Before implementing Contractor Foreman, Visionary Systems struggled with project organization and workflow consistency. Their management approach lacked cohesion, as they juggled multiple disconnected methods across different aspects of their operations.

“Before using Contractor Foreman we had trouble with properly organizing our projects. We used several different methods which did not tie together very well and left too much room for individual customization on our managers, employees, and subcontractors part”, explains Jeff Dickens, COO of Visionary Systems.

This fragmented approach created inefficiencies, with different team members using different systems and processes. Time-consuming administrative tasks, particularly around AIA invoicing, RFIs, and submittals, were particularly problematic. These processes were manual, prone to errors, and extremely time-intensive, drawing valuable resources away from core business activities.

The company needed a solution that could unify their operations under a single platform while providing flexibility for their diverse project types and service offerings.

After evaluating multiple options, Visionary Systems ultimately returned to Contractor Foreman, recognizing it as the most comprehensive and adaptable solution for their needs.

“After fully evaluating another program and going through training on yet another we made the decision to return to Contractor Foreman permanently. It is the best all-around solution for all of our business needs without having to have too many workarounds to accommodate other software inadequacies”, states Dickens.

Contractor Foreman offered Visionary Systems a full suite of features critical to their operations, including:

• Estimating module for creating accurate project estimates
• Service ticket functionality for managing field service operations
• Purchase order system for tracking materials and expenses
• Project management tools for overseeing complex installations
• Time tracking capabilities for monitoring employee hours
• AIA invoicing for standardized billing on commercial projects
• RFI and submittal systems for document management
• QuickBooks integration for streamlined accounting

The comprehensive nature of Contractor Foreman meant that Visionary Systems could consolidate multiple functions that previously required separate systems, creating a unified approach to their operations.

Having previously worked with Contractor Foreman, Visionary Systems had a smoother implementation process the second time around. The company already understood the system capabilities and could focus on optimizing their usage rather than learning the basics.

“Having previously tried Contractor Foreman, the onboarding was easy as we knew what to expect ahead of time. We did avail ourselves of your 3rd party QuickBooks help this time, however,” notes Dickens.

The primary users of the system are the company’s administrators, managers, and technicians, all of whom have adapted well to the platform. This broad adoption across different roles has been crucial to maximizing the software’s benefits. Currently, the company relies heavily on the software for core project management functions and is planning further expansion:

“We are making plans for early next year to integrate our sales processes into it and are looking forward to finally having every business function under one package”, explains Dickens.

The company continues to refine their workflows to align with Contractor Foreman’s capabilities, focusing particularly on accounting and sales functions moving forward. The implementation has already allowed them to reduce the number of workarounds they previously needed with other software solutions.

Since returning to Contractor Foreman, Visionary Systems has experienced significant improvements in efficiency and organization. The most notable impact has been on customer invoicing, particularly with AIA invoicing for commercial projects.

“Since we have returned to Contractor Foreman, we have been able to improve our customer invoicing by a wide margin. Also, the ability to AIA invoicing, RFI’s, and submittals have resulted in a better organized and more efficient operation,” says Dickens.

One of the most dramatic improvements has been in the time required for AIA invoicing:

“On AIA invoices I simply enter our percent of completion, and the form is filled out and the math is perfect. The form is then sent to the customer in a fraction of the time it takes to do it manually. Before all of the AIA invoicing for our customers would take me approximately 1 full day to complete depending on that particular month’s projects. I have cut that time down to about 2 hours.”

This represents approximately a 75% reduction in time spent on this critical administrative task, freeing up valuable resources for more strategic activities. Beyond the time savings, the automated calculations have eliminated the potential for costly errors that existed in their previous manual processes. The comprehensive nature of the platform has also improved project organization, standardized workflows, and enhanced communication between team members, subcontractors, and clients.

Visionary Systems’ experience with Contractor Foreman demonstrates the transformative impact that the right software solution can have on operational efficiency and profitability. After evaluating multiple options, the company found that Contractor Foreman provided the most complete feature set without requiring extensive workarounds. The implementation has dramatically improved invoicing processes, saving significant administrative time and reducing the potential for errors. The company continues to expand their use of the platform, with plans to integrate sales processes in the near future. Perhaps most tellingly, Dickens concludes:

“After trying many other software, we have decided that Contractor Foreman delivers the most complete experience we could ask for. The value for what you provide is off the charts.”

This case study illustrates how finding the right software solution—one that addresses specific industry needs without requiring excessive customization—can help specialty contractors like Visionary Systems overcome organizational challenges and achieve significant efficiency gains.