Understand yesterday, today.
When you combine our bookkeeping with our project and job-costing tools, you don't have to wait until three weeks after the month ends to find out if a job made money.
Big, expensive software platforms trap your data and do a terrible job talking to QuickBooks. Whether you run a 10-person trade crew or you are a CFO, Controller, COO, Director of Construction, or Director of Estimating managing 350 people across 13 states, we take a simpler approach: we clean up your QuickBooks foundation and connect it directly to your CRM and Google Workspace. Your crew logs their time, our tools pull the numbers overnight, and you see yesterday's real costs over this morning's cup of coffee.
The Big Software Trap: Why All-in-One Platforms Let You Down.
If you run a construction company, a fabrication shop, a design firm, or a field service business, you have probably been pitched big, expensive software like Buildertrend, Procore, Trimble, or ServiceTitan.
They promise to run your whole company in one place. Then you sign the contract, pay thousands of dollars, and find out the hard way:
- ✕ They lock up your data: They want to force you to do everything inside their software, and they don't play nice with other tools.
- ✕ Their "QuickBooks Sync" is a headache: Sales reps promise a "one-click QuickBooks sync." In real life, your Controller or bookkeeper ends up fighting duplicate entries, broken cost codes, and job numbers that never match your P&L or Balance Sheet.
- ✕ Too clunky for the field, too rigid for the office: Foremen and crews hate clicking through 15 screens just to log time or check a task, and Project Managers end up right back in spreadsheets anyway.
Our rule is simple: Never let a software company hold your data hostage. Every tool you use should have open doors (APIs) so you can pull your own numbers out, connect them however you want, and see the truth in plain sight.
The Foundation: Keep Your Chart of Accounts Simple. Put the Detail in Classes & Cost Codes.
One of the biggest mistakes we see when we open a new client's QuickBooks file is a 10-page Profit & Loss statement. Previous bookkeepers or CPAs tried to track every detail by creating hundreds of accounts in the Chart of Accounts—turning the P&L and Balance Sheet into an unreadable mess.
We fix that from Day 1 by separating high-level accounting from day-to-day job detail:
Simple Chart of Accounts
We strip your Chart of Accounts down to the clean basics. Your P&L, Balance Sheet, and Cash Flow statements stay short, clean, and easy for you, your CFO, your bank, and your Tax CPA to read at a glance.
QuickBooks Classes
If you run multiple business lines, trades, or state regions under one roof, we use Classes to separate them—so you can see a clean P&L for each division without cluttering your main accounts.
Products & Services (Cost Codes)
All of your granular job costing lives in Products & Services (Cost Codes) mapped cleanly across Labor, Equipment, Materials, Tools, Subcontractors, and Professional Services.
Why We Build on Google Workspace + QuickBooks Online + Gemini AI.
You don't need another $2,000/month software subscription that your team hates using. You already use QuickBooks Online for accounting and Google Workspace for email, calendars, spreadsheets, and folders.
Both QuickBooks and Google Workspace have wide-open doors (APIs) that let us wire them directly together using custom scripts—and now, Google Gemini AI sits right inside those exact same sheets, docs, and chats.
And remember our "Start Slow" rule: if your team already uses Buildertrend, Procore, or ServiceTitan today, you don't have to rip them out on Day 1. We set up our tools right alongside what you already use so nothing breaks while we clean up your numbers.
How we untangled 6 business divisions under one roof, 700+ cost codes, and 100 active projects at a time.
We didn't invent these tools in a classroom. Our leadership stepped in as temporary COO and Accounting Manager (Heather Lloyd) for a complex, fast-moving company that had six completely different businesses operating under one single roof and one QuickBooks file:
When we walked in, the company was juggling 75 to 100 active projects at any given time across all six divisions—on top of the worst QuickBooks mess Heather had seen in 30 years. Hundreds of old, finished jobs were still sitting open in QuickBooks because the system wouldn't let anyone close them out.
If our systems can make six different businesses under one roof—from custom steel and wood fabrication to architecture and general contracting—run smoothly in a single QuickBooks + Google Workspace setup, they can handle whatever your business throws at them.
The 80,000-Record Cleanup: How We Unstuck Hundreds of Dead QuickBooks Projects.
Why couldn't that 6-division company close out hundreds of old projects in QuickBooks? Because for years, expenses and timesheets had been entered with the "Billable" box checked—and QuickBooks Online refuses to let you close or deactivate a project if a single unbilled expense or time entry is still attached to it.
