Remodeling software that gets every change signed and every draw paid
Send the kitchen with its allowances and the upgrades she can tick, take the cabinet deposit when she signs, get each change order signed and paid before you order, and invoice every draw from the driveway.
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Week three of the kitchen, and half the job is in your texts
She picked a $19 tile against a $12 allowance, asked on Saturday for the backsplash to go to the ceiling, and you said yes in the driveway. The rough-in draw is ten days late because the invoice is still a row in a spreadsheet. She texts your cell four times a day asking if anything happened, because from the kitchen doorway open studs look like nothing. None of it is hard. It's just in five places, and the change you agreed to out loud is the one she'll remember as included.
Allowances and options
Allowances she can read, upgrades she ticks herself
Put the tile in as an allowance line that says what it covers: 38 sq ft at $12 a foot, material only. The sink and faucet get their own $1,200 line, and the note at the bottom says how overages are settled. Mark the under-cabinet lighting recommended so it starts ticked, and the pot filler optional. She ticks what she wants from the link, the total follows, and her picks lock when she signs. Take the deposit for the cabinet order on the same page, as a fixed amount or a percentage, within your state's rules.
- Tile allowance, 38 sq ft at $12, material only
- Sink and faucet allowance, $1,200
- Under-cabinet lighting, recommended
- Pot filler, optional
- $3,800 deposit to order the cabinets
Draws
Bill each draw the day the milestone is done
Remodels get paid in draws, so invoice that way. When rough-in passes inspection, convert the signed estimate into an invoice, set the lines to that draw and text it before you leave. The $3,800 deposit comes off that first invoice, once. Cabinets and counters, then the final walk-through, each get their own invoice, and the total invoiced, paid and still owed sits on her record. She pays from the link by card, ACH or PayPal, and the check she hands you gets recorded by hand.
- Draw 1, demo and rough-in: $13,400
- The deposit comes off the first draw
- Draw 2, cabinets and counters: $19,200
- Final draw at the walk-through
- One reminder email on the due date
Change orders
The change order is signed and paid before you buy the tile
She wants the tile to the ceiling behind the range, and she fell for a $19 zellige against the $12 allowance. Send the change as its own estimate: the overage, the extra tile and the labor, each line with its math. Set the deposit to 100%, and she signs and pays the whole change on one page through your Stripe, Square or PayPal account before you place the order. It sits on her record next to the original estimate, so "I thought that was included" has an answer with her signature on it.
- Over allowance: 38 sq ft at $7 more
- Tile to the ceiling, 22 sq ft
- 100% due when she signs
- Signed on her phone or on yours
- No fee from BestMate on top of your provider's
Photos by text
Send the photo of the wall before the drywall goes up
Clients worry most in the weeks when nothing looks finished. The day rough-in passes, text Erin the photo of the open sink wall: the water lines, the drain and the disposal box, exactly where they'll be when someone asks in five years. It arrives as a normal text, so she needs no app, and when she answers with a change you get a push with her name. The photos and the whole thread stay on her record next to the estimate and the draws.
- Photos both ways, saved with the conversation
- Rough-in photos before the walls close
- A push when she replies
- The same thread on your phone and the web
- Texts from a BestMate number, not your cell
Crews and subs
Two jobs, three carpenters and the plumber on Wednesday
Put each phase on the calendar with your people on it: tile in the Brennan bath Monday and Tuesday, drywall in the Ortiz basement Wednesday and Thursday. A job can run over several days with its own start and end. Subs go on as appointments in the homeowner's name, like "Ray's Plumbing: valve trim, toilet," with your lead assigned to let them in. Each person you assign gets an email and opens the job on their phone with the address, your notes and the photos.
- Bath, week 2: tile, two carpenters
- Framing inspection as an appointment
- Sub visits with your lead assigned
- Lockbox code and the dog in the job notes
- Your calendar in Google, Apple or Outlook
Crew hours
Your carpenters clock in at the house, and Friday adds itself up
Your lead carpenter and helpers each get their own login, and you choose area by area what they see, including only their own jobs. They tap Clock In at the house and Clock Out when they leave, with a note like "Brennan bath, tile." The timesheet report totals the week for each person to 2 decimals, and the entries go to your bookkeeper as a CSV. Hours aren't tied to a job, so labor per job is still your math.
- Own login for every carpenter and helper
- Only their own jobs, or everyone's
- Clock in and out in the mobile app
- Missed clock-outs fixed on the web
- Weekly hours per person, emailed as a CSV
Get the next change order signed before the tile is ordered
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