Challenges

1. Scattered data across multiple platforms:

   The team juggled Asana, Google Sheets, and Google Drive to manage projects. Information lived in silos, making it hard to find the latest data. Team members often dealt with duplicate or outdated documents and had no single source of truth for project status.

2. Unorganized budget tracking:

   Each project’s budget (materials, labor, equipment, etc.) was maintained in separate spreadsheets with no real-time visibility. Without a standardized system, monitoring spending and spotting cost overruns was difficult and slow, increasing the risk of overshooting budgets.

3. No centralized vendor & subcontractor management:

   Quotes, contracts, and schedules for subcontractors and vendors were spread across emails and files. This lack of a unified tracking method led to confusion about responsibilities, missed deadlines for deliverables, and time-consuming follow-ups to keep every partner on track.

4. Lack of inventory tracking system:

   Phoenix had no reliable way to monitor construction materials and inventory in real time. Staff manually updated stock levels in spreadsheets (when they remembered to), which often resulted in errors or outdated information. The consequence was occasional on-site material shortages that delayed work and emergency scrambles to procure supplies.

5. Difficulty sharing project info with external parties:

   Preparing draw requests and updates for banks and investors was a major bottleneck. Gathering up-to-date budget figures, inspection reports, and schedules from different systems took days. These delays in sharing critical information slowed down payment collections and stakeholder approvals, impacting cash flow.

6. Missing task dependencies & timeline visibility:

   Project tasks were not linked with dependencies, and there was minimal automation in scheduling. Managers couldn’t easily see how a delay in one activity would affect the next, making it hard to proactively adjust plans. Without an overview of the critical path, the team often discovered issues late, leading to last-minute rushes and inter-department miscommunications.

7. No systematic tracking of inspections and site progress:

   Site inspection results and progress updates were handled in ad-hoc ways (like handwritten notes or separate reports). Important details sometimes slipped through the cracks, accountability suffered, and it was challenging to provide clients and regulators with reliable progress documentation on demand.

8. Lack of reporting & real-time visibility:

   Phoenix’s leadership had limited insight into live project performance. There were no dashboards or automated reports to quickly show which tasks were overdue, which budgets were off track, or how resources were allocated. Decision-making was often reactive, based on partial information gathered through meetings or phone calls, rather than driven by real-time data.

These challenges were not only causing headaches for the Phoenix team, but also posing real business risks. Inefficiencies were costing valuable time, and small issues were escalating into bigger problems due to the absence of an integrated system. Phoenix needed a solution that would address all these pain points holistically – bringing order, accountability, and efficiency to their construction management process.  Enter Camel Tech.

Solution: Streamlining Construction Management with ClickUp

1. Building a unified workspace:

   We began by migrating all project data from Asana, Google Sheets, and Drive into ClickUp. This created a single source of truth for the entire company. We designed a robust workspace architecture with clearly defined spaces and folders for each key area of the business (Projects, Budgets, Vendors, Inventory, Inspections, etc.). Custom fields and templates were introduced to mirror Phoenix’s specific workflow needs, ensuring the software fit like a glove for their construction processes rather than forcing them to adapt to a generic tool. Team members were trained along the way so that adoption was smooth and everyone understood how the new system would support them.

2. Outcome-focused automation and integration:

   Simply centralizing data wasn’t enough – the transformation also focused on automating routine work and surfacing information when and where it was needed. We integrated ClickUp with Google Sheets and other tools where appropriate, so Phoenix could still leverage existing data feeds (for example, syncing certain financial records) directly within their new platform. We also set up an array of automations: tasks now move through statuses automatically as steps are completed, alerts pop up for upcoming deadlines or low inventory levels, and stakeholders receive notifications for critical changes. These automations immediately reduced the manual effort and vigilance required from the team, letting them redirect energy to more strategic work like planning and problem-solving on-site.

