The platform, sheet by sheet

Deep enough to
replace the stack.

Eight modules on one database. The estimate becomes the budget, the field posts against it daily, and billing draws from the same numbers — nothing re-typed between systems, because there are no other systems.

Sheet index — FL-201What it stands in for
TF–100Estimating & bid boardHeavyBid + a pursuit spreadsheet↓ TF–200Crew & equipment schedulingWhiteboards & Monday-morning texts↓ TF–300Field production & job costingHeavyJob + paper timesheets↓ TF–400Pay applications, SOV & WIPBilling & WIP spreadsheets↓ TF–500PayrollRe-keyed timesheets↓ TF–600AP invoice OCR & approvalsManual invoice entry & email chains↓ TF–700Equipment & telematicsEquipment360 + hour-meter walkarounds↓ TF–800Accounting syncMonth-end double entry↓

HeavyBid, HeavyJob, and Equipment360 are HCSS products. TradeFlo Pro is an independent alternative — a comparison, not an affiliation.

TF–100 · Preconstruction Where you'd run HeavyBid

Estimating & bid board

Build the bid the way a heavy-civil estimator thinks: bid items broken into activities, activities costed from crews, equipment, materials, and production rates. Prices come from your own price book and job history — not a blank spreadsheet and last year's memory.

The bid board keeps every pursuit in one place — owner, bid date, stage, and the estimate behind it. When you win, award flips the estimate into the job: budget, cost codes, and schedule of values carry straight over. The number the estimator promised is the number the field is measured against.

  • Bid items → activities → resources
    Unit-price structure that mirrors how the work gets built and paid.
  • Your price book, your history
    Crew makeups, rates, and production factors reused across bids — and corrected by as-built results.
  • Award without re-typing
    One click turns the winning estimate into the job budget and SOV.
Who lives here: estimators and whoever owns the pipeline.
Feeds → TF–300 job budget & cost codes → TF–400 schedule of values.

Illustrative — not customer data

TF–200 · Operations Where the whiteboard used to be

Crew & equipment scheduling

A drag-and-drop calendar for crews, operators, and iron. Assign a crew to a job and the machine goes with it; move the job and the conflicts surface immediately — a dozer on two sites, an operator double-booked, a crew scheduled over PTO.

What the office schedules is what the field sees: every assignment lands in the foreman's app the moment it's made, with the job, the address, and the start time.

Who lives here: ops managers and superintendents.
Feeds → TF–300 today's schedule in the field app → TF–700 planned equipment use.
  • Crews and iron on one board
    People and machines scheduled together, because that's how the work moves.
  • Conflicts before Monday
    Double-bookings and overlaps flagged when you make them, not when the phone rings.
  • Schedule to phone, instantly
    No group texts, no printed board photos — the field app is the board.
TF–300 · Production Where you'd run HeavyJob

Field production, job costing
& the GPS field app

Foremen carry the office in their pocket: a GPS time clock that verifies the crew is on site, today's schedule before they leave the yard, and daily quantities logged against bid items from the truck. It works offline and syncs when signal comes back — built for the far end of the haul road.

Every entry posts against the estimate the same day. Budget vs. actual by cost code — labor, equipment, materials, subs — so an activity running hot shows up in days, not at closeout. And because AP invoices and payroll land in the same database, cost isn't self-reported: what the field says gets reconciled against what you were actually billed and what you actually paid.

  • GPS time clock
    Clock-ins verified at the site — no paper timesheets, no buddy punching, no disputes.
  • Daily quantities against bid items
    Cost-to-complete updates every day the work happens, not at month-end.
  • Costs cross-checked, not trusted
    Field-reported cost reconciled against AP invoices and payroll — the ledger keeps the field honest.
Who lives here: foremen and operators in the app; PMs on the budget-vs-actual screen.
Feeds → TF–400 percent complete → TF–500 field hours → TF–100 as-built production rates for the next bid.

Illustrative — not customer data

TF–400 · Billing Where the billing spreadsheets lived

Pay applications, SOV & WIP

The schedule of values comes straight from the awarded estimate. Each month, percent complete from the field rolls into an AIA-style G702/G703 pay application — previous applications, work this period, stored materials, and retainage carried forward line by line, application over application, to the penny.

