FrameWork
Schedule Your Strategy
THE ACADEMY FOR BUILDERS BY BUILDERS
bEYOND THE BID.
Escape Low-Value Projects
Win Bigger, Build Better.
The Academy maps out the entire, proven path we’ve pioneered to take you from a Builder to a Business Owner.
It contains ALL of our 131 proven strategies, SOPs and systems – each designed to bring you more time and more money.
But better than that…
It takes into account your revenue level, your goals, and your current “growing pains”. Then it shows you exactly which of the 3 key strategies YOU need to deploy to continue your journey upwards. The progression builds on itself—though growth is rarely perfectly linear.
How to Use THE ACADEMY
  • IDENTIFY YOUR STAGE: Match your revenue and business profile to the stage below.
  • ANALYZE THE RECOMMENDATIONS: Optimize your business for the right People, Platforms, and Process.
  • FOCUS ON KEY ACTIVITIES: Address your Biggest Constraints and follow the Key Activities.
  • PEEK AT THE NEXT STAGE: Understand where you're headed without skipping essential steps.
  • CHECK YOUR READINESS: Use the checklist at the end of each stage.
  • REVISIT REGULARLY: Update your approach as your business evolves.
Use the Academy as both a roadmap and a diagnostic tool.
Revisit it regularly to course-correct and ensure you're taking the right next step.
STAGE 01
FOUNDATION
  • Revenue Range: $0–$500K
  • Avg. Project Size: $5k – $25k
At this stage, the focus is on establishing a clear understanding of the business's financial performance. Key considerations include focusing on lead flow, profit and loss, pricing for margin instead of markup, and calculating the break-even point. Put together a Clear Plan with Clear Requirements of Changes and Actions. No Losses for Last 90 Days.
What to Expect
People
Team:
  • Owner + 1–2 helpers.
  • Roles: Owner wearing multiple hats; consider a part-time assistant/bookkeeper.
Development:
  • Dedicate at least 5 hours/week to self-education (books, podcasts, courses).
  • Hiring Process: Attracting Talent & Job Ads
  • Role Scope
  • Reclaim your Time, Outsource Formula
Platforms
LEADFLOW:
  • Basic Website Contact Form: Simple form on your website to capture initial inquiries.
  • Social Media Direct Messaging: Utilize messaging features on platforms like Facebook/Instagram.
  • (Optional AI) Free Chatbots (for Lead Responses): Automate initial responses and basic qualification on website or social media.
DEAL MANAGEMENT:
  • CRM (Basic): Choose one of these to start:
  • Trello: Visual, project-based Kanban board for lead tracking.
  • HubSpot Free CRM: Basic CRM features for contact management and sales pipeline.
  • Excel/Google Sheets: Simple spreadsheet for list management of leads.
Planning & Pre-Construction:
  • Spreadsheets (Google Sheets/Excel): For basic quoting, preliminary estimates, and tracking proposal status.
Project ManagemenT:
  • Spreadsheets (Google Sheets/Excel): For simple task lists, basic scheduling, and initial job costing tracking.
Client Retention & Referrals:
  • CRM (Basic - Contact Tagging): Utilize basic CRM to tag clients by referral source and track basic interaction history.
  • Manual Referral Tracking: Simple spreadsheet or notes to track referral sources and follow-up actions.
Process
Weekly Toolbox Meetings
  • Daily Stand-Ups & 2-Week Sprints
KPIs
  • Monitor monthly lead volume, conversion rates, and gross margins.
  • Price for Profit, Use a Breakeven Calculator
Marketing & Client Acquisition
  • Leverage personal networks, simple websites, and local ads.
  • Collect testimonials and reviews.
Creative Tactics:
  • Project Preview Parties: Invite locals to view active renovations.
  • Community Build Day: Execute a small pro-bono project for local goodwill.
Sales & Pricing:
  • Standardize simple quoting; consider a small fee for proposals.
Project Tracking:
  • Use spreadsheets or basic job-costing tools.
Financial Management:
  • Maintain basic P&L and cash flow tracking.
Biggest Constraints
  • Pricing:
  • Challenge: Establish clear, profitable pricing.
  • Tip: Calculate true costs (labor, materials, overhead, your time) and target a 30%+ margin.
  • Lead Generation:
  • Pitfall: Sole reliance on word-of-mouth limits scalability.
  • Tip: Track lead sources and double down on what works.
  • Workload:
  • Pitfall: Owner juggling all tasks risks burnout.
  • Tip: List weekly tasks and delegate one low-value task immediately.
Key Activities
  • Set and maintain a 30%+ gross margin target.
  • Begin basic lead generation using a simple CRM.
  • Clearly define your niche.
Progression Checklist
  • Consistently hitting a 30%+ gross margin?
  • Basic, repeatable lead generation in place?
  • Reliable P&L and cash flow management established?
  • Identified at least one task to delegate this week?
STAGE 02
STRUCTURE
  • Revenue Range: $500K–$1.5M
  • Avg. Project Size: $25k – $75k
During this phase, the emphasis shifts to managing project costs and cash flow effectively. Tasks involve back costing all projects, cash flow forecasting, and setting up a perfect profit and loss statement.
What to Expect
People
Team:
  • 3–5 employees (Owner, Admin/Office Manager
  • 1–2 skilled laborers, possibly part-time Estimator).
Development:
  • Onboard new hires and systematically delegate tasks from the owner.
  • Onboarding Process
  • Accountability & Coaching Process
Platforms
LEADFLOW:
  • Website Lead Capture (Forms & Landing Pages): More professional website forms, potentially with dedicated landing pages for specific services or campaigns.
  • Basic SEO Optimization: Start using tools to track basic keyword rankings and website traffic (e.g., Google Search Console, basic SEO plugins).
