At APARBooks, we understand the unique challenges faced by construction companies in managing their day-to-day operations. One common issue is the inefficiency in approval processes, particularly when it comes to invoices and other critical documents. This case study illustrates how we helped a general contractor overcome this challenge and improve their operational efficiency.
The Challenge: Time-Consuming Approval Processes
One of our clients, a general contracting firm, was struggling with their approval processes. Their office staff was handling multiple tasks simultaneously, but the approval process for invoices and other documents required sign-off from superintendents who were often tied up on-site. All communication relied heavily on phone calls, further slowing down the process.
While this wasn’t a major crisis, it was a persistent issue that significantly impacted on the company’s efficiency. Tasks that should have been straightforward were taking much longer to complete, creating a constant sense of being behind schedule.
The Solution: APARBooks Digital Approval System
APARBooks provided a streamlined solution by implementing a digital system that allowed invoices to be submitted, reviewed, and approved online. The system automatically sent real-time notifications to supervisors and superintendents, prompting them to approve invoices without interrupting their on-site duties. With everything digitized, the need for manual follow-ups via phone calls was eliminated, and approvals were completed much faster.
Immediate Improvements with APARBooks
After implementing APARBooks, the GC experienced several significant improvements. First, time savings became immediately apparent. What used to take days, from invoice submission to final approval, was now completed within hours or even minutes, allowing the team to move forward with tasks more quickly.
[INSERT IMAGE A: screenshot of Invoices page]
Additionally, the transition to digital submissions and approvals greatly reduced manual errors. Issues that commonly arose from illegible handwriting, misplaced paperwork, or missing signatures were effectively eliminated. This not only improved accuracy but also ensured that every document was handled with precision, reducing the need for rework or clarification.
The system automatically sent real-time notifications to supervisors and superintendents, without needing to step away from their primary tasks. This flexibility contributed to faster responses and prevented bottlenecks in the approval process.
[INSERT IMAGE B: screenshot of notification on system/email]
The built-in checks of the digital system further contributed to improved accuracy. These automatic checks ensured that all necessary information was included before submission, reducing the likelihood of incomplete or incorrect documentation being passed along for approval.
Communication between the office and the superintendents also became more streamlined. The need for constant phone calls and manual follow-ups was significantly reduced, as the system provided clear, real-time tracking of each document’s status, especially for essential legal documents like preliminary lien notices. This transparency helped keep everyone on the same page and reduced the frustration associated with chasing down approvals.
[INSERT IMAGE C: screenshot of pre-lien page with examples of different statuses]
Work Smarter With APARBooks
By adopting APARBooks’ digital approval system, this general contractor experienced a significant transformation in their day-to-day operations. The reduction in approval times, improved accuracy, and streamlined communication allowed the team to focus on what matters most: delivering high-quality projects on time and within budget. No longer bogged down by inefficiencies, the company is now better equipped to handle growing demands with confidence and precision.
If the challenges faced by this GC sound all too familiar to your business, and you’re struggling with similar headaches, we can help. Contact us and schedule a demo today to see how APARBooks can empower you to work smarter, reduce hassle, and streamline your operations for success.
