How HBFP is Redefining Construction Accounting and Rapidly Scaling Their Practice in Partnership with Adaptive

Home Builders Financial Partners (HBFP) is transforming financial management for custom homebuilders. Founded by Zack Kelly, HBFP specializes in accounting and CFO services tailored to the unique demands of large-scale custom home construction. Their mission is simple yet profound:

“At HBFP, we work every day on your business so you can be more profitable and get back the much-needed time to enjoy the most out of your life.”

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Since its launch in 2021, HBFP has built a reputation for excellence, serving clients managing over $700M in active construction projects. This growth is fueled by HBFP’s expertise in navigating the intricate financial workflows of the construction industry, ensuring compliance, and delivering actionable insights to their clients.

HBFP’s success is guided by four core principles:

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• Weekly Reports
• Compliance Documentation
• Monthly Reconciliation
• Client Draws

While construction accounting remains a complex and underserved market, HBFP has developed a winning formula. Their focus on clarity and precision empowers builders to make confident decisions and scale their businesses.

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At the core of their operations is Adaptive, a purpose-built technology for construction accounting that streamlines bookkeeping, centralizes client communication, and efficiently manages WIP. By automating these processes, HBFP’s team can focus less on repetitive tasks and more on delivering exceptional service and strategic advice. Moreover, Adaptive enables them to scale without the need to hire, train, or oversee additional staff for routine accounting tasks.

Enhancing HBFP’s Approach with Adaptive’s AI

To amplify their proven processes, HBFP partnered with Adaptive—a purpose-built construction accounting AI platform. Adaptive complements HBFP’s expertise by automating routine workflows, simplifying bookkeeping, and centralizing client communication. This partnership allows HBFP to scale effectively while maintaining the personal touch and high standards their clients value.

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Zack Kelly, Founding Partner of HBFP, shares:

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"We’ve built our reputation on delivering clarity and confidence to our clients. Adaptive helps us focus less on grunt work and more on providing exceptional service and strategic advice. Historically, construction accounting services have been very difficult to scale--but with Adaptive, that's no longer the case, and we are now growing rapidly."

Delivering on Core Principles with Adaptive

HBFP uses Adaptive to support their four core principles, ensuring consistent, reliable, and efficient service delivery.

1. Weekly Reports

Weekly reporting is essential for keeping projects on track. HBFP provides their clients with cost summaries, job cost reports, and unpaid bill reports, giving builders a clear view of progress and financial health.

With Adaptive:

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• Automated Data Entry: Speeds up report generation by reducing manual input and errors.
• Real-Time Visibility: Ensures accurate, up-to-date insights for timely decision-making.

This partnership allows HBFP to deliver detailed reports faster, empowering clients to act with confidence.

2. Compliance Documentation

Managing compliance documentation, such as W-9s, lien waivers, and certificates of insurance (COIs), is a critical but time-intensive process. HBFP ensures their clients’ compliance processes are thorough and organized.

With Adaptive:

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• Centralized Compliance Tracking: Consolidates vendor documentation to prevent oversight.
• Automated Notifications: Flags missing or expired documents, keeping compliance on track.

3. Monthly Reconciliation

HBFP conducts monthly reconciliations across bank accounts, credit cards, and vendor statements to ensure every dollar is accounted for.

With Adaptive:

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• Purpose-Built Approval Workflows: Simplifies job costing and streamlines month-end reconciliations.
• Real-Time, Two-Way QuickBooks Sync: Keeps the books updated in real-time.

4. Client Draws

Preparing client draw packages is one of HBFP’s most critical services, ensuring steady cash flow to keep projects moving forward. Adaptive simplifies this process by:

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• Consolidating Client Invoices: Creates professional, hyperlinked draw packages for clear client review.
• Minimizing Back-and-Forth: Reduces delays with accurate, upfront documentation.

Scaling Without Compromise

Before adopting Adaptive, HBFP’s ability to scale was limited by time-intensive manual processes. Hiring, training, and overseeing staff for routine tasks posed a significant challenge. Adaptive has changed the game.

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By automating bookkeeping, managing WIP, and centralizing communication, Adaptive allows HBFP to scale efficiently without compromising service quality. Zack explains:

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"With Adaptive, I can click a button and get everything I need—no more digging through file cabinets or double-checking manual entries. It’s freed us up to focus on what we do best."

A True Partnership

HBFP and Adaptive’s collaboration goes beyond just technology. By aligning Adaptive’s tools with HBFP’s expertise and principles, the two have created a powerful synergy that empowers builders and redefines what’s possible in construction accounting.

Ready to Simplify Construction Accounting?

Whether you’re an accounting firm looking for transformative technology or a homebuilder seeking expert financial management, HBFP and Adaptive have the tools and expertise to help you succeed.

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👉 Reach out to HBFP for tailored financial support and advice.

👉 Schedule your demo with Adaptive to simplify construction bookkeeping for your clients today!

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