How TriCrest Streamlines Multi-Million Dollar Projects and Reclaims 10 Hours a Week with Adaptive + Procore

TriCrest Homes is known for delivering some of the most architecturally ambitious, impeccably crafted homes in the Washington, D.C. region. With over 15 years in business, they focus exclusively on luxury custom builds that range from $6 million to $12 million in value. Under founder Chris Soteropoulos’s leadership, TriCrest has earned a reputation not just for beautiful homes, but for a deeply personal client experience from lot selection to final walkthrough.

The Challenge

As their projects grew in scale, TriCrest found themselves stuck with outdated, manual accounting processes that weren’t keeping up with the complexity of their builds, especially cost-plus.

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“Manual bookkeeping was killing us,” said Chris. “We were snapping photos of receipts, manually entering them in folders, tracking them in spreadsheets, then coding them in QuickBooks. It was inefficient and error-prone. We dreaded it every single week.”

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Worse, those errors had real financial consequences. Receipts went missing. Costs were mis-coded. And on cost-plus jobs, TriCrest would end up eating client expenses due to poor documentation.

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“It wasn’t just tedious. It was costing us money,” Chris added. “We were buying materials for clients and not recouping the cost. That’s not a sustainable model.”

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On the payables side, the team was writing checks and processing ACH payments manually, adding hours of administrative overhead each week.

The Solution: Adaptive + Procore + QuickBooks

What started as a simple search for a better receipt capture tool turned into a complete transformation of TriCrest’s accounting workflow.

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“We stumbled onto Adaptive thinking it would just help with receipts. But when we saw everything it could do, we were blown away,” said Chris. “It was a diamond in the rough.”

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Now, TriCrest uses Adaptive to:

• Automate receipt capture from the field in real-time
• Sync commitments and invoices directly from Procore
• Eliminate manual coding and reconciliation
• Digitize payments across vendors
• Keep budgets in sync across platforms

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Procore Integration as a Game-Changer

With Adaptive and Procore, TriCrest now has real-time visibility and control.

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“Our commitments are locked in Procore. When bills come in through Adaptive, if they’re not tied to a commitment, we know something’s off. That accountability keeps everything clean,” Chris explained.

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Accountability at the Core

Adaptive doesn’t just automate workflows… it enforces them. Every transaction must be coded to a job and matched to the budget. That structure has eliminated guesswork and made every team member more accountable.

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“In the past, receipts were uploaded once a week if we were lucky,” Chris said. “Now, our supers upload at the point of purchase. Adaptive keeps everyone accountable in real time, and that’s a game-changer for our cost-plus jobs.”

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The Results

Since adopting Adaptive, TriCrest has seen major improvements across the business:

• 6–10 hours saved weekly on receipt capture, coding, and payables
• Clean, real-time job costing across QBO + Procore, with no manual reconciliation
• Increased profitability on cost-plus jobs by eliminating missed receipts and mis-coded expenses
• Faster audits — what used to take hours now takes minutes
• Confidence to take on more cost-plus projects without adding overhead

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“We used to audit cost-plus jobs by printing spreadsheets and matching each transaction by hand,” said Chris. “Now, everything is synced. We run a report, and it matches Procore in real-time. That alone saves us hours and hours each month.”

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And for field staff?

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“It’s simple. Site supers just upload receipts at the time of purchase. Done. No more Friday panic trying to remember what that $312 charge was for.”

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The Takeaway

For high-end builders managing complex cost-plus work, Adaptive isn’t just a tool. It’s a game-changer.

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Chris and his team now operate with tighter controls, greater visibility, and less overhead. They don’t spend time chasing paperwork or fixing mistakes. They spend it building luxury homes and growing the business.

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“Adaptive isn’t just about saving time—it’s about building confidence. It ties everything together across Procore and QuickBooks, keeps our teams accountable, and gives us the visibility we need to run smarter and scale faster.”

Advice to Other Builders?

“Adaptive streamlines your accounting, creates efficiencies across platforms, and holds your team accountable. You’ll spend less time in QuickBooks and more time growing your business,” says Chris. “Try it. You’ll see the value instantly.”

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