Fixing that by hand inside QuickBooks was impossible. So we built custom bulk cleanup tools that talked directly to the QuickBooks API:
Accounting Transactions Re-Coded
Our bulk QBO Transaction Re-Coder cleared stuck "billable" flags and re-mapped over 40,000 historical expenses, bills, and checks into the new simplified Chart of Accounts, 6 Divisional Classes, and 700+ Cost Codes.
Timesheet Entries Cleaned Up
Our bulk Time Re-Coder updated over 40,000 historical QBO Time entries—fixing broken cost codes and unlocking every single dead project so they could finally be closed out and archived.
Custom Cost Codes Deployed
Instead of clicking through QuickBooks for three weeks to add 700 cost codes, our Bulk Cost-Code Manager pushed all 700+ codes into QuickBooks in minutes.
The "Iron Triangle": One Exact Project Name Across Your Entire Company.
In most companies, Sales calls a job "Smith Remodel," the Project Manager calls the folder "124 Oak Street," and the bookkeeper types "John & Jane Smith" into QuickBooks. Within two weeks, nobody can find the drawings, timecards go to the wrong place, and automated reporting is dead in the water.
We solve this with what we call The Iron Triangle:
The project name is born in the CRM using a strict, simple naming rule the moment a lead is created.
With one click, that exact name creates your project budget, task sheet, Google Drive folder tree, and team Google Chat space.
That exact same name is pushed into QuickBooks Online and QBO Time automatically—zero typos, zero mismatches.
The 12 Connected Tools We Deploy for Our Full-Stack Clients.
Every one of these tools is built inside Google Workspace and wired directly into QuickBooks Online and QBO Time. Here is what they actually do in plain English:
1-Click Project Setup & Closeout Engine
When you win a job in the CRM, one click creates the project in QuickBooks Online, sets up QBO Time, builds the standardized Google Drive folder tree, and spins up a dedicated Google Chat Space for the project team. When the job is finished and paid, one click closes it in QBO and moves the Drive folders and Chat space into your archive.
Bulk QBO Cost-Code Manager (700+ Codes)
Trying to add or edit hundreds of Products & Services inside QuickBooks Online by hand takes forever. Our Google Sheet manager lets you create, edit, re-map, or deactivate 700+ custom cost codes in bulk and push them straight to QuickBooks in seconds.
Bulk QBO Transaction & Time Re-Coder
The heavy-duty engine from our 80,000-record case study. If your QuickBooks has years of miscategorized expenses, messy classes, or thousands of stuck "billable" timecards and bills keeping old jobs open, we fix them in bulk via the API.
QBO Time Crew Cost-Code Filter
QuickBooks Online's biggest flaw in the field is that QBO Time shows every worker all 700+ cost codes—and cuts off the text on their phone screen so they can't even read them. Our tool lets you check a few boxes per employee so a carpenter only sees the 8 carpentry codes and a metal fabricator only sees the 10 metal shop codes.
Daily Line-Item Project Budgeting Tool
Tracks every project's budget by individual cost code across all six buckets: Labor, Equipment, Materials, Tools, Subcontractors, and Professional Services. Every night, it pulls all posted expenses from QuickBooks plus yesterday's raw crew hours from QBO Time (multiplied by each worker's burdened labor rate—even before payroll runs) so you see real budget-vs.-actuals every morning.
Morning Coffee Timesheet Review & QBO Push
Pulls yesterday's crew time entries into a clean morning review sheet. While drinking their first cup of coffee, your Superintendents, Project Managers, or Shop Managers scan yesterday's hours, fix any wrong cost codes or notes in two clicks, and push the corrected entries straight back to QBO Time.
PM Missing-Cost-Code Tagger
When a vendor bill or credit card receipt comes in and the Project Manager knows the job name, our bookkeepers record the transaction to that project immediately. Any item missing a specific cost code shows up on the PM's sheet the next morning—they pick the right cost code from a dropdown, hit push, and QuickBooks updates automatically without the PM ever logging into QBO.
Project Task, RFI, Issue & Punch-List Tracker
Built for managing 75 to 100+ active jobs at once. Every task carries its cost code, location tag, step-by-step work instructions, safety/permit checklists, resource needs across all 6 cost buckets, and our 7-stage verification status—so you can filter across the whole company in seconds.
2-Way Google Calendar Sync & Chat Breadcrumbs
Tasks assigned in the project sheet automatically appear on the right person's Google Calendar (and if a date moves on the calendar, it updates the sheet). Even better: whenever a task status changes or an RFI is flagged, the system posts an automatic breadcrumb message inside that project's Google Chat Space so nothing is ever lost.
