Trackmint User Flows — General Contractor Pack

Date: July 18, 2026 · Companion to the PRD (doc 05), the use cases (doc 08), and the profession map (notes/profession-map.md, construction section #11).

Status: roadmap concept. The General Contractor pack does not exist in the prototype or the mobile app yet. These flows describe how the existing Trackmint engine — the one already running the Software Dev and Legal packs — would be re-skinned and extended for small construction firms. Everything below the Basic tier reuses shipped engine features; the AI document flows (GC-04, GC-08, GC-09, GC-10) are new extraction and form targets that would ride the same pipeline built for bankruptcy petitions.

Why construction

The core Trackmint idea — the work you track is the work you bill — is almost a literal description of construction. A GC tracks jobs and phases, logs crew hours, buys materials, and bills the client by progress. Today the 919K US construction firms (~$2.1T in structures put in place) are mostly small, and the profession map shows the software gap: Procore/Levelset are enterprise-priced ($500M-acquisition territory, rules engines not AI), LCPtracker makes certified payroll a manual re-keying job, and QuickBooks knows money but has no board and no jobs. Most small GCs run the job side on paper, whiteboards, and text messages.

The pack renames the engine: the Sprint Board becomes the Job Board (columns: Estimate → Scheduled → In Progress → Punch List → Complete), work items are jobs, phases, and tasks, clients are property owners or the GC above you (subs can use the same pack), and the team is crew + subcontractors. The money module maps to job budgets, labor hours at crew rates, material/equipment expenses, and progress invoices. The AI document module gets construction-specific targets: receipts → job costs, COI reading and expiry tracking, statutory lien waivers, AIA-style G702/G703 pay applications, and WH-347 certified payroll.

Cast used throughout: Mike (owner of a 4-person GC firm), his crew of 3 (Luis, Tom, Ana), electrical sub ProElectric, and two clients: the Johnson residence (kitchen/bath remodel, fixed budget) and the City library job (public works, Davis-Bacon wages, certified payroll required).

A note on forms: AIA contract documents (G702/G703) are copyrighted by the American Institute of Architects. Trackmint generates “AIA-style” pay applications in its own layout, or fills forms the contractor already owns/licenses and uploads — it does not reproduce AIA forms. Lien waiver wording is statutory in ~12 states (e.g., California Civil Code §8132–8138 prescribes the exact conditional/unconditional text); Trackmint uses the state’s statutory language where one exists.

GC-01 — Estimate becomes a job - Actor / Trigger: Mike (owner). The Johnsons accept his $42,000 remodel estimate. - Steps: 1. Mike opens the Job Board and taps + New Job; picks the “Residential remodel” template. 2. He enters client (Johnson residence), job budget ($42,000), and start date; the template seeds phase cards: Demo, Rough-in, Drywall, Finish, Punch List. 3. Each phase card carries an hour estimate and a materials allowance from the estimate; Mike adjusts Demo to 24h. 4. He taps Create — the job lands in the Estimate column with a live budget bar at $0 of $42,000. 5. When the contract is signed, Mike drags the job card to Scheduled. - Outcome: The accepted estimate is now a tracked job with phases, hour estimates, and a budget — the same object every later flow bills against. - Tier: Basic. - Why competitors fail here: Procore is priced and shaped for enterprise GCs; QuickBooks holds the $42,000 but has no board, phases, or job cards — so most of the 919K mostly-small firms keep this on paper.

GC-02 — Schedule the week - Actor / Trigger: Mike, Sunday evening, planning Monday–Friday. - Steps: 1. Mike opens the Job Board filtered to Scheduled and In Progress. 2. On the Johnson “Rough-in” phase he opens task cards (“Plumbing rough,” “Frame pantry wall”) and assigns Luis and Tom with due dates. 3. He assigns Ana to the City library job’s “Shelving demo” task for Mon–Wed. 4. He adds ProElectric to the Johnson “Electrical rough” task as a subcontractor assignee — which triggers the COI check in GC-08. 5. The Workload view shows each person’s assigned hours for the week; Tom is at 46h, so Mike moves one task to next week. 6. Crew members see their week on their phones Monday morning. - Outcome: Every crew member and sub knows what job, what task, what day — no group-text scheduling. - Tier: Basic. - Why competitors fail here: Jira/Asana can schedule but know nothing about jobs, subs, or crew cost; Procore does it at enterprise price; the paper alternative is a whiteboard photo texted to the crew.

GC-03 — Crew logs hours from the phone - Actor / Trigger: Luis (crew), arriving at the Johnson site at 7:00 am. - Steps: 1. Luis opens the Trackmint mobile app; his assigned task “Plumbing rough” is on top of My Day. 2. He taps ▶ Start timer. The timer runs server-synced in the header while he works (the PRD’s B1 requirement: state never resets, even on mobile). 3. The site basement has no signal; the timer keeps running offline and queues the entry locally. 4. At lunch he stops the timer — 4h 55m logged to the Johnson job’s Rough-in phase at his $48/h crew cost rate; the entry syncs when he’s back in coverage. 5. In the afternoon Ana forgets her timer at the library job; at 4 pm she adds a manual entry, “Shelving demo — 6h,” backdated to 9 am. 6. Mike sees the day’s hours land on each job’s budget bar in near-real time. - Outcome: Labor hours hit the correct job and phase the day they happen — the raw material for job costing (GC-05), invoicing (GC-07), and certified payroll (GC-10). - Tier: Mid. - Why competitors fail here: This is paper timesheets keyed into QuickBooks on Friday for most small firms; the tools that do site time capture (Procore + integrations) are enterprise-priced, and generic timer apps don’t know which job or phase the hours belong to.

