From paper folders to the cloud — field teams getting real-time updates from anywhere.

The situation

A growing contractor running on paper and scattered files.

This Mishawaka-based construction contractor had been in business long enough to build a solid reputation in the area, but their internal processes hadn't kept pace with their growth. With 15 employees split between the office and job sites, keeping everyone on the same page was a daily challenge.

They were already paying for Microsoft 365 but using it for little more than email. The real work — change orders, proposals, inventory tracking — was happening on paper, in random folders on individual computers, or not documented consistently at all.

The problem

No single source of truth, and a field team working blind.

When a change order got updated in the office, there was no reliable way to get that information to the crew on-site quickly. Someone had to call, text, or drive paperwork out. Mistakes happened. Jobs ran long. Clients asked questions nobody could answer immediately because the right document was on the wrong computer.

Beyond the day-to-day friction, the scattered file setup was also a risk. No backups, no access controls, no way to know who had what version of anything. One failed hard drive away from losing years of project records.

What we did

Built a structured system using tools they were already paying for.

Rather than bringing in new software and a new monthly bill, we looked at what they already had. Their existing Microsoft 365 subscription included SharePoint and Teams — two tools that could solve the problem entirely with the right setup.

We built out a SharePoint environment organized around their actual workflows — proposals, active jobs, change orders, and inventory each in their own structured space. Permissions were set by department so field staff, project managers, and office staff each see what they need without stepping on each other's files. Teams was configured for internal communication, with channels organized by job site so conversations stay tied to the right project.

Everything syncs automatically. When a change order gets updated in the office, the field crew sees it immediately on their phone or tablet — no calls, no printouts, no driving paperwork across town.

The result

Five years later, they're still running the same system.

That's the part worth paying attention to. A lot of technology implementations feel great in month one and fall apart by month six. This one stuck because it was built around how the business actually works, not how a software vendor thinks it should work.

Field crews get updated change orders in real time. Project managers can pull up any document from any job site on any device. The office has a single source of truth instead of a patchwork of folders and paper stacks. And all of it runs on a subscription they were already paying for — no added cost, just a dramatically better setup.