Business owners should seriously consider off-site storage of important documents.”

Improper classification of employees

Most construction contractors have some combination of full-time employees, part-time staff, and varying sets of subcontract teams. And, there are times when one person on your team may slide from one status to another as work demands. Keeping up with who gets a 1099 and who receives a W-2 makes a huge difference in your operating costs as well as your tax filing situation. Keeping compliant and avoiding misfiling taxes is imperative to the wellbeing of your construction company.

This article from Pro Construction Guide is full of helpful information concerning the who’s how’s and what’s of determining employee status.

Improper designation of bookkeeping duties

Thinking you, your spouse or your cousin’s next door neighbor are a good, cheap way of getting your accounting done can be a very costly mistake. Not many construction contractors are self-professed financial experts. Along the same line, while software and technology can compensate for a lack of bookkeeping expertise, it can only go so far. Plus, hiring an in-office person off the street who has no construction contracting bookkeeping experience looks much like the blind leading the blind when it is time to put your financial records to use in building your building business.

Leaving your business accounting to an experienced bookkeeper who’s already learned the ropes about your construction contractor bookkeeping needs allows you to gain much more clarity concerning your business’s past performance as well as gives you information concerning which “next steps” to take in growing your business.

Get in touch with Schulte and Schulte today to get your construction business’s financial records working for you, and best of all, you can dodge these mistakes altogether.