Job Description: JobTread Implementation & Workflow Automation Specialist (Contract or Part-Time) Company: The Basement Renovators (Calgary) Department: Operations / Project Delivery Reports to: Owner / Operations Lead Goal of the role: Set up JobTread end-to-end so our basement renovation projects run on a consistent, automated workflow—from lead → estimate/proposal → contract → schedule/to-dos → selections/change orders → invoicing/job costing—while improving client communication through the customer portal. Why we’re hiring this role JobTread is an “all-in-one” construction estimating + project management platform that can centralize budgets, documents, scheduling/to-dos, change orders, and client portals. It also supports workflow automations (e.g., automatically preload schedules/to-dos when a job is created, advance pipeline stages after signature, reminders, etc.). We want someone to configure this properly and tailor it to basement renovations so we fully utilize it (and don’t end up with “software we paid for but don’t use”). What JobTread can do (and what we want built) You’ll design and implement a JobTread system that uses these capabilities: Estimating & proposals: Build estimating structure and professional proposals/contracts so quoting is fast, consistent, and accurate. Customer portal: Central place for clients to access job documents, communication, invoices/billing, and project info. Selections & allowances: Create selection documents so clients can choose finishes/specs (including write-ins with uploads) and keep everything organized. Change orders: Generate change orders directly from budget items to avoid duplicate entry and improve accuracy. Templates (schedule + to-dos): Use JobTread’s template capabilities to standardize tasks and schedules across similar projects. Workflow automations: Automate handoffs and repetitive actions (e.g., preload schedule templates on job creation, reminders, pipeline updates after signature). Accounting integration: Set up QuickBooks Online sync to reduce double entry and keep job financials accurate. Integrations (Zapier / API): Connect JobTread with other tools if needed (forms, email, calendars, etc.) via Zapier and/or API. Responsibilities 1) Implementation & configuration Set up JobTread company settings, roles/permissions, teams, and project structure. Build a standard basement renovation pipeline (lead stages, required fields, gating rules, naming conventions). Configure customer portal experience (what clients see, when they see it, how communication and documents are organized). 2) Templates, catalog, and standardization Create a basement renovation template library: estimating structure + cost codes/categories proposal/contract templates schedule templates + dependencies (when applicable) job to-do templates with offsets relative to project start (checklists for each phase) Create “plug-and-play” templates for common project types (e.g., standard basement dev, legal suite, bathroom add-on). 3) Workflow automation (the core of this role) Build automations inside JobTread to reduce manual admin, such as: Apply a prebuilt to-do list when a lead is added or job is created. Preload schedule templates automatically when a new job is created. Advance pipeline stages when proposals/contracts are signed. Send reminders (daily logs, approvals, outstanding selections, etc.). 4) Client selections + change orders system Build a clean Selections & Allowances process with templates and client instructions. Build a change order workflow that pulls from the budget and supports attachments/approvals. 5) QuickBooks Online + integrations Implement and test QBO sync (customers, invoices, bills, payments, job costing flow). Add Zapier automations where needed (lead capture, form submissions, email alerts, etc.). 6) Training, SOPs, and rollout Create clear SOPs (1–2 pages each) and short training videos or Loom walkthroughs. Train our team (office + field) to follow the new workflow. Run a pilot project, collect feedback, then refine templates/automations. Deliverables (what “done” looks like) Within the engagement, you will produce: A fully configured JobTread account with our pipeline, roles, and standardized project setup Template library: estimate/proposal, schedule, to-dos, selections, change orders Automations that remove repetitive steps and enforce consistency QBO integration working and validated A “JobTread Playbook” (SOPs + onboarding checklist + rules for maintaining the system) Qualifications (what we’re looking for) Must have Proven experience implementing JobTread or similar construction CRM/PM platforms (Buildertrend, CoConstruct, JobNimbus, etc.) Strong process design skills (turning real-world construction workflows into templates + automations) Comfortable with data cleanup/migration and building repeatable template systems Nice to have Experience with renovations (especially residential remodeling) Zapier automation experience and basic understanding of APIs/webhooks QuickBooks Online workflow knowledge (job costing, invoices/bills, payment flows) Engagement details (flexible) Contract or part-time role (remote is fine; occasional coordination with Calgary team helpful) Project-based scope preferred: “implement + train + stabilize” Start ASAP