How a $20M Luxury Homebuilder Saved 30 Staff Hours per Week with Adaptive
Bean Co Homes streamlined draw prep, cut 30 staff hours weekly, and unlocked real-time job costing visibility.
Approachable Luxury, Built on Efficiency
Bean Co Homes, a Dallas-based custom home builder founded by husband-and-wife duo Brad and Megan Bean, has built a reputation for “approachable luxury” homes across North Texas. Their projects average $3 million and 6,000 sq. ft., with total annual revenue upwards of $20 million.
But as their portfolio grew, their accounting processes didn’t scale. Manual data entry, third-party waiver management, and day-long draw prep created constant bottlenecks that slowed growth.
The Challenge: Draws and Bill Entry Eating Up Entire Days
Despite having a director of accounting and an AP clerk, Bean Co’s financial workflows were bogged down by repetitive, error-prone tasks. The biggest pain point was “draw day.” Every two weeks, Brad and his office team would spend nearly a full day pulling bills, reconciling them against budgets, and assembling draw packages for clients.
“As a team, we dreaded draw prep. It could take an entire day,” recalls Brad. “Time is money, and we were burning a lot of both.”
On top of that, everyday accounting was no smoother:
- Vendors forwarded invoices and receipts into a central inbox.
- The bookkeeper downloaded each file one by one.
- Every invoice was re-entered and manually coded in QuickBooks.
- Lien waivers were managed separately in a third-party tool.
The result: delayed budget visibility, mounting staff workload, and limited ability to take on more projects without expanding the back office.
Why Bean Co Chose Adaptive
For Brad, two pain points stood out above all:
- Draw day was a nightmare. Every two weeks, he and his team spent nearly a full day creating draw packages. “As soon as I saw you could create draws in a few clicks, I said, ‘Now we’re talking. That saves me money.’”
- Bill entry was clunky and error-prone. Invoices were downloaded, re-entered, and manually coded- a process Brad described as “slow, time-consuming, and full of mistakes.”
Adaptive solved both problems with one platform:
- Draw packages in minutes instead of hours, fully reconciled and client-ready.
- Automated bill and receipt processing, with AI handling job and cost coding.
- Two-way QuickBooks sync, eliminating duplicate entry and keeping budgets current in real time.
- Integrated lien waivers, built directly into the workflow without third-party tools.
“It was the whole package,” Brad explained. “No other option gave us end-to-end control. Once Adaptive added lien waivers, it became the complete financial operating system we needed.”
The Results: Doubling Volume Without Adding Headcount
The impact was immediate and measurable:
- 30 hours per week saved across the project management team (nearly a full-time role’s capacity recovered).
- Scaled without headcount- Bean Co doubled project volume without hiring additional accounting staff.
- Draw prep time cut from a full day to minutes, enabling faster billing and stronger cash flow.
- Leadership gained real-time job cost visibility their project management system couldn’t deliver.
“We basically stopped using the budgeting function in our project management software,” Brad added. “Adaptive gave us real-time job costing that our old tools never could.”
The Takeaway
For Bean Co Homes, Adaptive turned accounting from a growth bottleneck into a strategic advantage.
“I can’t believe we did what we did before Adaptive. It was archaic,” Brad said. “Adaptive advanced us lightyears in a matter of weeks.”
And for other builders still relying on manual systems? Brad’s advice is blunt:
“Don’t be a dumb ass.”
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