  • Targeted Online Advertising (e.g., Google Ads, Social Media Ads - Basic): Initial forays into paid advertising, track ad spend and basic conversion metrics.
  • Outbound Lead Generation: Begin using tool such as Apollo.io for outbound lead generation. Start with targeted list building and email outreach campaigns to Ideal Client Profiles. (Initially focus on list building and basic email outreach, integration with CRM will become more important in later stages).
DEAL MANAGEMENT:
  • Upgraded CRM (Choose ONE): Move to a paid CRM for better lead management, sales process automation, and reporting.
  • Apollo.io: The recommended CRM at this stage, offering a strong combination of sales intelligence (lead data), email outreach, and CRM functionalities. Leverage its features for contact management, deal tracking, and basic sales automation.
  • Monday.com: Visually driven CRM with strong project management capabilities, good for teams who like visual workflows.
  • Pipedrive: Sales-focused CRM, strong for managing sales pipelines and tracking deals through stages.
  • HubSpot (Sales Hub Starter): More advanced features than the free version, including sales automation and deeper reporting.
Planning & Pre-Construction:
  • Estimating Software (Entry-Level): Move beyond spreadsheets for more accurate and efficient estimating.
  • Buildern (Estimating Features): Buildern offers integrated estimating features suitable for Stage 2 companies moving beyond spreadsheets. Consider Buildern if you are looking for an all-in-one platform.
  • Buildertrend (Estimating Features): If using Buildertrend for PM, leverage its integrated estimating tools.
  • JobTread (Estimating Features): If using JobTread for PM, leverage its integrated estimating tools.
  • Dedicated Estimating Templates/Software (e.g., Clear Estimates - standalone or integrated): Consider if more specialized estimating is needed.
Project ManagemenT:
  • Buildern (Entry-Level): Buildern provides a user-friendly entry point into project management software with features for scheduling, task management, client communication, and more. A strong contender for an all-in-one solution.
  • JobTread (Entry-Level): Affordable and user-friendly PM software with good core features for scheduling, task management, and client communication.
  • CoConstruct (Entry-Level): More robust features than spreadsheets, good for client communication and change order management.
  • Buildertrend (Entry-Level): Popular option, offering a broad range of PM features (scheduling, client portal, change orders, etc.).
Client Retention & Referrals:
  • CRM (Segmentation & Basic Email Marketing): Leverage Apollo.io CRM to segment clients and send basic email newsletters or referral requests.
  • Customer Satisfaction Surveys (Basic - Manual or Simple Survey Tools like SurveyMonkey Free): Start collecting basic client feedback using simple survey methods.
Process
METRICS:
  • Monitor Cost Per Lead (CPL) and proposal conversion rates.
Marketing & Client Acquisition:
  • Expand local reach via SEO, targeted ads, formal referrals, and content marketing.
  • Form partnerships with realtors and designers; track marketing ROI.
Creative Tactics:
  • Neighborhood Transformation Contest: Offer a small-scale renovation discount.
  • Community Skill-Share Workshops: Teach basic home improvement (consider online options).
  • Neighborhood Design Report: Publish local design/construction data.
  • Local Material Sourcing Pledge: Introduce sustainability early.
  • Sponsored Local Content: Engage on Facebook/Nextdoor.
  • Agile Marketing Sprints: Run bi-weekly agile sprints to test one variable at a time.
Sales Workflow:
  • Define lead intake, qualification (using an ICP checklist), proposals, and follow-ups.
Job Costing:
  • Standardize budget tracking vs. estimates.
  • Back Cost All Projects
  • Cash Flow Forecasting
  • Perfect the P&L Set Up
Operations:
  • Use Gantt charts or basic PM software.
  • Quality Control Process & Checklist
  • 2 Week Sprints
Financial Management:
  • Refine cash flow forecasting and conduct margin analysis per project type.
Biggest Constraints
  • Balancing Growth & Operations:
  • Challenge: Juggle jobsite demands with business development.
  • Tip: Time-block 4–6 hours/week for business development—treat it as sacred.
  • Margins & Cash Flow:
  • Pitfall: Chasing low-margin jobs undermines profitability.
  • Tip: Focus on quality leads and refining your pricing process.
  • Inconsistent Marketing:
  • Warning: Feast-or-famine cycles lead to revenue unpredictability.
  • Tip: Commit to a consistent, even if small, weekly marketing budget.
Key Activities
  • Implement value-based pricing.
  • Develop a Mutual Action Plan (MAP) for each project.
  • Establish a calendar and lead management system.
  • Track costs and conversions rigorously.
  • Set project minimums to filter unprofitable jobs.
Progression Checklist
  • Is lead flow more predictable and repeatable?
  • Are profit margins stabilizing across projects?
  • Has the owner successfully delegated key tasks?
  • Set goal of Working in Office 1X/Week, No Working Nights, Weekends, Holidays.
  • Project & Budget Review Over $50/Hr. Achieved in last 90 Days.
  • Do you have formal systems for sales, PM, and financial tracking?
STAGE 03
STABILITY
  • Revenue Range: $1.5M–$2.5M
  • Avg. Project Size: $50k – $150k
This stage requires a deeper understanding of margin levers and pricing strategies. Tasks include focusing on front and back-end margin levers, establishing a profitable pricing process, and staging work in progress
What to Expect
People
Team:
  • 5–10 employees (PM/Field Supervisor, Dedicated Sales/Estimator, Full-Time Admin/Bookkeeper).
Development:
  • Focus on leadership training for PMs and specialized sales training.
  • Foreman Lead Planning
  • Hiring an Office Manager
  • Same Page Planning
Platforms
LEADFLOW:
  • Professional Website & SEO (Enhanced): Invest in professional website design with improved SEO practices. Utilize SEO tools to track rankings, analyze website traffic, and identify content opportunities (e.g., SEMrush, Ahrefs - entry level).
