Construction dashboards
Job cost, billing and field data on one screen
Commitments live in Procore, job cost in Sage, hours on timecards and equipment in telematics. RapidDashboard joins them in a private data store, so PMs see margin fade while there is still time to price the change order.
Live examples
One question, one full dashboard
Pick a question. RapidDashboard answers with KPIs, charts, the records behind them and an AI summary of what to do next. Hover any chart for values or open its table view.
Show projected margin by job and which active jobs are fading against their bid margin right now.
Job profitability & cost to complete
Active jobs
14
+2 vs last month
Projected margin
11.2%
-0.6 pts portfolio, at completion
Jobs fading
3
+1 below bid margin
Fade exposure
$184K
+$52K across 3 jobs
| Item | % complete | % of labor budget used |
|---|---|---|
| Harbor Point Apts | 78% | 94% |
| Riverside Medical | 52% | 61% |
| Mill Street Retail | 40% | 49% |
| Lakeside Elementary | 35% | 33% |
| Apex Warehouse | 64% | 55% |
| Summit Credit Union | 88% | 82% |
| Northgate Fire Station | 22% | 23% |
| Oak Hollow Townhomes | 12% | 11% |
| Pine Valley Church | 47% | 41% |
| Westfield Dental | 70% | 68% |
Company target: 12.0%
| Job | PM | Contract | Complete | Cost to complete | Margin vs bid |
|---|---|---|---|---|---|
| J-2246 Harbor Point Apts | D. Kowalski | $11.6M | $2.39M | Fade $116K | |
| J-2214 Riverside Medical | A. Brennan | $6.2M | $2.70M | Fade $44K | |
| J-2263 Mill Street Retail | T. Nguyen | $1.9M | $1.05M | Fade $24K | |
| J-2240 Apex Warehouse | A. Brennan | $7.4M | $2.29M | Gain $41K | |
| J-2252 Summit Credit Union | T. Nguyen | $2.3M | $232K | Gain $64K |
What changed and what to do
- Critical: Harbor Point has used 94% of its labor budget at 78% complete. Framing finished two weeks late, and the $142K in pending change orders covers the projected $116K fade if approved.
- Warning: Riverside Medical MEP rough-in hours run 17% over plan. The owner-requested duct reroute is the main driver and sits in CO-031, still pending.
- Good: Summit Credit Union projects 15.8% margin against a 13.0% bid, with 88% of the work in place.
AI summary
The portfolio projects 11.2% margin at completion, down 0.6 points on last month. Three jobs are fading against bid for a combined $184K, and Harbor Point carries $116K of it. Labor productivity on framing and MEP rough-in explains most of the gap. Recommend a pricing meeting with the Harbor Point owner this week on the $142K of pending change orders and a daily labor huddle on Riverside Medical until rough-in closes.
Ask next
- Which cost codes drive the Harbor Point fade?
- Show labor productivity by crew
- Compare bid vs actual unit rates for framing
Build our WIP schedule for September with over and under billing by job.
Work in progress & billing position
Earned revenue
$4.5M
+$0.1M September
Net overbilled
$212K
+$38K billings ahead of earned
Underbillings
$286K
+$64K across 4 jobs
Backlog
$21.4M
-$1.8M remaining contract value
- Overbillings
- Underbillings
| Overbillings | Underbillings | |
|---|---|---|
| Oct | $402K | $318K |
| Nov | $380K | $340K |
| Dec | $362K | $352K |
| Jan | $410K | $330K |
| Feb | $436K | $310K |
| Mar | $470K | $296K |
| Apr | $452K | $320K |
| May | $430K | $342K |
| Jun | $468K | $300K |
| Jul | $420K | $264K |
| Aug | $396K | $222K |
| Sep | $498K | $286K |
+$212K
net overbilled at Sep 30
- Overbillings (6 jobs)
- $498K
- Underbillings (4 jobs)
- $286K
- Retainage receivable
- $1.38M
- Billed in September
- $4.7M
| Job | Contract | Complete | Earned to date | Billed to date | Over / under |
|---|---|---|---|---|---|
| Lakeside Elementary | $9.8M | $3.43M | $3.58M | Over $146K | |
| Harbor Point Apts | $11.6M | $9.05M | $9.17M | Over $118K | |
| Apex Warehouse | $7.4M | $4.74M | $4.85M | Over $112K | |
| Riverside Medical | $6.2M | $3.22M | $3.10M | Under $124K | |
| Northgate Fire Station | $4.1M | $902K | $820K | Under $82K | |
| Mill Street Retail | $1.9M | $760K | $712K | Under $48K |
What changed and what to do
- Warning: Riverside Medical is underbilled $124K. About $84K is CO-031 duct reroute work already in place and waiting on owner approval before it can be billed.
- Info: Retainage receivable is $1.38M. Summit Credit Union and Cedar Ridge Clinic reach substantial completion this quarter, which makes $410K releasable.
- Good: Billings run $212K ahead of earned revenue across the portfolio, a healthy cash position going into Q4.
