How Luxury Home Builder Quinndico Cut Their Draw Process from 3 Days to 3 Hours with Adaptive

Quinndico Custom Home Builders builds high-end custom homes and handles ongoing estate management projects for luxury clients across New York. With dozens of jobs in motion at once and a mix of big-ticket builds and quick-turn service work, their financial operations need to be fast, accurate, and flexible.

Aimee Roden, their bookkeeper and QuickBooks ProAdvisor, came in to modernize a system that was still running on spreadsheets. “They were doing check registers in Excel. Everything was manual. We needed to get out of the past.”

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The Challenge: Manual Work Was Bottlenecking Billing

Before Adaptive, Aimee was juggling disconnected spreadsheets, paper receipts, and labor-intensive draw prep processes. Billing wasn’t just slow, it was error-prone and vulnerable during client or CPA reviews.

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“I had to subtotal vendor invoices by code in Excel, manually enter everything into an AIA, and track down backup after the fact. I knew there had to be a better way… and Adaptive turned out to be the software I had in my head,” says Aimee.

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The major pain points in the back office were all related to the manual processes that required constant babysitting and followup.

• Draws took 3–4 days to compile
• Lien waivers, COIs, and vendor docs required manual tracking and follow-ups
• Lack of visibility and clean documentation for their clients.
• Receipts from the field often never made it into the books
• Billing lag delayed cash flow and created friction between field and office

The Solution: Adaptive + QuickBooks Online

Aimee chose Adaptive after seeing how it integrated with QuickBooks Online and automated the workflows she had been manually piecing together. “As soon as I saw the demo, I knew this was it. Adaptive did exactly what I had imagined was possible.”

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• Draw automation with backup and AIA formatting
• Receipt capture via mobile from supers in the field
• Two-way QuickBooks sync for clean books and reconciliations
• COI, W-9, and lien waiver automation tied to payments
• Job costing and budget visibility tied to PM coding workflows

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The Results: From Spreadsheet Chaos to Bulletproof Draws

“We’re not holding up billing anymore,” says Aimee. “Adaptive made us faster, more accurate, and way more transparent.”

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Not only is Quinndico saving serious time, but they are also getting paid faster while giving their clients and their team full visibility.

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• Draw prep time cut from 3–4 days to just 3–4 hours.
• 4+ AIAs completed per day, up from just one.
• Receipts captured instantly in the field. No more missing documents.
• Full visibility for PMs. They now code against real-time budgets.
• Cleaner audits and client reviews.“They used to tear our AIAs apart. Now? They can’t find anything wrong.”
• Improved cash flow by getting invoices out faster.

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“Everything’s in one place, right down to the parking receipts. The homeowners see it, the accounting firm sees it, and there’s nothing to question anymore.”

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The Takeaway:

Adaptive is the system that finally closes the gap between field, finance, and draw prep. “We’re no longer chasing down coding or backup. Adaptive flipped the workflow… we’re not the bottleneck anymore. We’re out in front.”

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For a high-end builder like Quinndico juggling custom projects and ongoing estate work, time saved is money earned, and accuracy means trust. Adaptive gives them both.

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Aimee’s Advice to Other Builders?

“You don’t know what you don’t know. I looked at a lot of software, and nothing did what Adaptive does, especially for the price. It’s like adding another full-time team member without the overhead.”

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