Excavation & Site Prep · Step-by-Step Guide
Change orders, purchase requests, and scope changes sit in someone's inbox — or worse, on someone's desk — while crews stand idle and customers wait.
Follow these steps in order. Each step builds on the previous one.
Map each point where a job requires approval before proceeding: customer repair authorization, change order approval, warranty pre-authorization, supervisor sign-off on a large purchase. Each is an approval delay risk.
Some approvals are instant (customer on-site says yes). Others take hours (home warranty pre-auth hold time) or days (corporate customer PO). Measure average elapsed time for each type to know where the bottleneck sits.
Customers not on-site when a tech discovers additional work are the most common approval bottleneck. A digital change order with a remote e-signature link allows the customer to approve from their phone while the tech is still on location.
Most residential customers will pre-authorize repairs up to $300–$500 when signing the initial work order. This eliminates the approval call for routine repairs and speeds up field resolution significantly.
Repairs above the pre-authorization threshold should have a clear escalation path: tech alerts supervisor via the system, supervisor reviews and authorizes from the office, tech proceeds. The entire sequence should take under 15 minutes.
Measure average approval wait time per job type, per approval type, and per supervisor. This reveals bottlenecks not visible from the field: a supervisor who is slow to respond, a warranty company with a 90-minute hold time.
Every stalled approval idles a crew at $75–$150/hour. A single day of approval delay on a 3-person crew costs $600–$1,800 in unproductive labor.
These mistakes are the most common reasons implementations fail. Avoid them.
A $50 part replacement and a $5,000 system replacement should not go through the same approval process. Tiered authorization limits reduce approval delays dramatically.
A tech who proceeds on a verbal 'yes' that the customer later disputes has no protection. Captured verbal approvals (text confirmation or recorded call) provide a trail.
A tech waiting on-site for approval is a billable resource being consumed by an administrative process. Approvals should be asynchronous — tech moves to another task while the approval routes.
Reading the guide is step one. Step two is having a working solution built for your specific workflow. Here's how we do it:
We study exactly where approval delays happens in your excavation & site prep operation — the forms, the handoffs, the pain points.
Not a demo. Not a slide deck. A real, functional prototype that eliminates the pain point and works with your existing tools.
You test the prototype on a real job. If it doesn't fix the problem, you don't pay. No ReKeying, guaranteed.
Tell us about your operation and we'll build you a working solution. No ReKeying. No commitment. No credit card.
HVAC
Approval Delays
Plumbing
Approval Delays
Electrical
Approval Delays
General Construction
Approval Delays
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