  • Content Marketing (Consistent Blog, Case Studies): Implement a content calendar and consistently publish blog posts, case studies, and other valuable content to attract organic leads.
  • Email Marketing Automation (Drip Campaigns - Basic): Implement basic email drip campaigns to nurture leads and follow up with prospects.
  • Partnerships with Local Media & Industry Affiliates: Develop strategic partnerships for cross-promotion and expanded reach.
  • Refined Ad Targeting & Messaging (Data-Driven): Use data from ad performance to refine targeting and messaging for better ROI.
  • Outbound Lead Generation: Apollo.io (Refined Targeting & Segmentation): Refine outbound efforts using Apollo.io. Implement more targeted outreach campaigns based on industry, company size, and specific ICP criteria. Start segmenting lists for personalized messaging.
DEAL MANAGEMENT:
  • CRM (Strong CRM Options - Choose ONE based on Needs): At Stage 3, select a CRM that best fits your team's workflow, sales process, and reporting needs. Consider these strong contenders:
  • Apollo.io (Sales Intelligence & CRM - Balanced Approach): Apollo.io remains a powerful option, especially if you value the integrated sales intelligence and outbound capabilities alongside CRM features. It can serve as a balanced CRM for sales and marketing alignment.
  • HubSpot CRM (Sales Hub Professional): HubSpot Professional offers a robust CRM with advanced sales and marketing automation features. Strong for inbound marketing focus, detailed reporting, and scalability. Well-suited for companies heavily invested in content marketing and inbound lead generation.
  • Pipedrive (Sales-Focused CRM): Pipedrive continues to be a strong choice for companies with a sales-driven approach. Known for its intuitive sales pipeline management, strong activity tracking, and ease of use for sales teams.
  • Salesforce Sales Cloud (Essentials/Professional - Entry Level Salesforce): Salesforce, even at entry levels like Essentials or Professional, offers a highly customizable and powerful CRM platform. Suitable for companies anticipating significant future scale and requiring robust customization and integration capabilities, though it can have a steeper learning curve and higher initial cost.
  • Monday.com (CRM Capabilities within Workflow Platform): Monday.com, while primarily a project management and workflow platform, has evolved its CRM capabilities. It can be a good option if you value a highly visual, customizable, and collaborative CRM that integrates closely with project workflows, especially if already using Monday.com for operations.
Planning & Pre-Construction:
  • Estimating Software (Refined): (Continue with Stage 2 Recommendations - Buildern, Buildertrend, Dedicated Estimating Software)
  • Digital Proposal Software (Recommended): (Continue with Stage 2 Recommendations - Buildern, Proposify, Pipedrive Proposals)
Project ManagemenT:
  • Integrated PM Software (Strong Contenders): (Continue with Stage 2 & Updated Buildern Recommendations - Buildern, CoConstruct, Buildertrend, Procore Light)
  • Scheduling & Collaboration (Integrations with PM software): (Continue with Stage 2 Recommendations - Slack, MS Teams, Asana with PM software integration)
  • Slack, MS Teams, or Asana (Integrate with chosen PM software for seamless workflows)
Client Retention & Referrals:
  • ​​CRM (Segmentation & Enhanced Email Marketing Automation): Utilize chosen CRM (Apollo.io, HubSpot, Pipedrive, Salesforce, or Monday.com) for client segmentation and more sophisticated email marketing automation for newsletters, referral campaigns, and client follow-up.
  • Customer Satisfaction Surveys (Refined - More Structured Surveys): Implement more structured customer satisfaction surveys, potentially using survey tools that integrate with your chosen CRM or PM software for automated feedback loops and data capture.
Process
METRICS
  • Track project timeline adherence and client satisfaction scores.
MARKETING & CLIENT ACQUISITION
  • Personalization: Use CRM data to tailor proposals and communication.
  • Build brand authority with professional photography/videography.
  • Use more sophisticated content marketing and email automation.
  • Partner with local media; refine ad targeting.
CREATIVE TACTICS
  • Local Artisan Showcase: Cross-promote with local craftspeople.
  • Project Milestone Referral Rewards: Offer tiered incentives.
  • Referral Bingo: Gamify referrals.
  • VR Design Studio: Give virtual previews of designs.
  • VIP Construction Site Tours: Invite top prospects.
  • Mobile Design Showroom: Use a branded trailer/van.
  • Experiential AR/VR Discussions: Expand virtual design consultations.
PRICING
  • Profitable Pricing Process Defined
  • Front-end margin levers relate to pricing strategies, billing rates, and revenue generation
  • Back-end margin levers pertain to cost management, operational efficiency, and leveraging tools/technology to optimize service delivery.
  • 4 Levers of Gross Margin:
  • Overhead Pay: This is the cost of the team's wages.
  • Billing rate: The amount charged for services rendered, tiered by skill level, including modifiers for after-hours, emergencies, weekends, and holidays.
  • Utilization: The percentage of an employees time that is billable.
  • A target of 75% billable time is considered sustainable, accounting for sick leave, vacation, holidays, training, meetings, and unaccounted time. •
  • Fixed Fee Effective Ratio: Compares billed service revenue to "shadow billable," which is what would have been charged for time and materials. This involves comparing the fixed fee to the value of work done and understanding the revenue produced by each employee.
WORK IN PROGRESS (WIP) CALCULATIONS & INVOICING
  • A WIP report is a snapshot of the financial aspects of projects. It helps to properly recognize revenue on projects depending on how far along they are. It is used in conjunction with other reports, and should tie out to financial statements.