AI summary
September earned revenue was $4.5M against $4.7M billed, leaving the portfolio $212K net overbilled. Underbillings rose to $286K, led by Riverside Medical, where completed change order work is waiting on CO-031 approval. Backlog stands at $21.4M after a strong burn quarter. Recommend escalating CO-031 so it can go on the October pay application and adding two bids to the pipeline to rebuild backlog.
Ask next
- Show the full WIP schedule for the bonding agent
- Which jobs have retainage due this quarter?
- Trend backlog against bid pipeline
Show the change order pipeline across active jobs and how much is still waiting on owner approval.
Change order pipeline
Pending owner approval
8
+1 vs last month
Pending value
$386K
+$74K work at risk of no pay
Days to approval
21
+3 average, last 90 days
Approved YTD
$1.28M
+$96K this month
- Change events 46
- Priced 34 74%
- Submitted 27 79%
- Approved 19 70%
- Billed 15 79%
- Approved
- Pending owner
- Priced, not submitted
| Approved | Pending owner | Priced, not submitted | |
|---|---|---|---|
| Harbor Point Apts | $186K | $142K | $64K |
| Riverside Medical | $96K | $118K | $40K |
| Lakeside Elementary | $210K | $38K | $22K |
| Apex Warehouse | $148K | $52K | $0K |
| Northgate Fire Station | $64K | $36K | $18K |
| Step | Change |
|---|---|
| Bid profit | $833K |
| Approved COs | +$22K |
| Framing labor | -$148K |
| MEP labor | -$42K |
| Material buyout | +$66K |
| Projected profit | $731K |
| Pending COs | +$142K |
| If approved | $873K |
What changed and what to do
- Critical: CO-031 on Riverside Medical ($84K duct reroute) has waited 34 days for owner approval while the crew completes the work.
- Warning: Three of the eight pending change orders are past 30 days. All three sit with the same owner's rep on Harbor Point and Riverside Medical.
- Good: Lakeside Elementary approvals average 9 days, thanks to a weekly CO review with the district.
AI summary
Eight change orders worth $386K are waiting on owner approval, and average approval time has stretched to 21 days. Harbor Point carries the most value at $142K pending plus $64K priced and ready to submit, enough to recover its projected fade. Recommend submitting the $64K of priced Harbor Point changes this week and asking both slow owners for a standing weekly CO review, the format that keeps Lakeside approvals at 9 days.
Ask next
- List pending COs older than 30 days
- Which change events are not priced yet?
- Show CO value by cause: owner, design, field
Show the Harbor Point schedule by phase and which subcontractors have compliance gaps or expiring insurance.
Schedule & subcontractor compliance
Completion slip
9 days
+2 Harbor Point, vs baseline
Subs on track
23 / 28
82% active subcontracts
COIs expiring
3
+1 next 30 days
Open compliance items
4
+1 COIs and lien waivers
- On track2382%
- At risk311%
- Late27%
| Segment | Value | Share |
|---|---|---|
| On track | 23 | 82% |
| At risk | 3 | 11% |
| Late | 2 | 7% |
| Subcontractor | Job | Document | Due | Status |
|---|---|---|---|---|
| Metro Concrete | Northgate Fire | General liability COI | Oct 9 | 6 days |
| Interior Pros | Harbor Point | August lien waiver | Past due | Hold payment |
| Prime Mechanical | Harbor Point | Workers comp COI | Oct 21 | 18 days |
| Ace Electric | Riverside Medical | Auto liability COI | Oct 30 | 27 days |
What changed and what to do
- Critical: Metro Concrete's general liability certificate expires Oct 9, five days before the Northgate foundation pour. A renewed COI keeps the pour on schedule.
- Warning: Framing on Harbor Point finished two weeks late, and MEP rough-in now carries the slip. Drywall can start once the Oct 17 rough-in inspection passes.
- Info: The Interior Pros August lien waiver is still outstanding. Hold their September pay application until it arrives.
AI summary
Harbor Point projects substantial completion 9 days behind baseline, with MEP rough-in as the controlling phase. 23 of 28 subcontractors are on track. Four compliance items are open: three insurance certificates expire within 30 days and one lien waiver is missing. Recommend requesting the Metro Concrete COI today, holding the Interior Pros payment until the waiver arrives and adding a Saturday rough-in shift to protect the Oct 17 inspection.
Ask next
- Which subs are late on more than one job?
- Show the critical path for Harbor Point
- List all COIs expiring this quarter
What is equipment utilization by asset class across active job sites, and where are we renting what we already own?
Equipment utilization
Fleet utilization
84%
+2 pts engine hours ÷ available
Idle engine hours
312
-46 last 10 workdays
Rental spend
$46.8K
+$8.2K September
Owned units idle 5+ days
4
+1 of 62 tracked
84%
of available hours · target 80%
What changed and what to do
- Warning: Owned excavator EX-12 sat idle at Lakeside Elementary on 6 of the last 10 workdays while Apex Warehouse rents a comparable 20-ton unit. Moving EX-12 to Apex ends that rental.
- Info: Lakeside accounts for 132 of the 312 idle hours, mostly the excavator and a crane waiting on an RFI response and two weather days.
- Good: Excavators and generators run above 90% utilization, and fleet utilization reached 84%, above the 80% company target.
