How a Small High-End GC in Palm Beach Accelerated Cash Flow by 7–10 Days Without Adding Staff

Sloane Construction is a high-end residential contractor operating exclusively in Palm Beach County, Florida. With over four decades in business, they’ve built a reputation for delivering exceptional homes with precision and attention to detail. Their average project ranges between $4–10M, combining both new builds and extensive renovations.

The Challenge

Despite their experience and craftsmanship in the field, Sloane’s financial operations behind the scenes told a different story.

‍

“We had manual entry across the board, which meant errors. Subcontractors weren’t always billing accurately, receipts from field credit card purchases were missing, and our lien waiver and COI processes were labor-intensive,” said Jeremy Sloane, Vice President of Sloane Construction. “It felt like we were constantly playing catch-up.”

‍

With just one in-house bookkeeper, the team was feeling stretched, especially with three new multi-million dollar projects on the horizon.

The Breaking Point

Sloane tried implementing financials in another system to bring structure to their process, but it only made things more complicated. “It was a disaster,” Jeremy admitted. “It didn’t work with the systems we already had in place and required us to overhaul how we worked.”

‍

Because of this, the team was regularly sending out client draws on the 15th–20th of the month, nearly three weeks after period close. Cash flow was delayed, subs were waiting longer to get paid, and internal bottlenecks were putting growth at risk.

‍

They needed a solution that wouldn’t force them to reinvent their operations, but would still bring the automation and accuracy they were missing.

‍

The Solution

Sloane turned to Adaptive for its seamless integration with QuickBooks Online and intuitive design that complemented their existing workflows.

‍

Implementation was fast, simple, and aligned with how Sloane already worked.

‍

“I felt better onboarded in 3–4 months with Adaptive than I did in 4–5 years with our last system,” Jeremy said. “QuickBooks has always been our source of truth, and since Adaptive integrates with it directly, it just worked.”

‍

Crucially, Adaptive didn’t force them to overhaul their workflows. It made them better.

Key Features Used

• PO and approval workflows: Clear work orders enforce sub billing accuracy and eliminate rework
• Real-time job costing: Tracks percent-complete billing from subs
• Field receipt capture: Ensures no purchase is left out of job costing
• Compliance automation: COIs and lien waivers are tracked automatically

The Results

With Adaptive in place, Sloane didn’t just fix a broken process. They unlocked new bandwidth across the business.

• 7–10 days faster billing cycles: Client draws now go out by the first week of the month instead of the 15th–20th, accelerating cash flow and shortening the time Sloane floats project costs.
• Clean, reliable PO workflows: Subcontractors bill against accurate, scoped POs, with fewer revisions, fewer errors, and full audit trails for approval. The process now flows from field to finance without constant check-ins.
• Back-office scalability without new hires: Even with three new $6M+ projects launching, Sloane hasn’t needed to grow their team. Adaptive ensures the back-office workload doesn’t snowball.
• Real-time cost visibility: Costs are now tracked as they happen from the field, via email, or through AI receipt capture, keeping project budgets up to date and preventing costly surprises.

“Adaptive didn’t just help us move faster, it made the whole process cleaner, clearer, and more scalable.”

Why Implementation Was Different

Adaptive didn’t require Sloane to change their process. Instead, it let them evolve on their terms.

‍

Jeremy started with PO workflows and real-time job costing, and gradually expanded into other features. They were able to bite off what made sense, when it made sense.

‍

They also introduced simple guardrails around approvals: anything under $5,000 flows automatically; anything above triggers Jeremy’s review. That small adjustment alone has freed up dozens of hours without sacrificing control.

The Takeaway

For small teams managing big jobs, Adaptive is a force multiplier.

‍

Jeremy and his team don’t have the luxury of a large accounting department… but with Adaptive, they don’t need one. The platform streamlines the entire financial operation, from field receipts to draw packages, giving leadership the clarity to make faster decisions and the confidence to grow without burning out the team.

‍

“Adaptive is fast to onboard, easy to use, and makes your existing process smarter, not harder. It gives you the tools to do more with fewer people and avoid the mistakes that cost you time and money.”

Advice to Other Builders?

“It’s 100% worth it. Good software should adapt to your business, not the other way around. Adaptive lets us stay in control while improving everything we do.”

‍