  • The percent complete is calculated by dividing costs by what the anticipated costs will be. This calculation relies on subcontractors billing in a timely manner. The revenue earned is the percent complete times the contract price. This is what should be recognized on financial statements. There will often need to be an adjustment because the amount billed to the customer is often different. Costs in excess of billings is when not enough has been billed, and is synonymous with under billing. Billings in excess is synonymous with over billing. These should be reflected on the balance sheet.
SOPs
  • Document best practices and store them centrally; review quarterly
  • Clients Weekly Wrap
Team Accountability
  • Use a shared dashboard to track KPIs (sales velocity, timelines, margins).
Leadership Handoffs
  • Owner shifts to strategic tasks.
Financial Management
  • Conduct detailed margin analysis and track budget variances.
Biggest Constraints
  • Owner as Bottleneck:
  • Tip: Document 2–3 critical processes with simple SOPs (e.g., lead intake, project kickoff).
  • Quality & Timeline Inconsistencies:
  • Pitfall: Variability erodes client trust.
  • Tip: Implement mandatory QA checklists and regular team huddles.
  • Lack of Formal Training:
  • Pitfall: Leads to errors and turnover.
  • Tip: Start cross-training and formal onboarding for key roles.
Key Activities
  • Delegate low-leverage tasks.
  • Standardize pre-construction steps.
  • Refine the sales process (pitch, proposal, close).
  • Hire a dedicated project manager.
  • Develop QA checklists.
  • Conduct weekly team huddles.
  • Create and update SOPs for critical processes.
Progression Checklist
  • Minimum Margin of 20% & 10-Day Long Holiday Taken in Last 90 Days.
  • Profit Drawing Achieved Above Owners' Salary.
  • Are all core processes documented and repeatable?
  • Is the team accountable for project timelines and quality?
  • Has the owner shifted focus from daily operations to strategy?
  • Are margins and client satisfaction consistently on target?
STAGE 04
SCALE
  • Revenue Range: $2.5M–$5M
  • Avg. Project Size: $100k – $300k
As the business scales, automation and outsourcing become crucial. Considerations include automating and outsourcing reporting, managing pricing variations (change orders), and refining and scaling expenses
What to Expect
People
Team
  • 10–20 employees plus a robust subcontractor network.
  • Key Roles: Sales Manager, Full-Time Estimator, multiple PMs/Coordinators, Finance/Admin, Training Manager.
Development
  • Formal onboarding/training programs; invest in external training and internal mentorship.
  • Performance Reviews & Critical Conversations
  • Sales Scripts, Training & Site Visit Choreography
  • Quote as an Action Plan
Platforms
LEADFLOW:
  • Comprehensive Marketing Automation Platform (Integration with CRM): Invest in a marketing automation platform that deeply integrates with your chosen CRM for streamlined lead nurturing and marketing ROI tracking.
  • HubSpot Marketing Hub (Professional or Enterprise): HubSpot Marketing Hub, integrated with HubSpot CRM, provides advanced marketing automation, landing pages, SEO tools, content marketing features, and detailed analytics. Ideal for inbound-focused strategies and comprehensive marketing campaign management.
  • Marketo Engage: A more enterprise-level marketing automation platform offering sophisticated features for complex campaigns, lead scoring, and multi-channel engagement. Strong for larger marketing teams and highly segmented audiences.
  • ActiveCampaign (Advanced Automation Features): ActiveCampaign is a powerful and versatile marketing automation platform known for its robust automation capabilities, email marketing, and CRM features. A strong contender for companies focused on email-centric marketing and highly customized automation workflows.
  • Apollo.io (Outbound Focus with Marketing Automation): Apollo.io continues to be valuable for outbound lead generation and now can be leveraged for more advanced outbound marketing automation sequences, integrating with its CRM for a unified sales and marketing approach.
  • Advanced SEO Tools: Utilize advanced SEO tools for in-depth keyword research, competitive analysis, technical SEO audits, and content performance tracking to optimize organic lead generation.
  • Paid Advertising Platforms: Maximize ROI from paid advertising (Google Ads, Social Media Ads, etc.) through refined audience targeting, retargeting campaigns, and conversion tracking integrated with your CRM and marketing automation.
DEAL MANAGEMENT:
  • HubSpot CRM: Leverage HubSpot's full suite of CRM features, including advanced workflows, deal stages, sales forecasting, custom reporting, and integrations with marketing automation tools. Ideal for managing larger sales teams and complex sales processes at scale.
  • Salesforce Sales Cloud: Salesforce continues to be a powerful and highly customizable CRM, especially for companies requiring extensive customization, complex integrations, and enterprise-grade features. Suitable for companies with dedicated Salesforce expertise.
  • Pipedrive: If Pipedrive is deeply ingrained in your sales team's workflow and meets your scaling needs, it can remain a viable option, but evaluate if it offers the marketing integration and advanced automation of HubSpot for Stage 4 growth.
  • Monday.com: Monday.com, while primarily a project management and workflow platform, has evolved its CRM capabilities. It can be a good option if you value a highly visual, customizable, and collaborative CRM that integrates closely with project workflows, especially if already using Monday.com for operations.
Planning & Pre-Construction:
  • Advanced Dedicated Estimating Software: (e.g., specialized solutions tailored to your project types and volume)
  • Buildertrend: (Estimating Features - if deeply invested)
Project Management:
  • Full-Featured Construction Management Software:
  • Buildern (Project Management - Full-Featured)
  • CoConstruct (Robust Usage & Scale)
  • Buildertrend (Robust Usage & Scale)
  • Procore (Robust Usage - Moving towards full Procore)
  • Scheduling & Collaboration:
  • Slack, MS Teams, or Asana (Deeply integrated with chosen PM and CRM platforms for seamless data flow and communication)
Client Retention & Referrals:
  • CRM: Utilize chosen CRM (Apollo.io, HubSpot, Pipedrive, Salesforce, or Monday.com) for client segmentation and more sophisticated email marketing automation for newsletters, referral campaigns, and client follow-up.
