Willis Smith Construction does more with less

The Challenge

For Willis Smith Construction (WSC), managing invoices was a time-consuming process that spanned multiple platforms which opened up the possibility for errors. Their ERP also served as a project management tool, but it lacked the capabilities to meet all their operational needs. This forced WSC to rely on a patchwork of solutions, leading to disjointed workflows and increased chances for human error. These inefficiencies weighed down critical processes like owner billings and subcontractor payments, adding unnecessary burdens to their team.

The Solution

After evaluating various solutions, WSC chose Procore for its intuitive, all-in-one platform that seamlessly handles project management and field operations. One of the key benefits came from Procore Pay, which helped automate and streamline the invoicing process. The team quickly reclaimed hours previously spent on manual compliance checks, invoice approvals, and paper-based payments.

The Results

• 145% revenue growth in a single year without adding additional staff was partially attributed to a unified platform that consolidated workflows and eliminated inefficiencies.
• Reduced risk exposure with streamlined compliance checks completed in minutes with real-time visibility and automation.
• Significant cost savings were achieved by drastically cutting invoice processing time—nearly the equivalent of one full-time salary in the first year.

Disjointed Systems and Inefficient Processes

Located in Sarasota, Florida, Willis Smith Construction is a privately held construction management firm known for building high-profile community landmarks. “We focus on projects that will make a visual impact, like university buildings, firehouses, and aquariums,” explained Brett Raymaker, Project Executive.

A key aspect of WSC’s business model is that it is a true construction management firm that no longer self-performs any trade work. Their successful construction services today come from the commitment of experienced, skilled, and dedicated commercial builders and professionals who work seamlessly to deliver quality construction services.

However, managing payments to their contractors became a major operational bottleneck. Specialty contractors submitted pay applications through accounts payable, requiring manual approvals from project managers and extensive compliance checks by the accounting team, with the reliance on multiple disconnected tools critical tasks that should have taken minutes and required hours, causing delays and inefficiencies.

The use of multiple disconnected platforms also affected field operations. Superintendents couldn’t easily access submittals or update project documentation, and managers struggled to locate documents for project closeouts. With each new tool adding another layer of complexity, employees faced more logins, fragmented workflows, and increased opportunities for error.

Raymaker and WSC set out to find a unified solution to eliminate inefficiencies, improve compliance, and free up time for employees to focus on construction instead of administration.

A Unified Platform

To address all of their concerns, WSC adopted Procore. The platform’s ability to manage both project operations and financial processes in a single, user-friendly interface made it the ideal choice. “With Procore, our project managers can now manage everything from one system—whether it’s financial tracking, project updates, or compliance management,” said Brett Raymaker, Project Executive at Willis Smith.

One of the most significant changes came from implementing Procore Pay, which completely revamped WSC’s payment and compliance processes from cumbersome to seamless. Previously, project managers and accounting staff spent hours on manual approvals and compliance checks across multiple platforms. With Procore Pay, these tasks are now fully integrated into a single workflow, reducing the need to search for updates or chase documents across systems. Real-time visibility into subcontractor compliance with insurance, bonding, and lien requirements has eliminated time-consuming manual reviews and significantly reduced errors.

Beyond payments, Procore’s platform allows field workers, superintendents, and project managers to access critical project documents and tasks from any location, including mobile devices. This seamless accessibility has empowered teams to update progress, manage submittals, and make adjustments on-site, keeping projects on track. By consolidating these workflows into one platform, WSC eliminated redundant logins, reduced the risk of errors, and freed employees to focus on more strategic tasks—ultimately enhancing operational efficiency across the organization.

“The time and cost savings are huge, and those savings come directly from the extra time we’ve given back to our accounting team,” says Raymaker.

This unified approach not only optimized payment processes but also streamlined compliance and documentation efforts, enabling WSC to operate more efficiently and with fewer bottlenecks. In its first year using Procore Pay, WSC found that the efficiencies it gained saved the equivalent of one full-time employee’s salary.

Increased Efficiency and Sustainable Growth

Procore has empowered WSC to operate more efficiently, reducing administrative overhead and improving operational effectiveness across the board. The shift to Procore Pay alone saved WSC the equivalent of one full-time employee’s salary in the first year by eliminating manual processes. Project data is now centralized within Procore, enabling superintendents, field workers, and managers to access critical documents and manage tasks from anywhere, including their mobile devices.

Project closeouts, which once required hunting for documents across platforms, are now completed easily with Procore’s document management tools. Customized reporting capabilities provide WSC with real-time insights across compliance, project performance, and financials, allowing for faster, data-driven decisions. “We've found ways to generate reports for just about everything—whether it’s for compliance, project status, or financial tracking,” says Raymaker.

With the efficiencies enabled by Procore, WSC increased revenue without adding additional staff. With reduced errors, faster closeouts, and optimized workflows, WSC has been able to take on more projects while maintaining its existing workforce.

As Raymaker puts it, “Much of our growth comes down to the efficiencies we’ve gained with programs like Procore.”