Central Dropdown & Picklist Manager
When you have 80 active project sheets open at the same time, you can't waste hours opening 80 files just to add a new subcontractor, employee, or status to a dropdown menu. Our central manager updates the picklists across all 80+ live project sheets at once with a single click.
Automated AIA G702 / G703 Style Pay Applications
Pulls your live job-cost actuals and progress percentages to generate clean, bank-ready progress billing and Schedule of Values pay applications. Need to roll your 700 internal cost codes up into a client's or bank's custom 25-line format? Our mapping table handles the translation automatically.
Cross-Company Master Dashboards
Pulls live data from your CRM, all active Project Sheets, QuickBooks Online, and QBO Time into one master view—so leadership can see every open RFI, every over-budget cost code, and real cash flow across the entire company on one screen.
What Your PMs & Superintendents Actually See Over Morning Coffee
Project Manager selects the cost code from a dropdown and pushes straight to QuickBooks without ever logging into QBO.
| Date | Project (Iron Triangle) | Vendor / Payee | Amount | Assign Cost Code (Dropdown) | QBO Sync |
|---|---|---|---|---|---|
| Yesterday | 26-014 // Oak St Build | Gulf Coast Supply House | $4,280.00 | 03-310 // Rough Framing Material ▾ | Ready to Push |
| Yesterday | 26-019 // Bayfront Medical | Sunbelt Equipment Rentals | $1,650.00 | 02-205 // Scissor & Boom Lifts ▾ | Ready to Push |
Combines posted QuickBooks bills + yesterday's raw QBO Time hours (multiplied by burdened labor rates) before payroll even runs.
| Cost Code & Bucket | Locked Budget | Prior Actuals | Yesterday (Time + Bills) | Remaining Budget | Status |
|---|---|---|---|---|---|
| 01-110 // Rough Carpentry [Labor] | $32,000 | $18,400 | +$1,312 (32 hrs @ $41/hr) | $12,288 | ON TRACK (61% Spent / 65% CPV) |
| 03-310 // Rough Framing [Material] | $45,000 | $38,900 | +$4,280 (Gulf Coast Supply) | $1,820 | WATCH (96% Spent / 80% CPV) |
How We Track Work in the Field: Our 7-Stage Task Standard (And Why "Done" Isn't Done Until It's Verified).
Basic "To-Do / In Progress / Done" lists fail on real jobsites for two reasons: first, when a task gets stuck, "In Progress" doesn't tell you why it's stuck or who is holding up the ball. Second, if crew members or subcontractors are allowed to mark their own tasks "Done," half-finished work gets buried until final walkthrough.
Every task in our system moves through 7 clear stages, paired with a Ball-in-Court (BIC) owner so you can filter across 100 projects in two seconds:
Untouched
Scoped and budgeted on the project plan, waiting to be scheduled.
Assigned
Assigned to a specific person or crew with dates synced to their Google Calendar.
Work In Progress (WIP)
Tools are on site and work is actively moving forward.
RFI (Request for Info)
Work is paused waiting on an answer from an architect, engineer, client, or inspector—tagged with the exact BIC person holding it up.
Issue
A field problem, material delay, or site conflict was discovered that requires management action to clear.
Punch List
Initial work is up, but specific touch-ups or fixes are required before it can pass inspection.
CPV (Complete Pending Verification)
The worker says they are finished. The task sits in CPV until a leader physically checks the work.
Complete
Only a Superintendent, Foreman, Shop Manager, or PM can move a task from CPV to Complete.
Cross-Company Reporting: Answering Questions QuickBooks Alone Can't Answer.
A standard Profit & Loss or Balance Sheet only shows you what already hit the bank. Because our tools connect your CRM + Project Sheets + QuickBooks Online + QBO Time, we can build live reports for your CEO, CFO, Controller, and Operations Director that pull from all of them at once:
- ✓ Company-Wide Roadblock Report: Show me every task currently sitting in RFI, Issue, or CPV across all 85 active projects, sorted by which client, architect, or Superintendent has the ball.
- ✓ Live Margin & WIP Health: Compare percent-of-budget-spent in QuickBooks against percent-of-tasks-verified-Complete in the field so you spot over-budget jobs in Week 2 instead of Month 6.
- ✓ Pipeline-to-Crew Capacity: Compare jobs closing in the CRM next month against remaining hours on current jobs so you know exactly when your shop or field crews will be free.
Closing the Loop for Your Estimators: Stop Waiting 12 Months to Find Out Your Bid Was Off.