  • Customer Satisfaction Surveys: Implement more structured customer satisfaction surveys, potentially using survey tools that integrate with your chosen CRM or PM software for automated feedback loops and data capture.
Process
METRICS:
  • Monitor sales conversion rate, average project value, and efficiency gains.
Marketing & Client Acquisition:
  • Deploy a comprehensive marketing plan (SEO, PPC, social, PR).
  • Use CRM segmentation for personalized drip campaigns.
  • Develop data-driven referral programs.
  • Expand showrooms and launch a Sustainability & Social Impact Initiative.
Creative Tactics:
  • Charity Renovation Auction/Raffle: Partner with nonprofits.
  • Client Ambassador Program: Reward top referrers.
  • Gamified Loyalty Points: Incentivize repeat business.
  • Pop-Up Design Consultations: Engage prospects at malls, festivals.
  • Behind-the-Scenes Content: Highlight sustainability and personalization.
  • Interactive Design Kiosks: Capture leads in partner retail spaces.
  • AI-Powered Dream Home Visualizer: Let clients experiment with designs.
  • Content Co-Creation with Influencers: Focus on personalization and eco-friendly messaging.
  • Renovation Storytelling Podcast: Share client success stories.
  • Agile Marketing Sprints: Continuously refine campaigns.
  • Online Customization Tools: Gamify client engagement with design choices.
Data-Driven Decisions:
  • Conduct weekly reviews of margins, pipeline forecasts, and resource planning.
Team Autonomy:
  • Empower department heads to manage day-to-day operations.
  • Quarterly Management Meeting
Performance Incentives:
  • Tie bonuses to margins, timelines, and client satisfaction.
Personalization:
  • Use dynamic proposals that update in real time.
Financial Management:
  • Implement real-time profitability tracking and advanced forecasting.
  • Monthly & Quarterly Financial Reporting
  • Pricing Variations (Change Order Process)
  • Budgeting and Scaling Expenses
Biggest Constraints
  • Complex Operations:
  • Tip: Invest in integrated software and continuously update SOPs.
    Ensure data flows seamlessly between systems.
  • Talent Acquisition:
  • Pitfall: Underinvesting in HR stifles growth.
  • Tip: Prioritize competitive compensation, clear career paths, and structured onboarding.
  • Cash Flow & Margins:
  • Pitfall: High volume can hide margin erosion.
  • Tip: Implement real-time profitability dashboards and review them weekly.
Key Activities
  • Develop thorough, living SOP documentation.
  • Enhance job costing and financial forecasting.
  • Adopt comprehensive project management software.
  • Hire a Sales Manager and Dedicated Estimator.
  • Automate client nurturing (marketing automation, drip campaigns).
  • Strengthen subcontractor partnerships.
Progression Checklist
  • Project & Budget Review over $100/hr. for the Last 90 Days.
  • Expenses below 14% pipelined work for at least 12 Months
  • Clear Business Maturity Date:
  • "Finish line for the company"
  • It is different for everybody; for some, it means multiple locations, installing a general manager, and being out of day-to-day operations entirely.
  • The BMD is intended to be the whole reason for getting into business in the first place: time and money. The BMD should be a vehicle for achieving what you're after, whether that's a $25 million Building Company or a $2 million Building Company
  • Are systems/software driving core functions independently?
  • Is there a strong, empowered management team in place?
  • Is your lead pipeline healthy across multiple channels?
  • Can you increase volume without sacrificing quality or margins?
STAGE 05
SUCCESs
  • Revenue Range: $5M–$12M
  • Avg. Project Size: $200k – $500k+
At this level, the focus is on protecting profit and mastering the balance sheet. Tasks involve hiring an outsourcing service for protection, ensuring profit protection, and achieving balance sheet master
What to Expect
People
Team
  • 20–50+ employees.
  • Key Roles: Executive Team (COO, Sales Director, Finance Director, etc.), HR/Recruiting Specialist, Marketing Manager.
Development
  • Focus on executive leadership development, formal mentorship, and robust culture-building initiatives.
  • Hiring OR Outsourcing: to an Estimator / Quantity Surveyor
  • Bonuses & Benefits
  • Creating a Culture: of Winning
  • Marketing & Sales: Coordinator
  • VP of: Sales
  • Leadership Team: Training
Platforms
LEADFLOW:
  • Refined Multi-Channel Marketing: (SEO, PPC, Social Media, PR, Content Marketing - Optimized for High-End Clients): Continuously refine and optimize your multi-channel marketing strategy to target and attract high-end clients. Implement advanced analytics to track ROI across all channels.
  • HubSpot Marketing Hub: (Professional/Enterprise - Advanced Marketing Automation): Leverage HubSpot Marketing Hub's advanced features for sophisticated marketing automation, personalized content delivery, multi-channel campaign management, and detailed marketing analytics.
  • Account-Based Marketing (ABM) Strategies: (Target High-Value Accounts): Implement Account-Based Marketing strategies, leveraging HubSpot and potentially Apollo.io to target and engage high-value accounts and larger projects.
  • Data-Driven Referral & Loyalty Programs: (Tiered & Personalized): Sophisticate referral and loyalty programs, using data and CRM insights to create tiered, personalized programs that maximize client lifetime value and referrals.
  • Strategic Partnerships & Alliances: (Formalized Programs): Formalize strategic partnerships and alliances with architects, designers, and high-end real estate professionals, leveraging CRM and partner portals for efficient collaboration and lead sharing.
  • Outbound Lead Generation: Apollo.io (Highly Targeted & Integrated with HubSpot): Apollo.io remains crucial for highly targeted outbound lead generation, now deeply integrated with HubSpot CRM for seamless lead handoff, data synchronization, and a unified view of lead engagement across inbound and outbound efforts.
