From Chaos to Clarity — How StruxBuild Contractors Scaled with Smart Systems
Mid-sized general contractor transformation with automated workflows, centralized client portal, and streamlined project management
The Challenge
Rapid growth led to operational bottlenecks: scattered quote requests, slow estimates, manual reporting, and no centralized system for client communication or project tracking.
Before VoxScale:
- ✗No intake system for quote requests
- ✗Manual estimating with no tracking
- ✗Disjointed communication via group texts
- ✗No client portal for project visibility
- ✗Time-consuming manual reporting
- ✗No automation or dashboard insights
The Solution
Comprehensive workflow automation system including mobile-first website, smart quote intake, centralized client portal, automated notifications, and weekly reporting engine.
After VoxScale:
- Centralized quote intake with automated routing
- Smart estimation with version control
- Integrated communication across Teams and email
- Secure client portal with real-time updates
- Automated weekly reports and dashboards
- Complete operational visibility and control
Key Implementations
Rebuilt website in Framer with mobile-first design and clear CTAs
Embedded smart quote request form with Airtable estimator integration
Integrated Calendly for site visit scheduling synced with Google Calendar & Teams
Developed secure client portal using Firebase for real-time updates and messaging
Automated notifications across Teams, calendar, and email
Created weekly PDF report generator for project status, milestones, and delays
Delivered branded SOP manual for onboarding, quoting, and inspections
System Overview
Before: Manual Operations
Scattered tools, manual scheduling, missed appointments, and payment delays
After: Automated System
Centralized dashboard, automated workflows, real-time tracking, and instant payments
System Interface
Client Portal
Easy booking and real-time updates
Staff Dashboard
Tracking and daily task management
Automation
Automated updates and notifications
The Results
quote Turnaround
48-72 hrs → < 8 hours
admin Time
8+ hrs/week → < 1 hour
client Update Calls
20+/week → 5 or less
missed Leads
3-5/month → 0
site Visit No Shows
2-3/month → 0
lead Response Time
24+ hrs → < 2 hours
Key Achievements:
- Quote turnaround time reduced from 48-72 hours to under 8 hours
- 85%+ reduction in admin time
- Zero missed site visits with automated reminders
- Eliminated missed leads completely
- Faster lead response time (under 2 hours)
- Automated weekly reports with full visibility
- Improved client satisfaction and trust
- Scalable operations without additional hiring
We used to chase emails and scramble for updates. Now the system does it all. We just show up and build.
Services Offered
Tech Stack
Key Features
- Mobile-first website with clear CTAs
- Smart quote request form with auto-estimation
- Centralized client portal for real-time updates
- Automated notifications across Teams and email
- Weekly PDF report generator for project status