Owner's live dashboard
The whole company on one page
One page that updates itself: open bids, active jobs, who is waiting on a call back and what needs doing today.
Case study 05 of 07
Owner's live dashboard
- Where it runs
- In use at The Dom Construction Group www.TheDomConstruction.com
- Built with
- ClaudeGoogle SheetsGmailGoogle Calendar
- We set this up as
- Custom Dashboards & Reports
Every screen on this page uses made-up sample data
The problem
Where the hours went
In a small construction company the important stuff lives in a lot of places. Bid due dates sit in email and the bid log. Job notes sit in a notebook in the truck. The customer who asked for a quote last week sits in somebody's head. Every morning started with a tour of the inbox, the calendar and the spreadsheets just to find out what needed attention, and a follow-up could still slip through until the customer called to ask what happened.
What we built
The system, step by step
What it does, in the order it does it. A person checks the result before anything leaves the office.
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An automation that reads the bid log, the job list, the calendar and the inbox, then rebuilds the page on its own.
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A short morning note, written by AI in plain English, saying what needs the owner today.
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Four counts right under the note: open bids, active jobs, follow-ups due and tasks.
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A follow-up list that flags any customer or quote that has gone quiet for too long.
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Bid due dates and pre-bid walk-throughs pulled straight from the bid tracker.
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A layout that works on a phone, so it can be checked from the truck before the first stop.
Tools
- Claude
- Google Sheets
- Gmail
- Google Calendar
We’re not a reseller or partner of any of these companies. They’re the tools we use ourselves, and we set them up on your own accounts.
What changed
What’s different now
In plain words. No made-up percentages or “hours saved”, just what we notice day to day.
- The day starts with one page instead of a tour through every app.
- Follow-ups no longer live in one person's head. The page shows who is waiting and for how long.
- Bid deadlines are hard to miss when they sit at the top of the page every morning.
- When something slips, it shows up on the page right away, not when the customer calls.
- Weekly planning goes faster because the open work is already laid out.
Sample output
What the system hands us
The kind of screen this system produces, filled with made-up names, jobs and amounts.
Morning note · written by AI
Two bids are due this week, and the county bid still needs a sealant price. Three customers haven’t heard from us in five days or more. Start with Linda K.’s chimney quote.
- Open bids
5
2 due this week
- Active jobs
4
1 waiting on a delivery
- Follow-ups due
7
3 quiet for 5+ days
- Tasks today
9
2 overdue
Bids sent per week
Last 8 weeks
Busiest week: 5 bids, week of 10/12.
| Week of | Bids sent |
|---|---|
| 8/31 | 2 |
| 9/7 | 3 |
| 9/14 | 1 |
| 9/21 | 4 |
| 9/28 | 3 |
| 10/5 | 2 |
| 10/12 | 5 |
| 10/19 | 3 |
Follow-ups due
Oldest first
- LK
Linda K. Call today
Chimney repointing · quote sent 6 days ago
- SP
Sample Property Mgmt Today
Stucco cracks, 3 buildings · asked for a revised price
- TR
Tom R. Tomorrow
Front steps · left a voicemail Friday
Bids due next
From the bid tracker
- Thu 2 PM
Sample Middle School Ready to price
Brick repointing · pre-bid walk done
- Fri 11 AM
County office building Needs a price
Sealant replacement · supplier price still out
- Mon 5 PM
Main St. storefront Drafting
EIFS repair · private owner
Jobs in progress
3 of 4 shown
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Library entrance · Limestone repair
80%Next: Waiting on the color sample
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Two-family house · Stucco re-coat
45%Next: Second coat Wednesday
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Church front steps · Concrete repair
15%Next: Forms go in Tuesday
Today’s tasks
4 of 9 shown
- Done: Ask the sealant supplier for the county price
- To do: Send insurance certificate to Sample GC Overdue
- To do: Sign lien waiver for the library job
- To do: Book the lift rental for next week Overdue
Sample output with made-up data
The full story
How it works in practice
Every small business owner knows this morning. You open email, then the calendar, then the spreadsheet where you track bids, then the notebook from the truck. By the time you know what needs you today, the phone is already ringing.
At The Dom Construction Group, we got tired of that tour. So we built one page that does the checking for us.
How it works
The page reads the places our work already lives: the bid tracker, the job list, the calendar and the inbox. It counts what’s open, sorts it by what’s due first and rebuilds itself. Nobody types anything into the dashboard. If a bid date moves in the tracker, the dashboard moves with it.
At the top, AI writes a short note in plain English. Something like: “Two bids are due this week. The county bid still needs a sealant price. Three customers haven’t heard from us in five days.” That one paragraph usually tells you where to start.
Under the note are four tiles: open bids, active jobs, follow-ups due and tasks. Below those sit the short lists. Which bids are due and when. Which customers are waiting on a call back. Which jobs are stuck waiting on a delivery or a color sample.