AI summary
Fleet utilization reached 84% in September, up 2 points, and idle engine hours fell to 312 over the last 10 workdays. Lakeside Elementary holds the most idle time, while rental spend rose $8.2K on the month. Recommend transferring EX-12 from Lakeside to Apex Warehouse this week, off-renting the Apex excavator, and sharing the crane window between Lakeside and Harbor Point.
Ask next
- Which rentals duplicate owned equipment?
- Show cost per engine hour by asset
- Which units are due for service?
Sample data for a fictional company. Your dashboards run on your own connected systems.
Sound familiar?
Where the numbers live today
Job cost lands after the month closes
Labor and material variance reaches the PM at the monthly job cost review, after the hours are spent and the owner conversation is harder.
COIs expire on their own schedule
Subcontractor insurance certificates sit in email and a spreadsheet, so an expiration surfaces when someone checks before a pay app.
One site idles, another rents
An owned excavator waits on an RFI at one job while another job rents the same class of machine by the week.
The WIP schedule lives in Excel
Over and under billing is rebuilt by hand each month for the bank and the bonding agent, from four different exports.
Metrics glossary
The metrics behind these dashboards
How each number is defined, so everyone reads it the same way.
- Percent complete (cost-to-cost)
-
Progress on a job measured by cost incurred against total estimated cost, the basis of percentage-of-completion revenue recognition.
FormulaCost to date ÷ Total estimated cost
- Cost to complete (ETC)
-
The remaining cost a job needs to finish, from the PM's current forecast.
FormulaEstimated total cost − Cost to date
- Earned revenue
-
Contract revenue recognized to date under the percentage-of-completion method.
FormulaPercent complete × Current contract value
- Over / under billing
-
The gap between what has been billed and what has been earned on a job. A positive figure is an overbilling (a liability); a negative figure is an underbilling (an asset).
FormulaBilled to date − Earned revenue
- Profit fade
-
The drop between the margin a job was bid at and the margin it now projects at completion. A rise is called profit gain.
FormulaBid margin − Projected margin at completion
- Equipment utilization
-
How much of the available working time an asset is actually running.
FormulaEngine (or working) hours ÷ Available hours
Connections
How your systems connect
Supported APIs and exports sync into a private RapidDashboard store you approve. Dashboards read from that store, so source systems keep their normal load.
Procore
PullsBudgets, commitments, change events, daily logs, schedules
Official REST APIs with project-scoped, audited sync into your private store.
Sage 300 CRE / Viewpoint Vista
PullsJob cost, AP, subcontract commitments, billings, retainage
Vendor-supported integration and scheduled database extracts, mapped to your cost codes.
HCSS HeavyJob
PullsTimecards, crew hours, quantities installed
HCSS APIs feed labor productivity by cost code and crew each day.
Samsara telematics
PullsEngine hours, idle time, location, fuel
Hourly API pulls match each asset to the job site it is working on.
What you can build
Dashboards and reports teams build next
Job cost
- Projected margin and fade by job
- Labor productivity by cost code
- Cost to complete by PM
Billing & cash
- Monthly WIP schedule
- Over and under billing alerts
- Retainage due by job
Field & subs
- Change order aging
- COI and lien waiver tracking
- Daily field reports and safety incidents
Equipment & bids
- Idle vs rented equipment
- Utilization by asset class
- Bid pipeline and win rate by project type
Built for owner contracts and public work
Construction data includes bid numbers, owner contracts, payroll and safety records. RapidDashboard keeps it in a private data store with role-based access by job and company, so a PM sees their projects and the owner sees the portfolio. Ask about CMMC-ready handling for federal work. AI features are optional and run on enterprise endpoints whose terms prohibit training on your data.
FAQ
Construction dashboards: common questions
What should a construction dashboard show?
Most contractors start with projected margin and cost to complete by job, the WIP schedule with over and under billing, change order aging, subcontractor compliance and equipment utilization. RapidDashboard builds each of these from a plain-English question against your synced job cost and field data.
How is over and under billing calculated on a WIP schedule?
Earned revenue is percent complete (cost to date ÷ total estimated cost) times the current contract value. Subtract earned revenue from billed to date: a positive result is an overbilling and a negative result is an underbilling. RapidDashboard runs this calculation for every job each time job cost and billing data sync.
Can RapidDashboard connect to Procore and Sage 300 CRE?
Yes. Procore connects through its official REST APIs, and Sage 300 CRE and Viewpoint Vista through vendor-supported integrations and scheduled extracts. QuickBooks, HCSS HeavyJob and telematics platforms such as Samsara connect the same way, into one private data store.
How do you track subcontractor insurance expirations?
RapidDashboard reads certificate expiration dates and lien waiver status from Procore or your compliance tracker and lists every item due in the next 30 days by sub and job. The same list can go out as a weekly email to project managers and AP before pay applications are approved.
Is our project and bid data used to train AI models?
No. Your data stays in a private store you approve, and AI features run on enterprise endpoints whose terms prohibit training on customer data. AI is optional; the dashboards work without it.
Keep exploring
Related example dashboards
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