Apparatus Contractor Services Streamlined Outsourced Job Costing & Billing with Adaptive
With Adaptive, Apparatus Contractor Services increased staff productivity by 43%- enabling them to serve 20+ more clients without adding headcount.
Founded in 2015, Apparatus Contractor Services delivers precision accounting and CFO services exclusively for contractors. Their mission: give construction entrepreneurs the tools, strategies, and financial clarity to grow highly profitable businesses, and live lives of freedom, purpose, and impact.
From day-one bookkeeping takeovers to strategic CFO advisory, Apparatus guides builders through a proven process to transform, stabilize, and scale their businesses. But as their client base grew, so did the manual workload, threatening their ability to take on more clients without adding headcount.
The Challenge
For contractors, accurate job costing is non-negotiable. But before Adaptive, Apparatus’s team was buried in manual workflows just to keep clients’ books current:
- Collecting and coding every bill, receipt, and statement from clients.
- Chasing project managers for job codes and cost codes.
- Confirming whether subcontractor work was complete before processing payment.
- Preparing complex draw schedules or AIA-style pay apps by exporting reports and manipulating data in Excel.
- Printing, mailing, and tracking lien waivers for compliance.
Each client demanded hours of repetitive, error-prone work. The result: 26–30 hours a month of bookkeeping for some accounts- time that made it impossible to scale profitably.
The Adaptive Difference
Apparatus rolled out Adaptive across its client base, starting with the most complex builders. Today, 75% of their clients run on Adaptive.
The results are clear:
- 43% increase in staff productivity. Each accountant can now manage 43% more client work than before.
- 20+ new clients onboarded without hiring additional staff.
- Streamlined draw prep and compliance, eliminating the lag that once delayed invoicing and payments.
- Improved client experience that enabled Apparatus to increase pricing while retaining clients.
Adaptive integrates directly with QuickBooks Online and project management systems, automatically syncing budgets, POs, change orders, and costs. By automating job costing, AP/AR, WIP reporting, and lien waiver management, Apparatus eliminated the manual bottlenecks that slowed growth.
Real Client Impact
One of their high-end builder clients was consistently behind on cost-plus billing in their CMS, delaying invoices and cash flow. With Adaptive, Apparatus automated the process: the builder now bills accurately every month, keeps cash flow steady, and has full confidence in their numbers.
In Their Words
“We would recommend Adaptive to any other accounting firm because it not only increased our productivity significantly, it’s increased our accuracy in every way. Clients feel the direct benefit of real-time job costing and the seamless workflows that Adaptive allows. Every client that we bring onto Adaptive is impressed and can’t imagine not having it.”
— Caitlin Brock, Technology Manager
Scaling Without Compromise
With Adaptive, Apparatus eliminated the manual grind that made growth unsustainable. Their team can now take on more clients, deliver more accurate job costing, and provide strategic advisory services- without sacrificing quality or overloading staff.
Ready for crystal clear financials without the headache?
Let us show you how Adaptive's AI-powered construction financial management software works in a brief 30 minute demo with someone from our team.