DEAL MANAGEMENT
  • CRM: (Recommended CRM: HubSpot CRM - Sales Hub Enterprise): HubSpot CRM Sales Hub Enterprise is the recommended CRM for Stage 5. HubSpot Enterprise provides the highest level of scalability, customization, advanced automation, sales analytics, and reporting needed for managing larger, more complex deals and sales teams in a successful enterprise.
  • HubSpot CRM: (Sales Hub Enterprise): Maximize HubSpot's Enterprise features, including advanced sales workflows, AI-powered sales tools, predictive lead scoring, territory management, revenue attribution reporting, and robust API for integrations with other enterprise systems.
  • Enterprise-Grade Alternative CRM Options: For companies with specific enterprise needs or existing investments, these remain strong alternatives, though HubSpot Enterprise is generally recommended for its comprehensive marketing and sales alignment in this stage:
  • Salesforce Sales Cloud: (Enterprise/Unlimited): Salesforce Enterprise or Unlimited editions offer unparalleled customization, scalability, and a vast ecosystem of integrations. Suitable for companies with highly complex sales processes and dedicated Salesforce administration and development resources.
  • Consider Transitioning from Pipedrive or Apollo.io as Primary CRM: While Pipedrive or Apollo.io might still be used if deeply ingrained, it's strongly recommended to evaluate transitioning to a more robust CRM like HubSpot Enterprise or Salesforce Enterprise at this stage to handle the complexities of a scaling business.
Planning & Pre-Construction:
  • Estimating Software: (Advanced & Integrated):
  • Buildern: (Estimating - Enterprise Ready - Evaluate Scalability): Evaluate if Buildern's Estimating features scale to meet the demands of Stage 5 project complexity and volume. If so, it remains a viable option, especially for integrated workflows.
  • Advanced Dedicated Estimating Software: (Enterprise-Level Solutions - e.g., Sage Estimating, AccuBid): Consider specialized, enterprise-level estimating software for highly complex projects, precise cost control, and integration with accounting/ERP systems.
Project Management:
  • Enterprise-Level Construction Management Software: (Primary Recommendation: Procore - Full Suite): Procore (Full Suite) becomes the primary recommendation for Project Management at Stage 5. Procore Enterprise offers a comprehensive, enterprise-grade platform with robust features for project management, financials, resource management, quality & safety, and extensive integrations.
  • Procore: (Full Suite): Leverage Procore's full suite of modules, including Project Management, Financial Management, Resource Management, Quality & Safety, and Analytics. Procore is designed for large-scale construction operations and provides the depth and breadth of features needed at the Success stage.
  • Strong Alternatives if Procore not Chosen: If Procore is not the preferred enterprise PM solution, consider these alternatives, evaluating them against Procore's enterprise-grade breadth and depth:
  • Buildern: (Project Management - Enterprise Scalability - Evaluate for large-scale operations) - If Buildern scales adequately, it could remain an option, particularly if already adopted and deeply integrated. Rigorous evaluation of its enterprise-level capabilities is crucial at this stage compared to Procore.
  • CoConstruct (Robust Usage & Enterprise Features - Evaluate for large-scale needs)
  • Buildertrend (Robust Usage & Enterprise Features - Evaluate for large-scale needs)
  • Scheduling Software: (Advanced Scheduling & Resource Management within Procore/Enterprise PM): Utilize the advanced scheduling and resource management modules within your chosen enterprise-level PM software (like Procore).
  • Move beyond basic Gantt charts to critical path method (CPM) scheduling, resource leveling, and real-time schedule updates.
  • Collaboration Platforms: (Deeply Integrated & Enterprise-Wide):
  • MS Teams Enterprise or Slack Enterprise Grid: (Enterprise-Wide Communication & Collaboration)
  • Implement enterprise-level communication and collaboration platforms like MS Teams Enterprise or Slack Enterprise Grid for company-wide communication, departmental collaboration, and deep integration with your CRM and PM software.
Client Retention & Referrals:
  • HubSpot Marketing Hub: (Enterprise - Advanced Segmentation, Personalization, Loyalty Programs, AI-Driven Insights): Maximize HubSpot Marketing Hub Enterprise for highly advanced client segmentation, AI-powered personalization, sophisticated loyalty programs, predictive analytics for client behavior, and comprehensive reporting on client lifetime value and referral impact.
  • Customer Success Management Platform: (Consider specialized CSM platforms - e.g., Gainsight, ChurnZero - Integrated with HubSpot CRM): For companies heavily focused on client lifetime value and enterprise client management, consider implementing a dedicated Customer Success Management (CSM) platform like Gainsight or ChurnZero, integrated with HubSpot CRM, to proactively manage client relationships, track client health scores, and automate proactive engagement strategies.
Process
METRICS:
  • Track client retention, lifetime value, upsell/cross-sell rates, and innovation success.
MARKETING & CLIENT ACQUISITION
  • Personalization: Implement real-time customerization by capturing live client feedback.
  • Use premium marketing collateral, exclusive events, and loyalty programs.
  • Build thought leadership through conferences and speaking engagements.
  • Consider flagship showrooms and emphasize sustainability and social impact.
CREATIVE TACTICS
  • Client "Hall of Fame": Publicly recognize your best clients.
  • Surprise & Delight Loyalty Drops: Offer unexpected perks.
  • Design Immersion Workshops: Premium, in-depth experiences.
  • AI-Driven Style Matchmaker: Personalize client design recommendations.
  • Predictive Lead Scoring: Focus on high-value prospects.
  • Co-Hosted Online Design Series: Partner with influencers.
  • Trade Partner Takeover: Highlight your network.
