626: From Chaos To Clarity: The Right Construction Job Management System
Contractor Success Map with Randal DeHart | Contractor Bookkeeping And Accounting Services
Release Date: 05/02/2025
647: FEA Contractor Success MAP Podcast Farewell Episode
Contractor Success Map with Randal DeHart | Contractor Bookkeeping And Accounting Services
This Podcast Is Episode 647, And It's About FEA Contractor Success MAP Podcast Farewell Episode Hello and welcome back to another episode of the Contractor Success MAP Podcast. I know it’s been a while, but I didn't forget you. This is Norhalma, and today I’m here with a message that feels both bittersweet and full of hope. After more than a decade of serving contractors through Fast Easy Accounting… after countless conversations, resources, templates, job costing tips, and systems… today’s episode marks the closing of a chapter — and the beginning of a brand-new one. This...
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646: Insights For Small Construction Business Owners Post-Disruption
Contractor Success Map with Randal DeHart | Contractor Bookkeeping And Accounting Services
This Podcast Is Episode 646, And It's About Insights For Small Construction Business Owners Post-Disruption The past few years have been challenging for small business owners everywhere. For contractors, the global disruptions—pandemic shutdowns, supply chain bottlenecks, labor shortages, and inflation—hit especially hard. Projects were delayed, material costs spiked overnight, and cash flow felt like a rollercoaster. If you’re a small construction business owner, you’ve lived through it. And while it’s been painful, it’s also been a powerful teacher. As construction...
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645: Construction Estimates: Why Your Bids Should Spell Everything Out
Contractor Success Map with Randal DeHart | Contractor Bookkeeping And Accounting Services
This Podcast Is Episode 645, And It's About Construction Estimates: Why Your Bids Should Spell Everything Out As a contractor, you’ve likely had this experience: you deliver a job estimate to a client, they accept, and you get to work. Everything goes smoothly—until halfway through the project when the client says, “Wait, I thought this included the backsplash,” or “I assumed cleanup was part of the price.” Suddenly, what you thought was a straightforward project turns into a debate about expectations. The client feels misled, you feel frustrated, and worst of all, your profit...
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644: Five Hidden Ways Contractors Lose Profits (And How To Stop It)
Contractor Success Map with Randal DeHart | Contractor Bookkeeping And Accounting Services
This Podcast Is Episode 644, And It's About Five Hidden Ways Contractors Lose Profits (And How To Stop It) Where did the money go? If you've ever looked at your bank account at the end of a busy month and thought, "I did all that work—so where did the money go?", you're not alone. This is one of the most common frustrations we hear from small business owners in the construction industry. You're booking jobs, staying busy, and delivering great work—but the profit doesn't seem to match the effort. As construction bookkeeping specialists, we've seen behind the numbers of dozens of small...
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643: Is It Time To Hire A Bookkeeper Or Keep Doing It Yourself
Contractor Success Map with Randal DeHart | Contractor Bookkeeping And Accounting Services
This Podcast Is Episode 643, And It's About Is It Time To Hire A Bookkeeper Or Keep Doing It Yourself A Real-World Guide for Small Construction Business Owners If you run a small construction business, you've probably worn every hat—from estimator and foreman to project manager and, yes, bookkeeper. Initially, doing the books yourself may have seemed manageable. But now, as you grow, you might be asking: "Do I need a bookkeeper, or can I keep doing this myself?" It's a valid question—and the answer depends on where your business is, where it's going, and how you manage your time and...
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642: How To Know If It's Time To Raise Your Rates Without Losing Clients
Contractor Success Map with Randal DeHart | Contractor Bookkeeping And Accounting Services
This Podcast Is Episode 642, And It's About How To Know If It's Time To Raise Your Rates Without Losing Clients A Practical Guide for Contractors Who Want to Stay Profitable—Without Scaring Off Business If you're like most small construction business owners, you've probably had this thought: "I'm working non-stop, but I'm still barely keeping up—should I raise my prices?" And then right after that, the fear kicks in: "What if I lose clients? What if no one can afford me anymore?" As construction bookkeeping specialists, we hear this frequently. Contractors are nervous to raise their...
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641: A Week In The Life Of A Profitable Contractor- Habits That Pay Off
Contractor Success Map with Randal DeHart | Contractor Bookkeeping And Accounting Services
This Podcast Is Episode 641, And It's About A Week In The Life Of A Profitable Contractor- Habits That Pay Off If you're a small construction business owner, you know what it feels like to be busy but not consistently profitable. You're running from job sites to supply runs to client meetings, answering calls at night, and still wondering where the money went at the end of the month. Here's the truth we see every day as construction bookkeeping specialists: The most successful contractors aren't just working harder—they've built weekly habits and systems that keep the business running while...
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640: How To Build Systems That Support Your Construction Business
Contractor Success Map with Randal DeHart | Contractor Bookkeeping And Accounting Services
This Podcast Is Episode 640, And It's About How To Build Systems That Support Your Construction Business Turning the 3 Pillars—Marketing, Accounting, and Production—Into Repeatable Routines(without adding more work) You've done the hard part—you're running a construction business, getting jobs, and turning out quality work. Perhaps you've even begun to refine your marketing, job costing, and project delivery strategies, thanks to the three pillars we've discussed: Attracting the Right Jobs, Controlling the Money, and Delivering Projects Profitably. But here's the next step that will...
