Building Success: How Coastal Edge Construction Transformed Their Business with All-in-One Project Management Software
"We didn't just get software—we got a full-blown business operating system and a team that runs it with us."
— Alex Ramirez, CEO of Coastal Edge Construction
🚀 Key Takeaways
Benefit Old Way New Way Lead Management Manual emails & follow-ups All your leads in one easy-to-track place Project Oversight Spreadsheets & texts Centralized dashboard with tasks, Gantt charts, and support Client Communication No transparency Clients track progress on their own portal Business Efficiency Disjointed tools One platform managed by AI + humans Marketing & Growth Inconsistent AI-supported task automation and insights
Before the Shift
Coastal Edge Construction was growing fast—but behind the scenes, their systems were a mess:
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📊 Estimating done in Excel
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📧 Customer communication scattered across email and phone
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🔧 Projects tracked on whiteboards and sticky notes
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🧾 Invoices managed manually
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🧍♂️ Teams overworked, under-coordinated
But that was just the surface. Deeper pain points made every project more chaotic than it needed to be:
😤 Real Problems Holding Them Back
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Leads were slipping through the cracks — no centralized way to see who came in, what they needed, or where they were in the pipeline
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Inconsistent proposals and pricing — every rep had their own version, leading to confusion and rework
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Missed deadlines and project drift — without visual timelines or task accountability, things got lost
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Unclear profitability per project — without real-time tracking, they had no idea what was making or costing money
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Clients constantly asking for updates — because they had no portal to track progress
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Team burnout — hours wasted chasing invoices, sending updates, and repeating tasks that could’ve been automated
It was costing them time, money, and growth opportunities.
Everything Changed with One Platform—and One New Partnership
They adopted an all-in-one project management software—and then upgraded to the Pro tier, which changed everything.
🧠 Meet Their New Secret Weapon
Now, Coastal Edge is supported 24/7 by a team of real human experts and AI automation agents who manage the platform for them via an integrated chat system.
This duo handles:
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📥 All your leads in one easy-to-track place
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🧾 Pipeline movement and invoicing
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📢 Social media scheduling and marketing insights
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🔁 Task automation and team reminders
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📈 Custom reports for sales and ops
A company of 10 people now operates like a team of 100—without burnout or delays.
🔄 From Lead to Proposal: Smooth as Steel
It starts with the Estimate Request form on their site—each submission generates a Lead in the system. AI agents qualify and route leads automatically, while ensuring all lead data is captured and stored in one central location for full visibility.
The rep moves it through the Sales pipeline, generates an Proposal, and converts them to a Customer in one click.
Meanwhile, your AI assistant is:
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Organizing contacts and communications
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Reminding sales reps to follow up
🧾 From Contract to Cashflow
Upon approval, a Contract is automatically created and stored. Based on the contract type, the platform issues:
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A single or multiple invoices
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Or a recurring Subscription
And if the client delays payment? The AI agent sends polite reminders, so your team doesn’t have to.
🏗 Projects Managed Like Clockwork
Every signed job becomes a Project:
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Milestones visualized in a Gantt chart
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Tasks auto-assigned based on role
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Clients track every stage in their personal dashboard
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Support tickets? Routed, tagged, and resolved through the Support module
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FAQs and SOPs handled via the Knowledge Base
📊 Reports + Results That Actually Matter
From the Reports tab, executives can view:
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Lead-to-sale conversion rates
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Average project duration
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Expense vs revenue trends
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Marketing ROI
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Team performance
Your AI assistant customizes these reports and drops insights straight into chat with clear next steps.
The Future of Construction is Here
📈 What Coastal Edge Gained
Area Result Lead Organization All leads organized in one place Invoicing 3x faster invoice completion and delivery Project Speed -25% in average project duration Payments 100% digital with faster collections Team Efficiency Staff freed from admin tasks Client Satisfaction Up due to transparent dashboards
Final Word: Software Alone Isn’t Enough
The magic wasn’t just the tool—it was the expert support system Coastal Edge got with it.
Real humans + AI agents now help them manage the entire platform. They’re not just more efficient—they’re more profitable, proactive, and future-proof.
If you’re a growing construction firm ready to scale, it’s time to stop duct-taping your backend and run your business like it’s already 10x larger.