Construction ERP in Action: Phoenix Renovation’s Success Story with Acumatica Cloud ERP

Phoenix Renovation and Restoration, based in Kansas, has a mission far greater than repairing damaged properties—it’s about restoring hope. Whether it’s a home destroyed by a fire, a business flooded by a storm, or a roof torn off by a tornado, Phoenix steps in when people are at their most vulnerable.

Handling over 1,000 projects annually, Phoenix Renovation employs a full-time team of 50 and hundreds of subcontractors to manage restoration and remediation work. From water mitigation and mold remediation to structural repairs, their work requires precise coordination, communication, and speed.

However, their outdated systems and manual processes were creating significant challenges that threatened to derail their growth and customer satisfaction.

The Challenges: Disconnected Systems and Operational Inefficiencies
 

Phoenix Renovation’s operations were hampered by outdated tools and processes that couldn’t keep pace with their growing workload:
 

Outdated Systems and Limited Access
 

The company relied on QuickBooks for financials, spreadsheets for project management, and a separate CRM for customer data. These tools didn’t integrate, leaving employees struggling to track and manage data across systems.

User limitations in QuickBooks further exacerbated the problem. With only 7 or 8 seat licenses, many employees couldn’t access the information they needed to make timely decisions.
 

Paper-Heavy Workflows
 

Managing insurance claims, receipts, and approvals on paper created significant delays and increased the likelihood of errors. Field teams and project managers were often forced to be reactionary rather than proactive, as they lacked access to real-time data. 

This lack of integration made it difficult for the team to stay aligned, leading to disjointed and siloed processes. From an administrative standpoint, this fragmentation caused confusion and hindered efficient project management.
 

Delayed Financial Processes
 

Month-end close took over 45 days due to manual reconciliations and the need to wait for receipts and backup documentation from field teams.

Siloed CRM and Limited Field Access
 

The company’s disconnected CRM system failed to deliver reliable, real-time data to the field staff, creating significant inefficiencies. New jobs or claims had to be manually imported into QuickBooks, which field teams couldn’t access, further complicating workflows. 

As a result, field staff had to depend on the administrative team for project financial reports, which were often outdated by the time they were shared.

Additionally, the company relied heavily on Excel to bridge gaps between systems, leading to further delays. Reports were often generated from scanned or hard-copy documents, making the data outdated and ineffective for timely decision-making. 

This lack of integration caused project managers to work in silos, struggling to manage financial details accurately and leaving the company unable to quickly identify or address discrepancies.

The Search for a Scalable ERP Solution

Recognising the urgent need for modernisation, Phoenix Renovation began evaluating ERP solutions that could unify their operations and support their growth. Their goals included:
 

✔️ Moving to a cloud-based platform to enable remote access for field teams.
 

✔️ Reducing reliance on paper processes.
 

✔️ Implementing construction-specific features like WIP reporting and AIA invoicing.
 

✔️ Automating workflows to improve efficiency.
 

✔️ Ensuring scalability with an unlimited user model to eliminate licensing limitations.
 

They considered several options, including Sage Intacct, Epicor, Microsoft Dynamics, and Zoho. However, most of these platforms were ruled out due to high costs, limited flexibility, or lack of construction-specific functionality.

Attending the Acumatica Summit was the final deciding factor. The Phoenix team met with Acumatica executives, developers, and other construction companies, gaining confidence in the platform’s capabilities and support network.

The Transformation: Phoenix Renovation’s New Era with Acumatica
 

Implementing Acumatica Construction Edition marked a turning point for Phoenix Renovation. By unifying its financial, project management, and customer relationship operations into a single cloud-based platform, the company eliminated inefficiencies and gained the real-time visibility needed to streamline processes and deliver better service.

Unified Operations and Real-Time Data
 

Acumatica integrated financials, project management, and CRM into one cohesive platform, accessible to everyone from executives to field teams. This integration replaced the previously fragmented systems that relied heavily on manual processes and outdated data.

Real-time visibility into operations became a game-changer, allowing teams to access accurate, up-to-date information anytime, anywhere. This enhanced transparency helped Phoenix identify potential issues early, track project progress more effectively, and make informed decisions with confidence.

Additionally, the centralised data provided deeper insights into profitability by project type and client, helping the company focus its resources on its most valuable opportunities.

This visibility allowed Phoenix to make informed decisions and identify issues before they escalated.
 

Streamlined Financial Processes
 

Acumatica automated labour-intensive workflows and replaced paper-based approvals with digital processes, significantly reducing administrative overhead. Month-end close times, which previously took over 45 days due to manual reconciliations, were slashed to a fraction of that time.

The improved cash flow management was one of the most significant outcomes. With streamlined invoicing and expense tracking, Phoenix no longer needed to rely on its line of credit and achieved its longest cash flow positive period in 22 years.

The unified system also made it possible to consolidate branch financials effortlessly, eliminating the need for time-consuming manual reporting.
 

Mobile Access for Field Teams
 

With Acumatica’s mobile app, Phoenix’s field teams gained instant access to critical project data from job sites. Submitting receipts, approving expenses, and reviewing project progress could now be done in real-time.
 

This mobile-first capability enabled Phoenix’s team to operate proactively, reducing risks and delays associated with outdated or incomplete information. Field teams were empowered to respond to situations quickly, ensuring projects stayed on track and customers remained satisfied.
 

Construction-Specific Features
 

Phoenix Renovation leveraged Acumatica’s powerful construction-specific tools to streamline project management. 

Key features included:
 

✅ AIA Invoicing and WIP Reporting: Essential for construction businesses, these tools provide precise visibility into project costs, revenue recognition, and compliance management.
 

✅ Subcontractor Management: The system tracked over 300 active subcontractors, ensuring vendor compliance and providing real-time insights into contract statuses and insurance certificates.
 

✅ Integrated Asset and Expense Management: The seamless connection with WorkMax enabled efficient time tracking, asset management, and expense reporting.
 

These features allowed Phoenix to align its processes with industry best practices and manage projects with greater accuracy and efficiency.

Connected CRM and Improved Customer Relationships
 

Acumatica’s built-in CRM provided Phoenix with a comprehensive view of customer interactions, allowing them to consolidate and analyse data from all stages of the customer journey.

With the ability to track referrals and identify high-value clients like insurance carriers, property managers, and municipalities, Phoenix was able to strengthen key relationships and develop targeted marketing strategies.

The system’s user-defined fields and custom workflows also streamlined communication with insurance carriers and helped the company better understand trends in project outcomes, enabling continuous improvement in customer service.

Unlocked Scalability
 

Acumatica’s unlimited user model and robust functionality provided Phoenix with a platform that can scale as they expand their service area or add new branches.

By shifting to data-driven decision-making, Phoenix replaced guesswork with actionable insights, allowing them to focus on growth while maintaining full operational transparency.

Positioned for the Future
 

With Acumatica, Phoenix Renovation has a scalable, future-proof platform to support continued growth. The company is now exploring features like customer portals, which could provide clients with direct access to project updates, billing information, and other key data, further enhancing the customer experience.
 

The ability to quickly add new branches, onboard employees, or expand into new service areas gives Phoenix the flexibility to pursue strategic opportunities while maintaining operational excellence.
 

Ready to Transform Your Construction Business?
 

At AcuPower, we specialise in helping construction companies like Phoenix Renovation modernise operations with Acumatica. With a team of 60+ experts and years of experience, we’ll guide you every step of the way—from consultation to implementation and beyond. Contact us today to start your ERP journey.

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