Headline Metrics
- $150K/yr in total recurring impact, led by $137K EARNED—additional captured revenue equal to 6% of the company's $2.3M annual revenue.
- A quote-to-cash foundation running on 5+ core automations turned accepted quotes into structured projects and made scope changes visible for invoicing.
- Five distinct workstreams unified in one bid-to-project Company OS: full-project delivery, customer-assembled kits, fabricated-component orders, material orders, and repair work.
- $13K/yr SAVED in bid-processing and change-order labor and by avoiding a separate estimating and bid-management product.
The Challenge
A specialty construction and component-fabrication company was generating $2.3M in annual revenue across five distinct workstreams: full-project delivery, customer-assembled kits, fabricated-component orders, material orders, and repair work. Each had different fields, contracts, and invoice numbering, but all lived in one undifferentiated ClickUp setup.
Bids and contracts started on paper. The office manager retyped the same information into a spreadsheet bid-and-quote system and then into ClickUp, while project numbers lived in a separate spreadsheet to prevent duplicates. Change orders were handled outside a shared operating flow, making added scope harder to surface reliably for invoicing. Every project also inherited fields and tasks from every other workstream, leaving the team to sort through irrelevant steps and making it difficult for the owner and field staff to see only what they needed.
The strategic gap was between the quote and the cash it should produce: there was no shared operating flow connecting an accepted bid to project setup, delivery, and change-order visibility for invoicing. That gap was allowing revenue equal to 6% of the company's annual base to escape or arrive late.
The Solution
An implementation team built a bid-to-project Company OS in ClickUp and Make that became the company's quote-to-cash foundation. It covered the operational path from accepted quote through invoice-ready change-order visibility; invoicing, payment, and the legacy accounting platform remained outside the system.
- Bid-sheet submissions automatically create the ClickUp project, transfer the project data, assign the correct project number, and sync status back to the source sheet.
- Project-type logic applies the right template for full-project delivery, a customer-assembled kit, a fabricated-component order, a material order, or repair work.
- Task-pruning logic removes work that does not belong to the job, including concrete or dirt-work steps owned by the customer.
- Project-manager notifications fire automatically when a project is created.
- Bid-sheet re-syncs capture change orders and make them visible across the team for invoicing.
- Role-scoped views give office staff full bid and financial access while shop, warehouse, and field teams see a simple task list and job-site details without sensitive payment data.
The Results
- $137K/yr in additional revenue captured—equal to 6% of annual revenue—from recovered bids and change orders that the paper-to-spreadsheet-to-ClickUp process had allowed to arrive late, disappear between handoffs, or remain invisible to invoicing.
- $13K/yr SAVED: $9,600 by eliminating triple-entry bid processing and manual change-order logging, plus $3,600 by avoiding a separate construction estimating and bid-management product.
- Five core automations were built and demonstrated live in August 2024. Five months later, the system was still running in production and had expanded with customer-assembled-kit and fabricated-component change-order syncs.
- Every existing construction project was migrated onto the new templates and confirmed synced, giving the office manager, owners, project managers, and field staff one configurable operating layer across all five workstreams—from accepted quote through project delivery and change-order capture.