  • Employee Storytelling: Showcase your culture.
  • Eco-Upgrade Incentives & Carbon Offsets: Promote green building.
  • VR Project Simulations & Virtual Hackathons: Engage clients in innovative ways.
CROSS-FUNCTIONAL COLLABORATION
  • Regular executive meetings to align on finances, operations, and strategy.
OPEARATIONAL MATURITY
  • Living SOPs that are regularly updated; comprehensive training programs.
LONG-TERM PLANNING
  • Establish 1–5 year goals and potential partnerships/acquisitions.
FINANCIAL MANAGEMENT
  • Conduct enterprise-level financial planning and exit strategy modeling.
Biggest Constraints
  • Transitioning to CEO/Visionary:
  • Tip: Delegate all operational decisions; focus 80% of your time on long-term strategy,
    brand building, and growth opportunities.
  • Maintaining Culture & Quality:
  • Pitfall: Rapid growth can dilute your company's culture.
  • Tip: Formalize company values, integrate them into onboarding and performance reviews, and maintain regular company-wide communications.
  • Exit/Succession Planning:
  • Tip: Begin exploring exit options early. Consult financial and legal advisors for valuation and strategic planning.
Key Activities
  • Define a Business Maturity Date (BMD) for full owner-independence.
  • Build a leadership team with genuine authority.
  • Focus marketing on high-end/repeat clients.
  • Implement profit-sharing and incentive plans.
  • Develop a clear exit/succession strategy.
Progression Checklist
  • Has the owner transitioned to a strategic, CEO role?
  • Is the leadership team fully empowered and accountable?
  • Are client retention and lifetime value trending upward?
  • Is there clear, structured planning for exit/succession?
STAGE 06
LEGACY
  • Revenue Range: $12M+
  • Avg. Project Size: $400k – $1M+ (and higher for custom homes)
The final stage involves strategic financial decisions and investments. Key tasks include funding developments, conducting business valuations, and making investments
What to Expect
People
Team:
  • 50+ employees and a robust subcontractor network.
  • Key Roles: Executive Committee (CEO, COO, CFO, etc.) with a Board/Advisors for strategic oversight.
  • Community Leadership: Be recognized as a thought leader and industry innovator.
Development:
  • Embed succession planning and mentorship at all levels.
  • General Manager
  • Structuring a Buy-In.
Platform
LEADFLOW:
  • AI-Powered Predictive Marketing & Lead Generation: Implement AI-powered marketing and lead generation tools that go beyond traditional methods. Utilize AI for predictive analytics to anticipate market trends, proactively identify high-potential lead segments, and personalize lead generation strategies at scale.
  • HubSpot Marketing Hub Enterprise: Maximize all features of HubSpot Marketing Hub Enterprise. Leverage AI-driven personalization across all channels, sophisticated multi-channel campaign orchestration, AI-powered content optimization, and real-time marketing performance dashboards.
  • Hyper-Personalized Client Experiences: Deliver hyper-personalized client experiences powered by AI. Implement dynamic website content, AI-driven email personalization, and real-time customization of marketing materials based on individual client behavior and preferences.
  • Industry-Leading Digital Presence: Develop an industry-leading digital presence that goes beyond standard websites and social media. Integrate immersive and interactive experiences using VR/AR technologies to showcase projects, offer virtual design consultations, and create memorable brand engagements.
  • Strategic Thought Leadership Platforms: Establish strategic thought leadership platforms, including industry publications, white papers, and online content hubs. Implement a content syndication and multi-platform distribution network to amplify thought leadership content and reach a wider industry audience.
  • Global Lead Generation & Market Expansion Tools: If expanding globally, implement tools for international SEO, website localization, multi-language CRM support within HubSpot, and global market intelligence platforms to support international lead generation and market expansion efforts.
  • Apollo.io Enterprise: Apollo.io Enterprise is leveraged for highly strategic outbound lead generation and Account-Based Marketing (ABM) targeting enterprise-level accounts. Utilize its deep industry segmentation, advanced data enrichment, and integration with HubSpot Enterprise for coordinated inbound/outbound enterprise account engagement.
DEAL MANAGEMENT:
  • CRM: HubSpot CRM Sales Hub Enterprise remains the recommended and core CRM at Stage 6, now maximized for its full enterprise capabilities and AI-driven features. HubSpot Enterprise serves as the central nervous system for client data, sales processes, and marketing orchestration across the enterprise.
  • HubSpot CRM: Fully utilize HubSpot Enterprise's most advanced features, including AI-powered sales assistants, predictive deal analytics, AI-driven forecasting, revenue attribution modeling across complex multi-touch journeys, custom objects for highly specialized data management, and robust API for deep integrations with the entire enterprise ecosystem.
  • Enterprise-Grade CRM Alternatives: While HubSpot Enterprise is the central recommendation, in highly specialized enterprise contexts, specific alternatives might be considered to complement HubSpot for niche needs:
  • Salesforce Sales Cloud: Salesforce Unlimited Edition or industry-specific Salesforce Clouds (like Salesforce Construction Cloud, if applicable and robust enough) might be considered for organizations with exceptionally complex, highly customized CRM requirements, especially if deeply embedded in the Salesforce ecosystem across other enterprise functions (beyond just CRM). However, carefully evaluate if the added complexity and potential integration challenges outweigh the comprehensive marketing and sales alignment offered by HubSpot Enterprise, which is often more natively suited to this Growth Path.
Planning & Pre-Construction:
  • Estimating Software:
  • Advanced Enterprise Estimating Platforms: Implement truly enterprise-level, specialized estimating platforms like Sage Estimating, AccuBid Enterprise, or DESTINI Estimator, designed for very large, complex projects, enterprise-wide cost data management, and advanced integration with ERP and financial systems.
