The renovation company systems checklist

• You have a price list (rate book) with your real labour and material prices
• Every estimate follows the same phases, from demo to finishing
• Someone other than you can build an estimate you’d be happy to send
• Finish items the client will choose are priced as allowances
• Estimates go out within 48 hours of the site visit

In Contrax: AI writes and prices the scope from a walkthrough video, using your rate book, and a second check flags missing phases.

• Every lead is written down in one place, not texts and notebooks
• Each lead has a next step and a date
• Leads that haven’t heard back in 3 days get followed up automatically or on a schedule
• You know where your leads come from and what each source costs
• You can see this month’s open quotes and their total value

In Contrax: Every lead is a card on a pipeline with a follow-up date, and follow-up emails are drafted for you.

• Every job uses the same written contract
• Every job takes a deposit before work starts
• Payments are tied to milestones, written into the contract
• Changes after signing are written change orders signed by both sides
• Clients can sign from their phone

In Contrax: The estimate becomes the contract, signed in the client’s portal; signed contracts lock and changes need both signatures.

• You invoice the day a milestone is done
• Payments are recorded without typing them twice
• Receipts are attached to the job they belong to
• You know what clients owe you right now
• Your HST return takes less than an hour

In Contrax: Invoices come from the contract, payments and the bank feed land in the books, and the HST return is built from the same records.

• Every job has a written schedule by phase
• Crews log their own hours from their phones
• Materials are ordered by phase before the crew needs them
• Every job gets a daily report with photos
• A project manager could run a job without calling you

In Contrax: Crews clock in from a link on their phones; timelines, purchase orders, sub bids and daily reports live on the job.

• Every job has a budget based on its estimate
• Hours and bills are compared to the budget every week
• Change orders are added to the job’s budget and price
• You know each finished job’s real profit
• You can see which kinds of jobs make you the most money

In Contrax: Every approved hour and bill lands on the job budget against the estimate, and every job’s profit is in one report.

• Every job ends with a final walkthrough
• The final invoice goes out the day the job is finished
• Every client gets a written warranty
• You ask every happy client for a review and a referral
• Past clients hear from you after the job is done

In Contrax: Marking the last invoice paid starts the warranty automatically, and every client’s history is kept for the next job.