On this episode of Builders, Budgets, and Beers, we went deep into the day-to-day challenges of tracking cash flow in construction with the team at Hamed Homes, a custom home builder based in Fort Wayne, Indiana. What unfolded wasn’t just a conversation about numbers—it was a practical, insightful look at how contractors can master cash flow, avoid bottlenecks, and build a thriving business.

Hamed Homes’ dynamic crew—Al Hamed (Owner), Jill Gibson (Controller/Field Manager), and Holly Ryan (Admin Extraordinaire)—each play a critical role in managing project finances. From the field to the back office, they’ve refined processes that help them stay on top of budgets, bills, and vendor payments without losing momentum.

What’s their secret? Collaboration, trust, and the right systems in place to reduce tedious, manual tasks.

Tracking Cash Flow: The Key to a Healthy Business

Al dropped one of the key takeaways right at the start:

"You can't improve what you don’t track."

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Before embracing streamlined systems, Hamed Homes struggled with time-consuming manual processes—stacks of paper invoices, handwritten checks, and endless back-and-forth communication. Al, Jill, and Holly explained that without proper tracking, it’s easy to miss important payment deadlines or lose sight of project costs, both of which can jeopardize a builder’s profitability.

Their solution? Consistent tracking and real-time visibility into cash flow metrics. Weekly meetings between Jill and Holly became more efficient with a system that automatically flagged bills, organized receipts, and ensured expenses were properly categorized by job.

Overcoming Cash Flow Bottlenecks

As Al candidly admitted, he was once the bottleneck. Since all checks had to be signed manually, any delays in his availability could slow down payments and create tension with vendors.

"I had to physically sit down, print checks, and sign every one of them. If I was traveling or unavailable, payments got delayed, and that wasn’t good for anyone."

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Enter automation. By adopting ACH payments and automating key financial processes, Hamed Homes gained the flexibility to pay vendors on time without being tied to Al’s availability. Jill and Holly now handle approvals and coding efficiently, and Al can oversee it all remotely when needed.

The Power of Real-Time Collaboration

One of the game-changers for Hamed Homes was the ability to collaborate in real time. With their team working within a shared platform:

• Jill can easily review and categorize expenses.
• Holly ensures proper documentation is attached (like receipts or vendor agreements).
• Al provides final approval, even when on the road.

This streamlined approach removed the friction caused by email chains and paper-based tracking. As Jill put it: "Everything is in one spot—whether it's credit cards, bills, or vendor details. No more back-and-forth or waiting until the next team meeting."

Before implementing new tools, Hamed Homes was juggling manual processes that ate into valuable time. But by automating tedious tasks, they freed up hours each week, allowing Jill to spend more time in the field and Al to focus on strategic growth. "We don’t miss bills, we stay on top of vendor relationships, and we have a much better handle on job costs," said Jill.

Key Takeaways

1. Track everything consistently: Whether it’s job costs or vendor payments, tracking is the foundation for accurate reporting and decision-making.
2. Collaborate in real time: Don’t wait until the next team meeting—tools that allow for instant communication and updates can save hours of back-and-forth.
3. Trust your team and system: Automating processes and delegating responsibilities isn’t a loss of control—it’s an opportunity to optimize and grow.
4. Vendor relationships matter: Paying vendors on time builds trust and keeps projects running smoothly.

Ready to streamline your cash flow like Hamed Homes? Take a page from their playbook and look for opportunities to automate, collaborate, and simplify. You’ll save time, reduce errors, and gain the visibility needed to grow your business.

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Check out the full episode of Builders, Budgets, and Beers for more insights, laughs, and even a story about “Everesting” (yes, you read that right!).

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