What we learned
The hard part isn’t the technology. It’s deciding what to leave off. A dashboard with thirty numbers is just another inbox. Ours shows four things, because those four change what we do today.
The follow-up list earns its spot. In the trades, a quote that goes quiet for a week is often a job that went to whoever called back first. Seeing those names every morning makes the call happen.
It also had to work on a phone. A contractor’s morning often starts in the truck, in a parking lot, with ten minutes before the first stop.
Not a contractor? Same idea
You don’t have to be a contractor. A property manager might want open work orders, late rent and leases coming up for renewal. A dental office might want tomorrow’s open slots and unconfirmed appointments. A shop might want yesterday’s sales and what’s running low. The idea is the same. We connect to the tools you already use, pick the few numbers that matter and give you one page that stays current on its own.
See how we build custom dashboards and reports, or try the time and money calculator to see what those hours are worth to you. The bids on our page come from Bid Radar, another system we run every day.
Try something like it
A demo you can run now
Plug in your team size and missed calls. See hours back per year and a payback estimate.
Sample starting numbers A 5-person shop. Slide them to match your week. Nothing leaves your browser.
Your estimate
Updates as you slideHours back a year
—hrs
About — hours a week across the team, likely. Conservative: — hours a year.
Value back a year
Conservative
—
Likely
—
Time back in dollars plus your profit on new work, not the full job value. Conservative uses half your AI share and half your booking rate.
For reference only. It is not added to the value or the payback. Only your margin on it is.
Pays back the package in about
—–— months
No payback yet. Add admin hours or missed calls.
Likely to conservative, from time back plus profit on new work (not revenue), against the starting price. Your real price comes after the audit.
Monthly value vs. the plan
—–—/mo
vs. — a month for the plan.
In plain English
This is an estimate, not a promise.
Working it out
How we calculate this
Plain arithmetic on the numbers above. The lines in grey use your current inputs, rounded to the nearest hour or dollar.
- Admin hours a year = team size × admin hours a week × 48 working weeks. We use 48 weeks, not 52, to allow for holidays and slow weeks.
- Hours back = admin hours a year × the share AI could take on. Likely uses your share. Conservative uses half of it.
- Time back in dollars = hours back × loaded hourly cost.
- New work booked = missed calls a week × 48 × the share that would book × average job value. Conservative uses half your booking rate. This is revenue, before costs, so we show it on its own and never count it as-is.
- Profit on new work = new work booked × your profit margin on a job. The margin is an assumption you can change.
- Value back a year = time back in dollars + profit on new work.
- Payback = the package’s starting price ÷ value back a month (value back a year ÷ 12). Likely uses the likely value, conservative the conservative one. If even the conservative end is under a month and a half, we show it in weeks (months × 52 ÷ 12). At two years or more, we show it in years. For the monthly plan we compare the value back each month with the monthly cost instead.
What this leaves out
- Your profit margin is a guess, and we use one margin for every job. Real jobs vary.
- Time back only turns into money when it goes to paid work, less overtime, or a hire you can put off.
- The first few weeks are slower while your team gets used to the new way.
- One package rarely does everything. An AI receptionist is what catches missed calls. Setup and training mostly speeds up the paperwork.
- Software subscriptions are billed to you directly by the vendor and are not counted here.
- Prices are starting prices. The real number comes after we look at how your week really goes.
An estimate from your own numbers, not a promise. Nothing you type leaves this browser.
Get real numbers at a free visitWe can build this for you
Want this at your company?
You don’t need our exact setup. We build the version that fits your work, on your own accounts, starting from how you do it today.
- Set up in person, at your office
- You own every account and file
- No long-term contract
or call/text (518) 704-3125
The service behind it
Prices are starting points. The final price depends on your setup, and software is billed to you directly by each vendor, with no markup. See pricing
More real work
Other systems we run every day
- Paperwork on autopilot Certificates of insurance, vendor forms, registrations and prequal packets filled from one saved company file, then checked by a person. Read the case study
- Website & local marketing Our construction company's own website, lead form, Google Business Profile posts, ads and conversion tracking, all set up with AI. Read the case study
- AI estimating & takeoff Drawing sets measured, priced and cross-checked by three AI models, then turned into the estimate workbook, proposal and marked-up sheets. Read the case study
- Bid Radar Every weekday morning it reads our inbox and New York's public bid sites, scores each opportunity for fit and sends one ranked report. Read the case study
- Supplier & sub pricing requests A personal pricing-request email for every supplier and sub on the list, drafted in one go, sent one at a time, with replies and follow-ups tracked. Read the case study
- Books from bank statements A year of bank statements and platform reports turned into an accountant-ready workbook with a P&L, balance sheet, ledger and reconciliations. Read the case study
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