Because billing and cost share one database, the WIP report isn't a month-end art project: earned vs. billed, over/under by job, and retainage tracked to release — a WIP schedule that ties to the ledger and that you can hand to a banker or a bonding agent without a disclaimer.

Who lives here: the controller and whoever owns month-end.
Feeds → TF–800 invoices to the ledger → WIP & 13-week cash reporting.

G703-style roll-forward — illustrative, not customer data

TF–500 · Labor Where timesheets got re-keyed

Payroll

Field time flows straight to the check run: GPS clock-ins and crew sheets become payroll entries with regular and overtime split, and every hour cost-allocated to the job and cost code it was worked on. Nobody types a timesheet twice.

The payroll report doubles as a reconciliation surface — scheduled hours vs. clocked hours vs. what the job was billed — so drift between the plan, the field, and the money shows up in the same view before checks go out.

Who lives here: the office, with per-person visibility scoping for sensitive pay data.
Feeds → TF–300 labor cost by cost code → TF–800 the ledger.
  • Field time in, checks out
    Clock-ins become payroll entries — OT rules and per-job allocation handled.
  • Schedule vs. clock vs. cost
    One report reconciles what was planned, what was worked, and what it cost.
  • Pay data stays gated
    Role-scoped visibility — field and PMs see hours and cost codes, never pay rates.
TF–600 · Payables Where invoices got hand-entered

AP invoice OCR & approvals

Point your AP mailbox at TradeFlo Pro and vendor invoices read themselves: OCR pulls the vendor, invoice number, amount, and date, and the system suggests job and cost-code coding learned from how you've coded that vendor before. The more you approve, the less you touch.

Review happens in a queue, not an inbox — route to the right PM, escalate big-ticket invoices to an owner-level email approval, and post the approved bill to the ledger once, cleanly. Every invoice lands on the job's cost report the day it arrives, which is what makes same-day job costing real.

Who lives here: AP at intake; PMs and owners in the approval lane.
Feeds → TF–300 committed & invoiced cost → TF–800 bills to the ledger.
  • Mailbox-to-queue intake
    Invoices emailed to AP appear in the review queue, already read.
  • Coding that learns
    Job and cost-code suggestions built from your own approval history, per vendor.
  • Approval routing with teeth
    Threshold-based escalation — large invoices wait for the owner, not the other way around.
TF–700 · Equipment Where you'd run Equipment360

Equipment & telematics

The iron reports for itself. TradeFlo Pro connects to Samsara, John Deere JDLink, and Komatsu telematics feeds, so hours and location come off the machine — not off a clipboard walkaround. Geofences match machines to job sites, and equipment hours post to the job as cost, automatically.

The result is an equipment ledger the estimator can trust: which machines worked which jobs, for how many hours, at what internal rate — utilization you can see, and ownership cost that actually lands on the work that consumed it.

Who lives here: the equipment manager and the shop.
Feeds → TF–300 equipment cost by job → TF–100 real machine rates for the next bid.

Illustrative — not fleet data

TF–800 · Ledger Where month-end double entry lived

Accounting sync

TradeFlo Pro is the operational source of truth; your accounting system stays the book of record. The sync runs one direction — jobs, invoices, bills, and payments flow from the platform to the ledger, adding and updating but never deleting — so your accountant's world stays clean and nothing in the ledger gets silently rewritten.

Sage 100 Contractor is live today, running in production with our design-partner contractor. QuickBooks Online and QuickBooks Desktop adapters are built on the same sync engine. You don't change accounting systems to change operations systems.

Who lives here: the controller — mostly to confirm it already matches.
Receives from TF–400 invoices · TF–500 payroll · TF–600 bills.
  • Sage 100 Contractor — live
    Running in production today, not on a roadmap slide.
  • QuickBooks Online & Desktop
    Adapters built on the same engine, for shops that run on Intuit.
  • Adds and updates, never removes
    One-way flow to the ledger — your books never lose a record to a sync.
Eight modules, one database

See it on
your own jobs.

Start free and walk the whole chain — estimate to pay app — with your own cost codes, or ask us anything at [email protected].

Start free Sign in
Early access · Sign in with your Microsoft account