A construction company that launches projects from the field in minutes

The challenge

The client is a construction company delivering apartment and multi-unit buildings in New York. Projects often start in the field, during a site visit or close to signing, and the company wanted to launch them right away and the same way every time, without waiting on the office.

What was in the way

• The whole operation ran on Google Sheets.
• Spreadsheets, folders, permits, budgets and bidding trackers were set up by hand for every project.
• Every launch waited on office staff.
• Naming and folder structure varied from project to project.

The system we designed

We built an intake form that works from a phone. Submitting it sends the answers to Make.com, which builds the project in ClickUp from the template that matches them, with tasks and lists for each department: finance, bidding, budget and project management. At the same time it creates the full OneDrive folder hierarchy with a standard naming convention, mirrors it in ClickUp, and writes each shared folder link into the matching task.

Properties with two filings, meaning two addresses, two permits and two budgets, are recognized automatically and get a second, parallel set of folders and processes. The system was delivered in two iterations: the first proved the sequencing, and the second is the production build.

Key automations and integrations

• Form to project: the right ClickUp template, chosen from the intake answers.
• OneDrive folder trees: standard names, created on every launch.
• Linked folders: shared links are written into tasks, ready to send to subcontractors and bidders.
• Department structure: each department has its own tasks, lists, folders and custom fields.
• Two-filing logic: a parallel set of folders and processes is created where a property needs it.
• Ongoing syncs: budget, bidding and finance stay in sync, and milestones update on their own.

The impact

• Deploying a new project went from hours of manual setup to minutes.
• 87 projects launched through the intake form by August 2026, with more than 1,300 automation runs behind them.
• Projects launch from the road, without waiting on the office.
• Every project follows the same structure and naming, and folders reach subcontractors from ClickUp in a click.

Why it scales

Templates, a standard folder hierarchy and department-level logic let the same team run far more projects at once. A new type of project is a new template, not a new process.