From a new subcontractor to a signed contract, without the busywork
PureSteel Construction Inc. was losing hours every week to copy-paste contract work. Here’s how that entire chain became hands-off, and what it gave back.
PureSteel Construction Inc. · Jonathan Arvizu, Owner
Every contractor knows the drill: a new subcontractor comes on, paperwork gets retyped, agreements get emailed back and forth, signed copies get hunted down and filed by hand. It works, until it’s eating an afternoon a week. This is the system that replaced all of it.
The Foundation
Enter it once
The forms stay simple. The backend fills in the rest.
Two records do the quiet work. Custom forms read from the contact directory, so client and subcontractor dropdowns populate themselves and the owner only ever picks from a list. Behind the scenes, the workflows look up everything else from a master project list: enter a single purchase order (PO) number, and the project and client name fill in automatically.
Forms readContact directoryClient & subcontractor lists, dropdowns fill themselves
Workflows readMaster project listPO number → project → client, looked up on the backend
Why it matters: The owner enters the bare minimum and the system reconstructs the full picture on its own. Update a client in one spot and everything downstream—every form, every contract, every filing folder—stays in sync instantly.
The Journey
Step 01 · Onboarding
A new subcontractor signs up
Before
Someone manually emails a welcome note and the tax form, then waits and remembers to chase it.
Now
The moment they register, a branded welcome email with their W-9 goes out automatically. Their details are on file instantly.
SavedRemoves a manual send and the mental load of follow-up, every single hire.
Step 02 · Agreements
A subcontract agreement is needed
Before
Open a blank document, retype the project, client, price and scope by hand, format it, email it for review, then send it for signature separately.
Now
A polished, branded subcontract agreement builds itself from the submitted details, scope of work cleaned up and formatted automatically, and routes straight to signing.
SavedWhat took 45–60 minutes per agreement now takes under 2 minutes.
Step 03 · Change Orders
A project scope changes mid-job
Before
Coordinate by phone and email, draft the paperwork by hand, get the client to approve, then loop in each subcontractor, all tracked in scattered email threads.
Now
One form handles every case: client approval, subcontract agreement, or both. Pick the PO number and the project and client fill in on their own; approvals happen with a single click in an email, and the right contracts fire off automatically.
SavedA typical change order reclaims roughly 40–70 minutes of back-and-forth coordination.
Step 04 · Signatures
Everything routes to one signing flow
Before
Documents sent for signature one-off, with no consistent order or tracking.
Now
Whether it started as a subcontract agreement or a change order, it lands in the same signing process: the owner signs first, then the subcontractor. Consistent every time.
ConvergeTwo separate paths, one reliable finish line.
Step 05 · Filing
The signed contract files itself
Before
Download the signed PDF, find the right client folder, create one if it’s missing, rename the file correctly, and upload it.
Now
The instant a contract is signed, it’s named correctly and filed in the right client and project folder, created automatically if it didn’t exist yet.
SavedSaves about 5–10 minutes of filing and naming on every signed document.
Adding it up
What the month looks like now
~8–10 subcontract agreements~6–8 hrs
~5 change orders~4–6 hrs
Filing & onboarding, every doc~2–3 hrs
~15–17 hours
Handed back every month
Figures are conservative estimates based on measured per-task times and typical monthly volume. Actual savings scale with how busy the business is.
From the clientOur processes are outperforming companies with dedicated marketing and operations teams.Jonathan Arvizu · Owner, PureSteel Construction Inc.
That’s most of a working week, back.
The work still happens. It just doesn’t happen by hand anymore. The same system can be built around how your business already runs.
