Stop Chasing Paperwork! How to Save 5+ Hours a Week
“It's not the load that breaks you down, it's the way you carry it.”
— Lou Holtz
Stop Chasing Paperwork! How to Save 5+ Hours a Week
For contractors, time on the job site is invaluable. But many find themselves spending just as much, if not more, time off-site managing paperwork and handling schedules.
On average, outdoor contractors lose more than 10 hours a week to admin work. You already know. That’s time that could be spent building valuable relationships, overseeing quality work, or even getting a head start on the next project.
Here’s a look at where that time typically goes, and how a few strategic systems can help cut it in half.
Where the Time Goes for Contractors
Some of the biggest time drains we’ve seen include:
Scheduling: Coordinating walkthroughs or job starts often takes multiple calls or texts, especially during peak season.
Invoicing: Sending invoices is just the start. Then comes the progress invoices, follow-ups resends, and checking in on late payments.
Client Communication: Keeping track of who needs an update, who hasn’t responded, or what was promised and when, can be a full-time job on its own.
Information Gathering: Searching for project notes, client requests, or material orders across texts, calls, and emails eats up more time than most realize.
What Helps: Simple Systems That Save Hours
Contractors who implement even a few admin support tools often reclaim several hours per week. Here are a few proven methods:
CRM: A customized CRM (Client Relationship Management) system keeps all job details, communications, and timelines in one place. This reduces the back-and-forth and makes it much more possible to stay organized, on the go. This CRM system can be different from your estimating system!
Automated Scheduling: Instead of manually coordinating every job or estimate visit, tools that let clients book available time slots directly can eliminate phone tag and miscommunication.
Routine Follow-Ups: Having a system (or a person) that regularly checks in on unpaid invoices, pending approvals, or missed calls ensures nothing falls through the cracks.
Pro Tip! Combine Tools Where Possible
Juggling multiple apps for scheduling, invoicing, emails, and leads? That’s time you don’t have to waste. Our Admin in a Box system, built specifically for contractors, combines everything into one easy-to-use platform. From tracking leads to sending invoices and automating follow-ups, it keeps your office organized so you can focus on the job site, not the paperwork.
Bottom Line: Reclaim Your Week
Even if you only recover 5 hours a week, that’s 20 hours a month. Enough time to take on another project, train your crew, or just get some breathing room in your schedule.
Whether you're managing a single crew or multiple teams across different sites, streamlining your admin tasks can reduce stress and improve how your business runs day to day.
If you’re considering support, virtual admin help tailored to contractor workflows can be a smart next step, but even on your own, these tools can make a big difference.
Interested in learning what systems might work best for your business? We’re always happy to share what’s working for others in the industry.