GC-04 — Scan supplier receipts into job costs - Actor / Trigger: Mike, in the truck outside the lumber yard with a $1,286.44 receipt. - Steps: 1. Mike opens Documents (AI) on mobile and photographs the receipt with the camera capture flow. 2. The AI extracts vendor (Coastal Building Supply), amount ($1,286.44), date, and line categories (lumber, fasteners) — same extraction pipeline that reads bank statements in the Legal pack. 3. It matches the purchase to the Johnson job, Rough-in phase at 81% confidence based on the delivery address and Mike’s recent activity; the match is flagged for review per PR8. 4. Mike confirms the job match and taps Save as job cost. 5. The expense appears on the Johnson budget bar under Materials and in the unbilled pile for the next progress invoice. 6. Later that week the AI processes an emailed supplier invoice PDF from ProElectric’s wholesaler the same way. - Outcome: Materials cost lands on the right job the day it’s spent, not at month-end from a shoebox of receipts. - Tier: Advanced (metered per document, per PM5). - Why competitors fail here: QuickBooks scans receipts but can’t cost them to a phase card on a board; Procore’s cost tools assume an accounting department; small GCs literally keep receipts in the truck.

GC-05 — Watch job profitability - Actor / Trigger: Mike, mid-job, opening the Johnson job’s Budget tab. - Steps: 1. The budget bar shows $42,000 total: $14,720 labor (logged hours × crew rates, from GC-03) + $19,900 materials (from GC-04) = $34,620 committed — the bar is amber at 82%. 2. Mike drills into the phase breakdown: Rough-in ran 18h over estimate because of hidden knob-and-tube wiring. 3. The projection line shows that finishing the remaining phases at current burn puts the job at $45,300 — $3,300 over. 4. Mike decides: eat the overrun, or get a change order. The wiring was unforeseeable, so he taps Create change order (→ GC-06). - Outcome: Mike learns he’s heading over budget while there’s still time to act — not from his accountant two months after the job closes. - Tier: Mid. - Why competitors fail here: This is the exact “no way to check whether you are about to exceed the budget” complaint from the PracticePanther research, transplanted: QuickBooks job costing is backward-looking, Procore’s forecasting is enterprise-priced, and paper gives no warning at all.

GC-06 — Change order - Actor / Trigger: Mike; the Johnsons verbally agree to pay for the wiring surprise. - Steps: 1. From the Johnson job, Mike taps Change orders → New and describes the added scope: “Replace knob-and-tube circuits found in west wall — $3,800.” 2. Trackmint drafts CO-001 with scope, price, and schedule impact (+3 days); Mike sends it to the Johnsons through the client portal. 3. Mrs. Johnson reviews and taps Approve on her phone (portal users are free, per PM9); the approval is timestamped. 4. The job budget updates to $45,800, but CO-001 is tracked as its own line — the budget bar shows base contract vs change orders separately. 5. A new task card “CO-001 wiring replacement” appears in the Rough-in phase, and its hours/materials cost against the CO line. 6. CO-001 automatically appears as an add line on the next progress invoice (GC-07). - Outcome: Approved scope change is documented, priced, client-signed, and flows into both the budget and the next bill — no “we discussed this on site” disputes. - Tier: Mid. - Why competitors fail here: For small GCs this is a handshake and a forgotten text thread; Procore handles COs but at enterprise price; QuickBooks can invoice the $3,800 but keeps no record of what was approved or why the budget moved.

GC-07 — Progress invoice / AIA-style pay application - Actor / Trigger: Mike, end of month, billing the Johnsons for work in place. - Steps: 1. On Invoices, Trackmint shows the Johnson job’s percent complete by phase, computed from logged hours and confirmed costs: Demo 100%, Rough-in 100%, Drywall 40%. 2. Mike taps Draft progress invoice; Trackmint proposes billing $21,400 — work completed this period plus CO-001’s completed portion, minus 10% retainage per the contract terms. 3. Mike reviews the schedule-of-values-style breakdown (per-phase: scheduled value, previously billed, this period, retainage) and adjusts Drywall to 35%. 4. Because the Johnsons’ lender wants a formal pay app, Mike toggles AIA-style pay application — Trackmint renders the same numbers as a G702/G703-style application and continuation sheet in Trackmint’s own layout (AIA forms are copyrighted; Trackmint can alternatively fill a contractor-provided licensed form). 5. He taps Send; the Johnsons get the invoice with an online payment link. 6. Payment arrives by ACH three days later; the invoice flips to Paid — which triggers the lien-waiver flow (GC-09). - Outcome: Percent-complete billing generated from actually-logged work, in the format the client’s lender expects, with retainage handled. - Tier: Mid (progress invoice) / Advanced (AIA-style pay app rendering). - Why competitors fail here: This is the doc-08 “no bridge from tracked work to a client invoice” gap in construction clothing — QuickBooks progress invoicing knows nothing about phases or logged hours, and the tools that do real pay apps (Procore, Levelset’s GCPay side) are priced for GCs 50× Mike’s size.

