Case Study — From Paper Chaos to Instant Approvals: Streamlining Forms for Mid-Size Contractors

Contractor
Mid-size General Contractor

Project

Commercial renovation across multiple sites (office + retail units)

Solution

GoBuid Platform includes:

• Custom Forms — no-code drag-and-drop builder for safety, AIA, QA/QC, and more
• Instant Submission & Approval — complete and sign forms on any device
• Form Tracking & Sharing — real-time status, full history, and automatic reminders

Issues

• Paper forms and email-based approvals often went missing or got buried in piles
• Admin staff had to manually follow up with engineers and PMs to collect signatures
• Projects stalled waiting for permits, PTWs, or inspection approvals
• No centralized view of which forms were pending, approved, or overdue

Goals

• Eliminate lost or delayed forms by moving all submissions into a single system
• Cut time spent chasing paperwork and approvals
• Increase accountability and visibility with auto-tracking and form history

Steps to Success

1. Form Migration & Setup

• Converted existing PTW, safety, and inspection templates into GoBuid’s drag-and-drop form builder

2. Role-Based Workflow Mapping

• Defined custom approval paths by form type (e.g., safety → PM → Director)

3. Training & Mobile Setup

• Set up mobile app with on-site guidance for site teams

4. Live Monitoring & Feedback Loop

• Reviewed forms completion rates and identified bottlenecks

Outcomes (first 30 days)

• 99% fewer lost forms, as all submissions and approvals now live in one place
• 60% reduction in admin workload, with automated reminders and real-time status
• 3× faster approvals, with most forms signed off within hours instead of days

Benefits

• No more bottlenecks due to lost forms or missing sign-offs
• Project-based full visibility across form status and approvals at any moment
• Cleaner audits & handovers with digital history for every form
• Less admin stress, more time spent on value-driving work
• Faster project momentum, thanks to faster approvals and smoother workflows

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