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639: Pillar 3 - Delivering Construction Projects Profitably
Contractor Success Map with Randal DeHart | Contractor Bookkeeping And Accounting Services
This Podcast Is Episode 639, And It's About Pillar 3: Delivering Construction Projects Profitably A Construction Bookkeeper's Guide to Smarter Production for Small Contractors You've done the hard work: marketed your services, landed the job, and priced it to make a solid profit. But here's where a lot of small construction businesses lose money—even after doing everything right up to this point. That moment is project execution—or what we in the business world call production. As construction bookkeeping specialists, we've seen many jobs transition from profitable to painful...
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638: Pillar 2: Controlling The Money - Construction Accounting And Bookkeeping
Contractor Success Map with Randal DeHart | Contractor Bookkeeping And Accounting Services
This Podcast Is Episode 638, And It's About Pillar 2: Controlling The Money - Construction Accounting And Bookkeeping How Smart Money Management Keeps Your Business Profitable and Stress-Free When most small construction business owners think about success, they envision a steady stream of jobs, high-quality work, and satisfied clients. But there’s another side to the story that often gets ignored: the financial health of your business. And here’s the truth we see every day as construction bookkeeping specialists: Even skilled contractors with full calendars can run into cash flow...
info_outlineThis Podcast Is Episode 626, And It's About From Chaos To Clarity: The Right Construction Job Management System
But how do you know if a job management system is right for you? And if it is, how do you select the one that best suits your needs? Let's break it down.
Investing in a job management system doesn't just make tasks easier—it helps your business thrive. Here are the top benefits of implementing one into your workflow:
A job management system allows contractors to manage all projects from a single platform. This central hub provides easy access to project timelines, tasks, and milestones, ensuring everyone knows their responsibilities and deadlines.
Clear communication is vital on construction sites. Job management systems facilitate real-time updates and notifications, reducing the likelihood of miscommunication between team members, subcontractors, and clients.
Construction projects often require careful scheduling and resource allocation. Job management tools help track materials, labor hours, and equipment, ensuring that resources are used efficiently and reducing downtime on-site.
4. Real-time Reporting and Tracking
These systems provide real-time updates on project progress, budget adherence, and timelines. This visibility enables contractors to make informed decisions and adjustments as needed, minimizing delays and cost overruns.
Keeping construction projects within budget is critical. Job management systems help track expenses against budgets, providing insights into profit margins and alerting contractors to any financial discrepancies before they escalate.
The construction industry is heavily regulated, and keeping track of permits, safety regulations, and compliance documents can be overwhelming. A job management system helps streamline this documentation, ensuring everything is up-to-date and easily accessible.
Ask yourself, "What are my top priorities right now?" You may need better tracking for resource allocation. Your focus may be on speed or improving client communication. Write down what matters most—this will guide your decision.
Determine your key requirements as a construction contractor. Consider factors like project size, number of team members, and specific functionalities you need, such as scheduling, budget tracking, or safety compliance.
Some systems offer all the bells and whistles, but they may strain your budget. Be realistic about what you're willing to spend. Remember, it's okay to focus on features that align with your goals and accept trade-offs for secondary needs. While investing in a robust solution is essential, ensure you find one that offers the features you need without overspending.
Your team will use the system daily; in some cases, so will your clients. Choose intuitive and user-friendly software, especially if your team or clients have varying levels of comfort with technology. Given the diverse tech proficiency of team members, a user-friendly interface can enhance adoption and minimize training time.
Every job management system has strengths. Some excel in scheduling and resource management, while others shine in reporting or integration with other apps. Research each tool's strengths and match them with your specific demands.
Evaluate features tailored specifically for construction, such as Gantt charts for scheduling, bid management, and mobile accessibility for on-site updates.
Focusing on software marketed exclusively to your industry is tempting, but don't limit yourself. Tools designed for other sectors often have features that better align with your company's unique needs. Broaden your search to explore all options.
Opt for a system that integrates well with other software you're using, such as accounting tools or design software. This can streamline processes and maintain data consistency across platforms.
Even the best systems won't work unless they're properly implemented. Consider how much time and effort it will take to onboard your team, migrate data, and integrate the software into your operations. Look for providers that offer support or training to make this process smooth.
Consider providers that offer solid customer support and training resources. Transitioning to a new job management system requires time and effort, so having assistance available can ensure a smoother onboarding process.
A job management system can transform your business, helping you work smarter, not harder. It fosters better teamwork, provides real-time insights, and saves you from labor-intensive manual work—all while keeping your bottom line in check.
A robust job management system can significantly enhance the efficiency and effectiveness of construction contractors. These tools can facilitate better project outcomes and increased profitability by providing streamlined communication, real-time data, and improved resource management. When selecting a system, focus on your specific needs, budget constraints, and the usability for your team. With the right job management solution, construction contractors can minimize chaos and focus on delivering quality results more efficiently.
The right choice isn't solely about features; it's about finding something that aligns with your goals and empowers everyone, the team, and clients, to succeed. Let's chat today, and let me know if you need help choosing the right system for your construction company.
About The Author:
Sharie DeHart, QPA, is the co-founder of Business Consulting And Accounting in Lynnwood, Washington. She is the leading expert in managing outsourced construction bookkeeping and accounting services companies and cash management accounting for small construction companies across the USA. She encourages Contractors and Construction Company Owners to stay current on their tax obligations and offers insights on managing the remaining cash flow to operate and grow their construction company sales and profits so they can put more money in the bank. Call 1-800-361-1770 or sharie@fasteasyaccounting.com