Back-office systems for small contractors
Quotes in text messages. Contracts in three folders. Customer info in your head. I clean that up and keep it running — so you can stay in the field.
The office side of a contracting business — the stuff that slips while you're on a job.
Every quote tracked from "sent" to "won" or "lost," with follow-up dates that actually get worked. Usually at least one from the last 60 days was winnable.
Texts, emails, paper, and memory — pulled into one simple, searchable place so anyone on your crew can find a customer's history in seconds.
Contracts, change orders, and closeout paperwork filed so you can put your hands on any of it in 30 seconds — before a dispute, not during one.
Triaged daily so customers get answered, nothing double-books, and you're not doing office work from the truck at 9pm.
Written into short, one-page SOPs your crew and office can actually follow — intake, quoting, scheduling, invoicing, closeout.
Systems only work if someone maintains them. Monthly support keeps the trackers current, the files clean, and the follow-ups moving.
Final pricing is set after a free 20-minute look at how you work today. No long contracts.
One-time project, 2–3 weeks. I sort your customers, quotes, and job files into one system, build your quote tracker, and hand it over with a short how-to.
Every open quote, signed contract, and change order in one board with follow-up dates — set up and loaded with your current jobs.
Five one-page procedures for what you repeat every week: new customer intake, sending a quote, scheduling, invoicing, job closeout.
Inbox triage, scheduling, quote follow-ups, filing, and a Friday summary of what's open. Cancel any month.
Projects are 50% up front, balance on handover. Most cleanups pay for themselves with one recovered quote.
You show me how a quote goes from a customer call to a signed job today. Phone or Zoom.
I tell you the first things I'd change and what they'd cost. No pitch if it's not a fit.
I build the system, load your current jobs, and hand it over with a short how-to.
Optional monthly support so it stays clean and follow-ups keep happening.
I'm Kelly Manley. I spend my days as a contract closeout specialist — chasing down missing documents, tracking deliverables, and making sure every job actually closes clean.
I know what contractor paperwork looks like when it's a mess, and what it looks like when it's done right. Punchlist Office is that same discipline, pointed at your office instead of a project's closeout binder.
I work remotely with contractors anywhere in the U.S.
"The punchlist is everything left to finish before a job closes. I work the punchlist for your office."— Why it's called Punchlist Office
Tell me a little about your business and I'll reply within one business day with a couple of times. Or skip the form and email me directly.