Remodeling Contractors
Connect your project management platform, estimating, accounting, and homeowner financing so you can see which jobs, project managers, and lead sources actually hit margin. Cass & York builds custom AI-assisted document processing and software integrations that connect change orders, job costing and work-in-progress reporting, with human review for uncertain records.
Design build and full service remodeling firms running several crews or several showrooms, including kitchen and bath, whole house, and basement remodelers that have grown through acquisition.
Show Us Your Workflow[01] Where systems separate
Where the job file and the books disagree.
- 01Gross margin looks fine year to date, then swings month to month because the WIP schedule lives in a spreadsheet
- 02Change orders get signed on site but never reach the job budget, so the estimate and the actual cost drift apart
- 03Selections and allowances run over, and nobody sees the cost until the supplier invoice lands in accounting
- 04Estimated labor hours and actual hours sit in different systems, when actual hours are tracked at all
- 05Financing approvals, deposits, and draw payments are matched to jobs by hand
- 06Leads from Houzz, referrals, and home shows are counted in the CRM, not against signed contracts and finished margin
[02] The software in place
The systems we usually find.
Most remodelers already run capable project software. The gaps sit between the project platform, accounting, and the tools the sales team uses before a contract exists.
Project management
Buildertrend
Schedules, change orders, selections, budgets, and the customer portal at many remodeling firms. We come in when the budget has to tie out to accounting and payroll.
Estimating and project management
JobTread
Estimates, budgets, selections, and job costing for a growing share of remodelers. Its cost codes rarely line up one for one with the chart of accounts.
Leads, estimates, and takeoffs
Houzz Pro
Lead intake and estimating for many kitchen, bath, and design firms. Leads only mean something once they are tied to signed and completed jobs.
Accounting
QuickBooks Online
Where deposits, draws, vendor bills, and payroll land, usually with a different job and cost structure than the project platform.
Job photos
CompanyCam
Progress photos that document existing conditions, scope changes, and finished work, usually stored apart from the change order they support.
Homeowner financing
GreenSky and Hearth
Loan applications, approvals, and funding that have to be matched to the contract and the job's payment schedule.
[03] Questions worth answering
Numbers remodeling owners ask for that no single system can answer.
- 01Job margin, estimated versus actual
- The original estimate plus every approved change order, compared to the labor and material cost actually posted in accounting, by job and by project manager.
- 02Monthly WIP with over and under billing
- Earned revenue for each open job based on cost to date, compared to what you have billed, so the bank, your CPA, and your team see the same number.
- 03Change order margin
- Gross margin on each change order, and how often changes are approved on site without reaching the budget or the billing schedule.
- 04Labor hours, estimated versus actual
- Hours by trade and phase from time tracking, compared to the hours in the estimate, so the next estimate is built on real numbers.
- 05Net sales and margin by lead source
- Joins lead intake, signed contracts, cancellations, and finished job margin so marketing is judged on profitable work instead of inquiries.
[04] What we build
Keep the project platform. Build what's missing around it.
We start with the report your controller or production lead rebuilds every month, then build the connections needed to make it reliable.
01
Monthly WIP schedule from live job data
Workflow Automation →02
Estimate to actual job costing reports
Dashboards & Reporting →03
Change order and selections tracking against budget
Dashboards & Reporting →04
Lead source to signed contract to margin reporting
Dashboards & Reporting →05
Financing and draw payment reconciliation
Systems Integration →06
Combined reporting across acquired companies
Unified Data Platforms →07
AI-assisted processing of change orders, trade invoices and construction documents, with validation and exception review before updating source systems
Document Intelligence →
[05] In practice
What this looks like in practice.
The WIP spreadsheet
The controller builds a work in progress schedule every month from project platform exports and accounting reports, and it never quite ties out. We pull budgets, change orders, costs, and billings automatically and flag the jobs where percent complete and cost to date disagree.
Changes signed on site
Project managers approve scope changes with the homeowner in the kitchen. We route each signed change order into the job budget and the billing schedule, and show which jobs have changes that never reached either one.
Two firms, two platforms
A remodeler acquires a kitchen and bath company that runs different project software. We map both to the same job, cost code, and margin definitions so leadership can compare them before deciding whether to migrate.
[06] Relevant work
Work that shows how we approach it.
[07] A practical starting point
Connect the systems. Unify the data. Build the workflow.
01Connect
Pull estimates, budgets, change orders, selections, and schedules from the project platform, plus bills, payroll, deposits, and draws from accounting.
02Unify
Match jobs, customers, and cost codes across systems, agree on how percent complete and margin are measured, and flag costs posted to the wrong job.
03Build
Deliver the WIP schedule, job costing dashboard, or workflow your team asked for, with every number traceable back to the source job.
[08] Questions
Remodeling Contractors: common questions
Do we need to replace Buildertrend or JobTread?
No. Buildertrend or JobTread keeps running projects. We connect them to accounting so WIP, change order margin, and over or under billing are calculated from the same records each month.
Can you combine reporting across remodeling companies we've acquired?
Yes. We map each company's jobs, cost codes, and accounts to shared definitions so margin and backlog can be compared and rolled up, whichever software each one uses.
Can you automate our monthly WIP schedule?
Yes. We calculate earned revenue and over and under billing for each open job from your project platform and accounting data, then tie the totals back to your books.
How do we track change order margin across all our remodeling jobs?
We pull each approved change order with its price and budget, then compare it to the cost actually posted. You see margin by change, by job, and by project manager.
Can AI automate change orders, trade invoices and construction documents for remodeling contractors?
Yes. Cass & York can build a workflow that extracts structured details from change orders, trade invoices and construction documents, matches them to records in Buildertrend and JobTread and accounting, and flags missing or ambiguous information for staff review. The integration can connect change orders, job costing and work-in-progress reporting without requiring replacement of your existing core systems.
[09] Start with the process
Show us the workflow your existing software can't handle.
You don't need a technical specification. Walk us through the process, the systems involved, and where your team is losing time.
Book a Workflow Call →