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Our approach

See how an operating problem becomes an action plan.

Explore a sample assessment and two example workflows for construction and freight. These illustrations show how we approach the work, what we would change, and how to evaluate the result.

Illustrative assessment sample

See what a useful improvement plan looks like.

This fictional freight example shows how findings become priorities, owners, and next steps. It illustrates the deliverable; it does not report client work or measured results.

Workflow in scope

Delivery completed → proof collected → load matched → invoice prepared

Goal: reduce the time between delivery and an invoice ready to send.

1. Make missing paperwork visible

Delivery documents arrive in driver texts and several inboxes. Billing cannot see which loads are ready to invoice.

View recommendation & next steps
Recommended change
Create a shared document queue and assign someone to resolve missing proof of delivery.
Proposed owner
Billing lead
Effort and dependencies
Lower: agree on a checklist and ownership before adding automation.
How to measure value
Track delivered loads waiting for paperwork and time spent searching for documents.
Next step
Review a sample of recent loads and list the documents each customer requires.

2. Match documents to loads

Staff copy load details from documents into the TMS, then check the entries again.

View recommendation & next steps
Recommended change
Extract key fields, match the load, and send uncertain matches to a person for review.
Proposed owner
Operations lead, with the implementation team
Effort and dependencies
Higher: depends on document quality, reliable load identifiers, and TMS access.
How to measure value
Compare manual handling time and correction rates before and after a pilot.
Next step
Test representative English and Spanish documents against known load records.

In an assessment, priorities and effort estimates are based on your workflow. Baseline measurements and a pilot help establish value before a wider rollout.

Illustrative workflows

From spreadsheet reconciliation to connected work.

The scenarios below are hypothetical examples, not completed client engagements. The systems named illustrate possible combinations; feasibility depends on the versions, access, and data involved.

Commercial Construction

Illustrative workflow

Close the gap between project budgets, actual costs, and WIP.

Procore · Sage 300 CRE

Procore holds budgets, commitments, change orders, and field activity. Sage 300 CRE holds actual costs, payroll, and AP. Both systems are doing the jobs they were designed to do, but a controller or project accountant has to reconcile the seam between them in Excel before the company can produce WIP.

When this becomes urgent

Project volume grows, monthly close stretches, and job-cost variance is already stale when ownership sees it.

Where work gets stuck

Cost-code structures drift apart

The same expense can land in different buckets across the project and accounting systems. A generic one-to-one connector cannot safely resolve years of custom cost-code decisions.

Commitments and actuals never meet at the source

Subcontracts live in Procore while invoices live in Sage, so remaining commitment requires opening both systems and reconstructing the answer.

Approved changes reach finance late

A change order updates the project system immediately but reaches accounting on a separate manual schedule, making every report between those events incomplete.

Compliance packages are rebuilt by hand

Certified payroll, prevailing-wage records, and monthly owner or GC reporting are assembled from both systems every cycle, so the same reconciliation happens a second time for compliance after it already happened for WIP.

Proposed changes

  1. 1Map before integratingInventory cost codes, document how reconciliation works, decide which system holds each official number, and identify the items that still need human review.
  2. 2Map cost codes and review exceptionsPreserve both systems while maintaining explicit cost-code mappings and routing unresolved codes for review instead of silently mis-posting them.
  3. 3Synchronize the financial handoffsMove commitments and approved changes toward accounting, return actual costs and invoice status to project teams, and assemble a repeatable WIP package from checked source data.

Intended result

Finance spends less time rebuilding the job-cost picture, project leaders see current committed-versus-actual cost, and neither Procore nor Sage has to be replaced.

Logistics & Freight

Illustrative workflow

Prepare invoices sooner with matched freight documents.

McLeod LoadMaster · QuickBooks Enterprise

Rate confirmations, BOLs, PODs, customs paperwork, and receipts arrive by email, text, and driver photos in English and Spanish. Staff read each document, identify the load, and retype its fields into the TMS before invoicing or settlement can move.

When this becomes urgent

Load volume outgrows the back office, PODs delay invoicing, and cross-border paperwork depends on one bilingual employee.

Where work gets stuck

Documents have no front door

Paperwork is spread across inboxes, phone numbers, driver messages, and shared folders, so operations cannot answer whether a required document has arrived from one place.

Shipper formats live in employee memory

Each customer formats paperwork differently. The rules for reading it are learned informally and leave the business when an experienced administrator does.

Cross-border work runs on a parallel track

Customs records, broker confirmations, and Mexican carrier documents require bilingual handling outside the standard intake process, creating a single point of failure.

Settlement is reconstructed at week-end

Driver and carrier pay is assembled from whatever records can be found, so missing or mismatched documentation becomes a recurring dispute instead of an early exception.

Proposed changes

  1. 1Create one document pipelineBring email, SMS, and driver-app submissions into one intake path, classify each document, and match it to a load before posting.
  2. 2Extract with confidence controlsTune extraction for actual shipper formats in both languages. Post high-confidence fields to McLeod and send ambiguous records to a human with the relevant context.
  3. 3Trigger the downstream workUse a verified POD to release invoicing and use already-matched records to assemble driver and carrier settlement, surfacing exceptions during the week.

Intended result

Documents move into the TMS with controlled review, invoicing begins when proof is complete, settlement is built from records, and cross-border handling no longer depends on one person.

Recognize one of these?

Get a plan for your own operation.

Bring one workflow that takes too much time. A paid assessment maps the problem, ranks the improvements, and gives your team a practical next step. Scope, timing, and fees are agreed in advance.

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