3. A new era of construction management at Phoenix:

   After the overhaul, Phoenix’s construction management was truly transformed. Every project, task, and document now lives in one place, updated in real time. If a permit status changes or a delivery is delayed, the system logs it and informs the right people instantly. Leadership can finally visualize the health of each project on a live dashboard – from budget usage to schedule progress – without digging through files. In short, Phoenix gained not just a new software tool, but a whole new way of working that makes managing construction projects more proactive, predictable, and scalable.

Transformation with Camel Tech

1. 1. Centralized project & budget management:

      All active projects were organized under one ClickUp space with master lists for budgets and project details.  
      This provided real-time budget tracking (planned vs. actual spending) with visual dashboards, so any overspend warnings are automatically flagged. Project managers can now adjust costs in time, keeping every project financially on track.

   2. Vendor and subcontractor portal:

      We built a dedicated Vendors & Subcontractors list to manage contacts, contracts, and work status in one place.
      Automated workflows were added for critical steps – for instance, when a subcontractor’s task is marked complete, it triggers a notification to accounting to process payment. This system ensures no vendor agreement or payment falls through the cracks, strengthening partner relationships and reliability.

   3. Inventory tracking system:

      To prevent material shortages, we created an Inventory tracker with custom fields for stock levels, locations, and suppliers.
      The team can update inventory via a simple ClickUp form (even from the field), and the system sends low-stock alerts (e.g. when a certain lumber type hits its reorder threshold). This has virtually eliminated last-minute scrambles for materials, keeping construction schedules on track.

   4. Automated task schedules & templates:

      We introduced standardized task templates for common construction phases (foundation, framing, inspections, etc.) complete with dependencies and estimated durations.
      When a new project kicks off, Phoenix can now generate a full task timeline in seconds. ClickUp’s Gantt and Calendar views show how tasks overlap, and if one task is delayed, dependent tasks automatically shift – giving instant clarity into potential impacts on the overall timeline. 

   5. Inspection & compliance management:

      A dedicated Inspections list was implemented to track site inspections, permits, and compliance documents. 
      Each inspection task includes checklist items for inspectors to fill out, space to upload photos, and fields to note any issues or required follow-ups. Automatic reminders ensure inspections are scheduled before due dates, and any failed inspection creates a follow-up task so nothing is forgotten. 
      This systematic approach has increased accountability and made regulatory compliance a routine part of the workflow.

   6. External sharing & reporting:

      We set up ClickUp’s reporting and sharing features so Phoenix can seamlessly provide updates to outside stakeholders. For example, a custom dashboard view of project progress and deposit schedules can be securely shared with their banking partners. What used to require assembling emails with attachments and explanations is now available on-demand – dramatically speeding up bank inspections and fund disbursement approvals.

   7. CRM system for lead & sales pipeline management:

      To help Phoenix manage and convert leads more effectively, we built a fully customized CRM system inside ClickUp. This included a centralized database of leads, structured pipeline stages (e.g., Inquiry → Qualified → Proposal Sent → Won), and automation for follow-ups, reminders, and task assignments.
      The CRM also included dashboards to visualize lead flow, conversion rate, and deal velocity—giving leadership complete visibility into the sales process. By managing their sales and construction pipelines in one place, Phoenix now has a unified growth engine that connects business development to project execution seamlessly.

   8. Real-time dashboards & executive insights:

      Finally, we delivered a suite of real-time dashboards for Phoenix’s leadership. These dashboards cover key metrics like active tasks by status, budget utilization per project, upcoming deadlines, and more. At a glance, management can spot which projects need attention or where resources should be reallocated.  
       
       
      We also configured scheduled reports (sent via email) for weekly summaries, so even on the go, executives stay informed.  
      This level of visibility empowers quicker, data-driven decisions and fosters a culture of accountability across the team.

   9. Built scalable templates & training systems:

      To support long-term scalability and internal adoption, we developed a suite of pre-built ClickUp templates for Phoenix’s recurring project types, department workflows, and inspection processes. These templates came with standardized task structures, views, automations, and documentation—allowing the team to launch a new project or department workflow in minutes with full consistency. 
      We also created a video-based training system embedded directly inside ClickUp. Each critical workflow—such as budget updates, task scheduling, or permit tracking—was accompanied by a short, to-the-point training video recorded by our team. These were hosted within a dedicated “System & Training” space, ensuring that new hires and existing staff could onboard quickly, reference SOPs easily, and operate independently without repeated one-on-one support. This dramatically reduced onboarding time and ensured adoption across departments.

