How One Alpha Partner Cut 12 Hours of Weekly Admin Time in Their First Month on Riivet

When we onboarded one of our private alpha partners, a 30-person restoration company running water, fire, and contents jobs across two locations, we asked them to track one simple metric during their first month. How much time does your team spend on administrative tasks that involve moving information between software platforms?

The answer before riivet was staggering. Their project managers were spending an average of 2.5 hours per day on tasks that existed solely because their tools did not talk to each other. Copying estimate data from their scanning tool into their CRM. Re-entering job details from the CRM into their scheduling platform. Manually updating their analytics spreadsheet from data pulled across three different systems. Sending documents through one platform and then logging the status in another.

After 30 days on riivet, that number dropped to under 45 minutes per day. Across their team of project managers, that translated to over 12 hours of recovered productive time per week.

The Setup

This company was running a fairly typical restoration software stack before riivet. DASH for CRM and project management. Encircle for contents. DocuSketch for scanning. DocuSign for document signing. Slack for team communication. Google Sheets for scheduling overflow. A custom PowerBI dashboard for reporting. Zapier to connect what they could. Trainual for employee onboarding. QuickBooks for accounting integration.

That is 10 separate platforms, each with its own login, its own data silo, and its own monthly invoice. Their total software spend was approximately $9,200 per month, or just over $110,000 per year.

Week One: The Immediate Wins

The first thing their team noticed was the elimination of tab switching. When a new job came in, the entire workflow happened in one place. Create the client record, assign the property, open the project, schedule the crew, generate the estimate, send the agreement for signature, and communicate with the team, all without leaving riivet.

Their dispatch coordinator reported the biggest immediate impact. Previously, scheduling a crew required checking availability in one system, looking up the job location in another, estimating drive time manually, and then entering the event in a third platform. With riivet's smart scheduler, she could see crew availability, job locations, and auto-calculated drive times in a single view. Drag, drop, done.

Week Two: AI Starts Compounding

By the second week, the AI-powered features started showing their value. The custom dashboard allowed each team member to build their own view of the data they cared about most. The operations manager built a widget board showing daily crew utilization, open job count by stage, and revenue pipeline, all updating in real time without anyone manually feeding a spreadsheet.

The AI negotiations engine handled its first adjuster exchange. A project manager who had been with the company for only four months, someone who would normally need years of experience to handle carrier negotiations effectively, used the AI to draft a rebuttal to a line-item dispute. The AI pulled from the full project history, referenced the scope of work, and produced a response that the adjuster accepted without further pushback. The project manager told us it would have taken him an hour to research and draft that response himself, and he was not confident it would have been as effective.

Week Three: Training and Onboarding

The company hired two new technicians during the alpha period. Previously, onboarding a new employee on their full software stack took approximately two weeks of shadowing and guided training. With riivet's built-in training system, the new hires completed their role-specific onboarding curriculum in three days. The AI assistant answered their questions in real time, and the structured knowledge checks ensured they understood the workflows before going into the field.

One of the new hires told their manager that it was the smoothest onboarding experience they had ever had at any company.

The Numbers After 30 Days

After one full month, the results were clear. Administrative time per project manager dropped from 2.5 hours per day to under 45 minutes. The dispatch coordinator reported scheduling a full week of crews in roughly half the time it previously took. The company eliminated 7 of their 10 software subscriptions, reducing their monthly software spend from $9,200 to under $2,000. And their operations manager had real-time analytics for the first time in the company's history, without paying a PowerBI consultant to build custom dashboards.

These are not projected savings. These are measured results from a real restoration company running real jobs through riivet during our private alpha.

What This Means for the Industry

This is one company. One data point. But it represents a pattern we are seeing across all of our alpha partners. When you eliminate the friction of fragmented software, the compounding benefits show up fast. Less admin time means more time on revenue-generating activities. Better data means better decisions. Faster onboarding means faster scaling.

We are preparing for public beta between May and June 2026. If you want to see these kinds of results in your own operation, request early access at riivet.ai.

**[Your team is spending hours every week on work that software should be handling. Let us show you what happens when it does. Request a demo today.](/demo)**