  • Evaluate Buildern Enterprise Scalability: Assess if Buildern has developed an enterprise-level offering that could still meet specific niche use cases or departmental estimating needs within the larger enterprise, but for core enterprise-wide estimating, specialized platforms are generally recommended at this stage.
  • AI-Powered Estimating Augmentation: Integrate AI-powered estimating augmentation tools that leverage historical project data, market trends, and AI algorithms for predictive cost modeling, scenario planning, and enhanced accuracy in complex project estimations.
Project Management:
  • Enterprise-Level Construction Management Software: Procore Enterprise (Full Suite - Maximized & API-Driven Integrations) is the unambiguous primary recommendation for Project Management at Stage 6. Procore Enterprise is fully leveraged for its comprehensive suite of modules and, critically, its robust API for deep integrations with other enterprise systems, creating a unified and data-rich construction management ecosystem.
  • Procore Enterprise: Maximize Procore Enterprise's full feature set across Project Management, Financial Management, Resource Management, Quality & Safety, Business Intelligence, and Analytics. Critically, leverage Procore's robust API to create deep, bi-directional integrations with ERP systems, specialized estimating platforms, advanced scheduling software, BI platforms, and other key enterprise applications, creating a truly unified data ecosystem.
  • Scheduling Software: Implement advanced, enterprise-grade scheduling software like Primavera P6 or Microsoft Project Server for highly complex project scheduling, critical path management, resource optimization, and portfolio-level project oversight. Crucially, ensure deep, bi-directional API integration with Procore Enterprise to synchronize schedules, tasks, resources, and project data seamlessly.
  • Collaboration Platforms: Implement an enterprise-wide unified communication and collaboration platform (MS Teams Enterprise Grid or Slack Enterprise Grid) across the entire organization. Leverage deep API integrations with HubSpot Enterprise, Procore Enterprise, and other key systems to centralize communication workflows, automate notifications, and enhance data visibility across teams and departments.
  • VR/AR & Digital Twin Project Visualization & Management Platforms: Explore and implement VR/AR and Digital Twin platforms for advanced project visualization, 4D/5D BIM integration, virtual site walkthroughs, remote project monitoring, and enhanced client engagement through immersive project experiences. Integrate these platforms with Procore Enterprise where possible for data synchronization and workflow enhancements.
Client Retention & Referrals:
  • HubSpot Marketing Hub Enterprise: Maximize HubSpot Marketing Hub Enterprise to orchestrate highly sophisticated, AI-driven customer journeys. Implement AI-powered dynamic loyalty programs, personalized client communication at scale, predictive client churn analysis, and advanced reporting on client lifetime value (CLTV) to continuously optimize client retention and referral strategies.
  • Customer Success Management Platform: Implement an enterprise-grade Customer Success Management (CSM) platform like Gainsight Enterprise or ChurnZero Enterprise. Ensure deep, bi-directional integration with HubSpot CRM to synchronize client data, automate proactive engagement workflows based on AI-driven client health scoring, predict churn risk, and maximize client lifetime value through proactive, personalized customer success initiatives at scale
  • AI-Powered Sentiment Analysis & Feedback Management Platform: Implement an AI-powered sentiment analysis and feedback management platform that continuously monitors client feedback across all channels (surveys, communication logs, social media, etc.). Utilize AI to analyze client sentiment in real-time, proactively identify potential issues, and trigger automated workflows for issue resolution and service recovery, ensuring exceptional client experiences and maximizing positive brand perception.
Process
METRICS:
  • Track enterprise valuation, leadership transition success, and industry impact metrics.
Marketing & Client Acquisition:
  • Showroom/Showhome Strategies
  • Customization at Scale: Embed personalization throughout the organization.
  • Focus on enterprise-level brand building, strategic relationships, and thought leadership.
  • Engage in high-level PR, sponsorships, and possibly new service line launches.
  • Emphasize sustainability and social impact as core differentiators.
Creative Tactics:
  • Sponsor Major Industry Conferences/Awards: Enhance your brand's authority.
  • Establish a Charitable Foundation/Scholarship: Link your brand to community impact.
  • Launch a Design Think Tank/R&D Initiative: Drive cutting-edge innovation.
  • Publish a Book/White Paper: Share your journey and best practices.
  • Host Industry Summits: Focus on sustainable building and agile innovation.
Systemized Operations:
  • The business runs predictably without daily owner intervention.
  • Franchise Prototype
  • Quarterly Company Planning
Corporate Structure:
  • May involve multiple entities (S-Corp, C-Corp, etc.).
Continuous Improvement:
  • Foster a culture of constant innovation and agile decision-making.
Financial Management:
  • Execute legacy wealth strategies and diversify assets.
Biggest Constraints
  • Staying Relevant & Innovative:
  • Tip: Dedicate an R&D budget; continuously explore emerging technologies, sustainable practices, and new service lines.
  • Leadership Transitions:
  • Pitfall: Poor succession planning can jeopardize legacy.
  • Tip: Establish robust mentorship and leadership development programs at all levels.
  • Balancing Profitability with Legacy:
  • Tip: Define your company's North Star beyond profits—focus on values, impact, and long-term sustainability.
Key Activities
  • Maximize valuation through clean financials, a strong brand, and consistent margins.
  • Implement a robust succession plan (family, key employees, or external sale).
  • Expand to new markets and adjacent service lines.
  • Develop a personal wealth strategy (exit, partial sale, generational transfer).
Progression Checklist
  • Is the business model resilient and built for long-term adaptability?
  • Has the BMD (Business Maturity Date) Been Actualized?
  • Do we have a robust succession plan and strong leadership pipeline?
  • Are we making a significant, industry-recognized impact?
  • Is our financial performance driven by forward-looking growth strategies?