GC-08 — Subcontractor COI tracking - Actor / Trigger: Trackmint, when Mike assigns ProElectric to the Johnson electrical rough (GC-02, step 4). - Steps: 1. Trackmint checks ProElectric’s contact record and flags: “COI on file expires in 9 days — before their scheduled start.” 2. Mike taps Request updated COI; ProElectric gets a portal link and uploads the new ACORD 25 certificate PDF from their agent. 3. The AI reads the COI: carrier, policy numbers, GL and auto limits, workers’ comp, expiration dates, and whether Mike’s firm is named as certificate holder / additional insured — each field with a confidence score and source highlight per PR8. 4. Auto limit comes back at $500K against Mike’s $1M requirement; the field is flagged red. 5. Mike reviews, confirms the shortfall, and messages ProElectric through the portal; they upload a corrected COI the next day. 6. Trackmint stores the verified COI on ProElectric’s record, sets an expiry reminder 30 days out, and clears the schedule flag — ProElectric shows green on the board. - Outcome: No sub sets foot on site with lapsed or insufficient insurance, and Mike never re-keys a certificate. - Tier: Advanced. - Why competitors fail here: The profession map calls COI tracking for small subs an open niche — Procore-class compliance modules are enterprise-priced, insurance-side AI sells to carriers, and the small-GC reality is a folder of PDF certificates nobody re-checks until an audit or an accident.

GC-09 — Lien waiver on payment - Actor / Trigger: Trackmint, when the Johnsons’ $21,400 progress payment lands (GC-07, step 6). - Steps: 1. Trackmint prompts: “Payment received on Johnson progress invoice #3 — generate lien waiver?” 2. Mike taps yes. Trackmint knows the job is in California, so it uses the statutory conditional waiver and release on progress payment wording from Civil Code §8132 — the exact text the statute prescribes (~12 states mandate statutory wording; elsewhere Trackmint uses a reviewed standard template). 3. The waiver is pre-filled from job data: claimant, customer, job description, through-date, and the $21,400 amount; Mike reviews each field. 4. Because the ACH has actually cleared, Mike switches it to the unconditional progress-payment release (§8134) — Trackmint warns him what “unconditional” gives up before he confirms. 5. He signs electronically and sends it to the Johnsons via the portal; the executed waiver attaches to the job’s document trail. 6. Trackmint also tracks waivers inbound: it reminds Mike to collect ProElectric’s conditional waiver before releasing their progress payment. - Outcome: Correct state-specific waivers go out (and come in) tied to real payments — protecting Mike’s lien rights and his clients’ title. - Tier: Advanced. - Why competitors fail here: Levelset built a whole company on this and was acquired for $500M — then priced for enterprise; small GCs download waiver templates of unknown vintage from the internet, and getting statutory wording wrong can void the waiver or the lien rights.

GC-10 — Certified payroll for the city job - Actor / Trigger: Mike, Friday, closing the week on the City library job (public works, Davis-Bacon). - Steps: 1. On the library job, Mike opens Compliance → Certified payroll and picks the week ending 7/17. 2. Trackmint pulls every crew hour logged to the job that week (GC-03): worker, work classification (from the task’s trade tag), daily hours, straight time vs overtime. 3. It combines those with each worker’s payroll data on file — rate, fringe, deductions — and drafts federal form WH-347, one row per worker, plus the Statement of Compliance page. 4. Ana’s Wednesday shows 9 hours with no overtime split; the row is flagged for review. Mike corrects it to 8 ST + 1 OT. 5. He compares Luis’s rate against the wage determination on file; Trackmint flags that the laborer classification’s prevailing rate rose in the June modification — Mike confirms the updated rate (jurisdiction data is dated and versioned, mirroring PRD requirement A8). 6. Mike signs the Statement of Compliance and exports the packet as a PDF for submission to the city; the filed copy attaches to the job. - Outcome: The week’s already-logged hours become a submittable WH-347 in minutes, instead of an evening of re-keying — and the same log later supports any DOL audit. - Tier: Advanced (metered, per PM5). - Why competitors fail here: The profession map ranks WH-347 as the construction wedge precisely because LCPtracker — the incumbent — is manual keying into a portal, Procore’s answer is enterprise integrations, and small firms on government jobs do WH-347 by hand from paper timesheets every single week.

Summary table

Every flow above is a roadmap concept — nothing GC-specific is in the current prototype. But the table’s right column is the argument for building it: eight of ten flows are mostly re-skins of engine features that already ship in the Dev and Legal packs, and the two hardest (GC-09, GC-10) are exactly the “AI fills the official form from documents you already have” move the Legal pack proves. Per the profession map, WH-347 + COI for small subs is the ranked construction wedge; this pack is how Trackmint would cash it in.

End of document.