Harbor Street Control House
Execution phase · Week of Oct 12 · Sample project with invented data
5 of 5Reports filed
3Open submittals
2Open RFIs
46.4%Billed to date
Total project solution
From the first bid to the final closeout package, SiteSmartIQ handles the proposals, reports, submittals, invoices and turnover documents. SiteSmartIQ takes the paperwork off your plate, so your team can focus on excelling in the field.
Execution phase · Week of Oct 12 · Sample project with invented data
Sample screen built with invented data.
The total project solution
Most firms patch together a different tool for each stage. We run the paperwork for the whole project through one team, so nothing is lost between phases.
Win the work and set the project up to run cleanly.
Keep the record current while the crew builds.
Close out cleanly and hand over a complete package.
The workflows
These are working examples, shown with invented sample data. During your pilot they run on your projects, in your formats.
Pre-planning · Substation control house RFP · sample data
| Requirement | Source | Status |
|---|---|---|
| Bid bond | Instructions, p. 4 | Needs your input |
| Insurance minimums | Instructions, p. 5 | Needs your input |
| Prevailing wage reporting | General conditions, p. 7 | Draft ready |
| Project schedule narrative | Scope, p. 12 | Draft ready |
| Relevant project experience | Instructions, p. 6 | Confirm details |
Answers are drafted from your past proposals. Pricing and commitments are always left for you.
The RFP packet is read end to end and each requirement is linked to its page.
Responses reuse your own proposals and project experience.
Pricing and commitments are never drafted. They stay with your estimators.
Execution · Drafted from the foreman's text message · Awaiting review
Foremen keep texting or dictating. We turn it into a finished daily report in your format.
Estimates and missing details are listed for a person to confirm before filing.
Approved daily reports feed straight into the weekly summary.
Execution · Harbor Street Control House · Week of Oct 12
No retyping. The update is assembled from the daily reports your team already signed off.
Progress, open items and decisions needed, in a format owners read.
Weekly, or whenever your contract calls for it.
Execution · Built from the spec book · sample data
| Spec | Item | Due | Status |
|---|---|---|---|
| 26 05 19 | Control cable | Sep 22 | Approved |
| 26 05 33 | Conduit and supports | Sep 29 | Approved |
| 26 24 16 | Breaker panel | Oct 6 | Overdue |
| 26 28 16 | Enclosed switches | Oct 20 | In review |
| 26 05 26 | Grounding materials | Oct 27 | In review |
| 26 09 23 | Lighting controls | Nov 10 | Not submitted |
Required submittals are pulled from your specifications, so none are missed.
You hear about a late review before it holds up the schedule.
Each item keeps its documents and its history in one place.
Execution · Schedule of values · sample data · Awaiting accountant
| Item | Scheduled | Complete | To date |
|---|---|---|---|
| Mobilization | $12,000 | 100% | $12,000 |
| Conduit and supports | $48,000 | 75% | $36,000 |
| Control cable | $36,000 | 60% | $21,600 |
| Panel installation | $54,000 | 0% | $0 |
| Total | $150,000 | 46.4% | $69,600 |
Approved field progress turns into a pay application draft against your schedule of values.
Totals, percentages and retainage are calculated and re-checked before review.
Nothing is sent to an owner until your accounting team signs off.
Turnover · Harbor Street Control House · sample data
| Deliverable | Built from | Status |
|---|---|---|
| As-built markups | Field redlines | Draft ready |
| O&M manuals | Approved submittals | 2 manuals missing |
| Warranty letters | Closeout submittal spec | Draft ready |
| Test and commissioning reports | Daily reports | Confirm details |
| Punch list | Walkthrough notes | 4 items open |
The closeout package pulls from the reports, submittals and approvals already collected during execution.
Missing manuals and open punch items are listed while there is still time to chase them.
You deliver one organized package to the owner instead of a scramble at the end.
Company KPI dashboards
One KPI scorecard for the whole company, built from the reports, logs and billing files you already keep. It ends with a plain-language briefing, so owners know where to look first.
The KPI scorecard below uses invented sample data for a mid-size contractor.
Week of Oct 12 · 7 active jobs · sample data
| Job | Schedule | Margin | Overdue submittals |
|---|---|---|---|
| Mill Creek Substation | 4 days behind | 15.8% | 2 |
| Harbor Street Control House | 2 days behind | 17.1% | 1 |
| Fairview Pump Station | On track | 20.6% | 1 |
| Route 9 Duct Bank | On track | 19.4% | 0 |
Showing 4 of 7 jobs.
Billed to date, gross margin and what customers still owe.
Job cost against budget and progress against plan.
Work under contract and the bids still in the pipeline.
Days ahead or behind and the milestones coming up.
Incidents, near-misses and certifications that are expiring.
Open RFIs, overdue submittals and pending change orders.
How it works
We look at how your office handles bids, reports, submittals, billing and closeout, and find the biggest time sink.
One workflow runs on one live project, in your own formats.
A person checks each deliverable against your source files before you see it.
When the first one works, we add the next phase at your pace.
Drafts come from your notes and documents. We do not guess names, numbers or quantities.
Reports, logs and invoices follow your templates, so they look like yours.
Your files are used only for your work and are kept separate from other customers.
Pricing
Final pricing is confirmed after your free audit. The first 30 days are a pilot on one workflow.
$400 one-time setup
$900 one-time setup
$1,500 one-time setup
Questions
We support the paperwork across the whole project: pre-planning (bids and proposals), execution (reports, status updates, submittals and invoicing) and turnover (closeout). One team handles every phase, so nothing is lost between them.
No. Foremen keep sending notes, photos and texts the way they do now. We turn them into finished paperwork.
A person on our team reviews every deliverable against your source files. Anything uncertain is flagged for you to confirm before it is filed or sent.
Yes. We set up your report, log and invoice formats during the pilot so the output looks like your own.
You do. Your files are used only for your work and are kept separate from other customers.
The audit is free and the pilot runs one workflow for 30 days. If it does not save your team time, you stop.
Free audit
Email a line about your busiest recurring task, from bids to closeout. We will reply with how we would handle it.
ceubanks@sitesmartiq.com