Excavation and site work software
DispatchMind runs a excavation and site work company from one place: calls and leads in, jobs on the schedule, the work on your team’s phones, then the invoice. Pick Excavation and site work when you sign up and it’s set up for your trade from the first screen. You can change any of it later.
Excavation is big machines, tight weather windows and a lot of back and forth with builders and homeowners. You are juggling estimate visits, trenching jobs, hauling runs and drainage fixes across different sites. DispatchMind puts every site on one board, keeps the photos and notes on the job, and tells you who still owes you money.
A typical excavation and site work job in DispatchMind
- A homeowner calls about water pooling in the yard and Nellie books a drainage estimate visit with the address and gate notes.
- Your estimator walks the lot, snaps photos of the grade and builds the estimate from your price book on the phone.
- The customer signs the estimate online and the job gets tagged Schedule crew so the office knows the machine needs to be booked.
- The crew runs the grading and trenching, adds before and after photos, and marks the job Done pending approval.
- You turn the estimate into an invoice, the customer pays by card through your Stripe account, and the job drops off the collections list.
What excavation and site work owners tell us slows them down
Rain wrecks the whole schedule
One wet week and every grading job slides. Drag jobs on the calendar or dispatch board and tag them Weather hold so nothing gets lost. Nellie can text customers new appointment times when you tell her to.
Nobody knows what the site looked like
Fights over where a trench went or what was hauled off start when there is no record. Crews add photos and notes right on the job page, so the before and after lives with the invoice.
Hauling and machine time eat profit
If you never see expenses next to the invoice, a job that looked good can lose money. Log expenses on the job and the profit per job report shows what each excavation or hauling run actually made.
Set up for excavation and site work from day one
Your job types
- Excavation
- Grading
- Trenching
- Land clearing
- Drainage
- Hauling
- Estimate visit
The details you keep on each job
- Square feet
- Thickness (inches)
- Finish
- Permit #
A checklist for the work
Pour day: Forms set and checked · Base compacted · Rebar or mesh in · Pour and finish · Control joints cut · Cure plan told to the customer
A starter price list
Your common items are already in your price book. You set every price; nothing is filled in for you.
- Site visit
- Machine time (per hour)
- Grading
- Trenching (per foot)
- Hauling (per load)
- Mobilization fee
Nellie knows the trade
Nellie is the assistant built into DispatchMind. On a excavation and site work account she knows how your customers talk and what to ask:
- What is being poured or fixed, and about how big?
- Is there old concrete to remove?
- Any finish they want?
- Best time window and the address?
What she treats as urgent: Digging without a utility locate: always call 811 first; Water running toward a foundation after storms.
What she never does: Never quote a price the company hasn’t set in its price book; Never promise what the tech will find before the visit.
Everything else
- Jobs move through four plain steps: Submitted, In progress, Pending, Done pending approval. Your trade’s own steps are color tags you can sort by.
- Estimates and invoices from your price book.
- A tech app for your team, with what each person may see set by you.
- Reports and commissions worked out from your own jobs.
- Bring your customers and jobs over from the system you use now.
Excavation and site work software: common questions
Can I track several crews on different excavation sites the same day?
Yes. The dispatch board shows each crew side by side for the day. You can put more than one person on a job and split crew pay between them.
How do I handle a site job that takes several days?
Keep it as one job and use the calendar to book each day, or add follow-up visits. Notes, photos and money stay on the same job page so the history is in one place.
Can I keep photos of the site before and after grading?
Yes. Techs add photos from the iPhone app or any browser, and they stay on the job forever. You can pull them up when a customer asks what was done.
Can customers sign off on a drainage or grading estimate from their phone?
Yes. Send the estimate and the customer can approve and sign it online. One tap turns it into an invoice when the work is done.
Can I try DispatchMind for my excavation company before paying?
Yes. You get a 14-day free trial with every feature turned on, Nellie included, and no card needed. After that it is month to month, so you can walk away any time.
Related trades
Try DispatchMind free for 14 days
Set up for excavation and site work. No card, month to month.