Problem
Operational Chaos Across Teams
A fast-growing residential builder was struggling to maintain cohesion between back-office teams and on-site project operations. The AP process relied on email-based invoice intake and disconnected document systems, creating bottlenecks and confusion. HR, meanwhile, lacked a formal system to manage PTO tracking, timecards, and employee evaluations—everything was done manually or across fragmented spreadsheets. Project workflows in field operations suffered from poor visibility and redundant data entry, leading to duplicative records and process breakdowns.
Teams were frustrated by not knowing where things stood. AP approvals were hard to track. HR managers couldn’t easily monitor or confirm PTO balances. Even routine project updates required checking multiple systems, leading to delays and errors.
Q1
Solution
End-to-End Departmental Systems in SmartSuite
The builder implemented SmartSuite across three key departments: Accounting (AP), HR, and Field Operations. The transformation began with Accounts Payable, where the team built an invoice intake system that could route documents, assign approvers, and log vendor details—all tied to specific projects.
HR then built out PTO tracking, timecard logging, and evaluation workflows. Automation now sends PTO approvals, updates balances in real time, and alerts payroll—all with clear permissions and audit trails. Employees and managers can securely view only their relevant records.
In field ops, project and lot tracking workflows were reconstructed to eliminate duplication. SmartSuite’s granular permissions and linked records ensured updates flowed across related tables without creating duplicate entries.
All teams gained shared dashboards, real-time views, and reliable automations that reduced manual effort and improved coordination.
Q2
Result
Operational Clarity Across the Business
The result is a tightly integrated operations backbone spanning AP, HR, and project management. HR now tracks PTO and evaluations in real time with automated emails and role-based access. AP has clear intake and approval processes, eliminating the need for Docuware. Field teams now update project data without risk of duplications.
“The whole company basically runs on SmartSuite at this point,” one leader shared. The team no longer questions where to find data or how to complete tasks—they know SmartSuite is the source of truth.
Leadership, project managers, and support staff alike now operate from a single platform—more aligned, less reactive, and positioned for scale.
Q3
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