When a project takes 6 to 18 months to build, waiting until the job is over to do a post-mortem means your estimators have been sending out new bids with the same bad assumptions for a full year.
Because our daily budgeting tool updates every single night against your exact cost codes, yesterday's real field and shop costs feed straight back to your estimating team today. If rough-in labor or custom steel fabrication is running 18% hotter than bid on three current jobs, your Director of Estimating sees it this week—and fixes the price on the bid going out tomorrow afternoon.
Our Favorite Five Words: "It Would Be Cool If..."
Almost every single tool on this page started the exact same way. We were sitting with a business owner, a Controller, a Project Manager, or a Shop Foreman who sighed and said:
"Man, it would be cool if I didn't have to copy and paste this every Friday..."
When you tell a big software company "It would be cool if...", they put your idea in a suggestion box and never call you back. When you say "It would be cool if..." to us, we open up the hood in Google Workspace and QuickBooks and build it.
What We're Building Next (Included Free for Systems Clients).
Custom Mobile Timekeeping App
Even with our cost-code filter, QBO Time's mobile screen still cuts off long cost-code names and feels clunky for crews. We are building a dead-simple mobile web app that shows full, easy-to-read project and cost-code names and pushes time straight into QuickBooks Online via the API.
AI-Guided Daily Reports (POD → POND)
Wiring the morning Plan of the Day (POD) directly into an AI-assisted end-of-day Daily Report for Superintendents and Foremen—which automatically rolls up what got done, what got stuck, and builds tomorrow's Plan of the Next Day (POND).
How Better Systems Save You $250,000+ in Extra Office Payroll.
When a growing business starts dropping balls, the knee-jerk reaction is always: "We need to hire another Project Manager, another Estimator, another Coordinator, or another full-time Bookkeeper."
Once you add salary, payroll taxes, benefits, trucks, and laptops, adding just two or three extra office seats easily costs $250,000 to $350,000+ every single year.
Most of the time, your current people aren't maxed out on real management—they are maxed out on manual data entry, chasing missing cost codes, and fighting disconnected spreadsheets. When our tools automate that busywork and pair it with Gemini AI, one sharp Project Manager or Estimator can handle the workload of three—and when a veteran employee eventually retires or moves on, your system doesn't walk out the door with them.
Our Doctrine: Ambition Means Nothing Without Execution.
For the first 25 years of our careers, we believed a simple saying: "We are only limited by our own ambition."
Then we learned the hard way that we had it wrong. Without execution, ambitions are just daydreams and hallucinations. Today, we live by the whole truth:
"We are only limited by our own ambition, and our ability to execute on our ambition."
And real execution requires four things working together at the same time:
Right Seats & Less Bloat
Give your best people clean tools so they spend their day leading jobs, not typing data.
PART 02 // CAPITAL →Real Cash & Margins
Know your true job costs, WIP, and cash position every single day so you never fly blind.
PART 03 // SYSTEMS (YOU ARE HERE)Connected Open Tools
Wire QuickBooks, QBO Time, CRM, and Google Workspace together so you enter data once.
PART 04 // CULTURE →Daily Discipline
Good software won't fix bad habits. We help you lock in the 4:30 PM time-logging and morning coffee review habits.
How We Onboard Systems Clients: Paced Rollouts & Our 12-Month Rate Lock.
Because we custom-tailor your Chart of Accounts, cost codes, and Google Workspace tools around your business—and work shoulder-to-shoulder with your team until the daily habits stick—we never let our ambition outrun our execution.
We pace our monthly systems onboarding so we only bring on a handful of new companies at a time—making sure every single client's QuickBooks foundation and connected workflows are running like clockwork before we open the next onboarding window:
12-Month Flat Rate Lock
Once we review your QuickBooks file and workflows, your flat monthly price is locked in for a full 12 months—no hourly billing, no surprise add-on fees.
Free Upgrades All Year
Every new tool, script, and AI workflow we build during your 12-month lock (including our upcoming Field Time App and AI Daily Reports) is rolled out to you at zero extra cost.
Start Slow, Scale Fast
We deploy your tools right alongside your existing software at a pace your field and office teams can actually absorb without missing a beat.
Why You Won't See Us Dancing on Social Media.
You might notice we don't plaster videos of our faces all over social media or pretend to be internet influencers. That is 100% intentional.
We are operators, bookkeepers, and systems builders. We care about protecting our team's privacy, keeping our heads down, and putting all of our energy into our clients' books and tools. We let our work, our case studies, and our clients' results do the talking.