What We’ve Implemented – At a Glance

Camel Tech introduced SCALEable™ framework, a suite of systems, tools, and processes that addressed Phoenix Construction’s challenges and set them up for scalable growth. Here’s a quick overview of the key implementations and their value:

• Unified ClickUp workspace: Centralized all operations—projects, budgets, vendors, and inspections—into one structured, scalable system.

• Real-time budget management: Built dynamic dashboards with planned vs. actual tracking, Google Sheets integration, and cost overrun alerts.

• Subcontractor & vendor portal: Created structured workflows for contracts, payments, and performance tracking with built-in automations.

• Inventory tracking system: Implemented a smart tracker with reorder alerts, supplier fields, and stock-level automations to avoid material delays.

• Permit & inspection workflow: Automated compliance processes with alerts, documentation tracking, and task-linked inspection checklists.

• Automated task schedules: Standardized project timelines using templates, dependencies, and Gantt views for proactive delivery management.

• External reporting & sharing: Enabled secure sharing of funding docs and live dashboards with banks and stakeholders.

• Custom dashboards & scorecards: Delivered leadership dashboards for real-time insights into task progress, budgets, and resource allocation.

• Growth & training system: Built CRM, marketing, and training spaces for scalable growth, SOP adoption, and fast onboarding.

Results

• Significantly improved efficiency: The team is saving an estimated 30+ hours per month on administrative work, thanks to automation and having all information in one place. Tasks like updating spreadsheets or chasing status updates have been eliminated, freeing staff to focus on high-value activities such as client communication and proactive project planning.

• Better project oversight and on-time delivery: With clear task dependencies and automatic reminders, Phoenix has effectively eliminated missed deadlines on internal tasks and critical milestones. Everyone knows what needs to happen next, and potential schedule risks are flagged early. As a result, recent projects have consistently met their deadlines, and client satisfaction has risen.

• Real-time budget control: The finance and project teams now catch budget issues before they escalate. Live dashboards highlight if any project is nearing its budget limit, enabling proactive adjustments. Phoenix has avoided budget overruns on all projects since the new system went live. In addition, sharing accurate budget status with clients and banks has built greater trust and transparency.

• Zero surprises in materials and compliance: The new inventory alerts mean the company hasn’t had a single material stock-out during active construction, preventing delays that used to occur from missing parts or supplies. Likewise, permit tracking and inspection management have ensured 100% on-time permit renewals and inspections — no more scrambling or penalties for lapsed permits. This reliability in compliance protects Phoenix from costly project interruptions and legal issues.

• Enhanced team collaboration and morale: By centralizing communication and data, the office and field teams are finally on the same page. Messages and updates flow through ClickUp instead of scattered emails and texts. Team members report feeling less stressed and more in control of their work because they have a clear view of everything in the pipeline. This boost in morale has created a more proactive, engaged team that takes ownership of the new system and continually finds ways to leverage it.

• Scalability for future growth: Perhaps most importantly, Phoenix is now poised to grow without growing pains. With standardized processes and a repeatable project template in place, they can take on up to 2× more projects with their existing team. Leadership has confidence that as new projects come in, the ClickUp system will handle the increased load seamlessly. This scalability sets the stage for Phoenix to expand its business and revenue in the coming years, leveraging their newfound efficiency as a competitive advantage.

“This solution completely changed the way we run our projects,” says Shannon Robnett, Founder of Phoenix Commercial Construction. “We have full visibility now – budgets, schedules, everything – all in one place. My team isn’t babysitting spreadsheets or hunting down files anymore; they’re coordinating builds and delivering results. ClickUp has given us the gift of time and clarity, and that’s priceless when you’re managing construction projects.” — Shannon Robnett, Founder, Phoenix Commercial Construction