Excavation contractor software helps dirt work and site prep businesses manage scheduling, job tracking, estimates, invoicing, and equipment from one system. ThePocketBoss is built specifically for excavation contractors — manage multi-site crew scheduling, build accurate job estimates, track equipment and costs with a profit calculator, and invoice by job phase. Plans from $19.99/month.
Generic contractor business software doesn't understand dirt work, grading, and site prep. Standard contractor job management tools may separate scheduling, equipment records, project costs, and field documentation. Pocket Boss brings those business records together while leaving equipment allocation and weather-driven replanning under your team's control.
Tracking 3 active job sites, 4 pieces of equipment, and 2 crews on a spreadsheet means the information is already outdated by the time you type it. One missed update and an excavator sits idle all morning.
Generic project tools may not connect estimates, time, entered expenses, change orders, invoices, and field photos. Pocket Boss lets your team record those items against the customer or project.
Site appointments, Garage equipment records, project budgets and expenses, change orders, photos, and separate project invoices are available in one browser-based system.
We talked to excavation, grading, and land clearing contractors to understand your unique challenges. Here's how ThePocketBoss addresses the daily realities of running a dirt work business.
The problem: You have crews at 3 different sites, equipment moving between them, and a foreman calling because the excavator that was supposed to be on his site is still across town. You are juggling phone calls, texts, and a whiteboard that is already out of date by 9 AM. One missed handoff and a crew sits idle for half a day.
How ThePocketBoss helps: Use the scheduling calendar for site appointments and employee assignments, with equipment requirements in the job notes. Check Garage records and confirm equipment moves manually before revising the plan.
The problem: Labor, hauling, materials, equipment, fuel, and subcontractor costs can erode a bid when they are recorded late or outside the project.
How ThePocketBoss helps: Record project labor and expenses as work progresses, including fuel, materials, or equipment costs your team enters. Compare the project budget, entered costs, and linked invoices during the job.
The problem: Rain pushes your Monday grading job to Wednesday. But Wednesday you had a different crew starting a new site. Now everything cascades — the concrete crew that was coming Thursday has to reschedule, the homeowner is calling, and the GC is frustrated. Your schedule is a house of cards.
How ThePocketBoss helps: Move the affected appointment and add a weather-delay note. Pocket Boss does not cascade changes across projects, so review dependent crew, equipment, subcontractor, and client dates before communicating the new plan.
The problem: A verbal request for extra grading, hauling, or drainage work can be difficult to bill later when the added scope and price were never documented.
How ThePocketBoss helps: Create a change order with the added scope and price, attach supporting details, and request digital approval before starting. Review the approved change when preparing the invoice.
The problem: Long projects can require payroll, fuel, materials, and mobilization spending before the final balance is due.
How ThePocketBoss helps: Agree on deposit and phase billing terms, create separate project-linked invoices at the appropriate milestones, and send Stripe payment links. Record retainage as a clearly labeled line item or note and manage its due date in your billing process.
The problem: The big excavation companies have project managers, office staff, and expensive software. They send polished proposals, have customer portals, and respond to bids within hours. You are running a crew of 6, doing great work, but your estimates go out in a text message and your invoices are handwritten.
How ThePocketBoss helps: Send branded, itemized estimates and invoices, collect e-signatures, and offer online payment links. Keep project photos and notes organized so your team can prepare a professional update when a client asks.
From winning the bid to collecting final payment, here's how ThePocketBoss streamlines your entire excavation workflow.
Create a detailed estimate with user-entered line items for excavation, grading, hauling, materials, and equipment costs. Start from your own reusable template and send a branded proposal for review.
Create site appointments with start dates, durations, and employee assignments. Add mobilization and equipment requirements to the job notes and check machine availability manually.
Capture before photos showing existing conditions. Add notes about site access, soil conditions, utilities, and any concerns. This documentation protects you and sets client expectations from day one.
Record labor and project expenses from a connected phone or computer, including fuel, materials, equipment, or subcontractor costs your team enters. Review the project budget and profitability view as the record develops.
When scope changes come up, create a change order with the additional work, cost, and timeline impact. Get digital approval before starting. Every change is documented, priced, and agreed upon — protecting your margin and your relationship.
Create separate project-linked invoices for agreed phases, send a Stripe payment link, and monitor the invoice status. Record retainage in a line item or note and review it through your normal billing process.
Need to go deeper? See how ThePocketBoss handles excavation and earthwork estimating, multi-site crew scheduling, progress billing and invoicing, and end-to-end job management for dirt work contractors. Or see how we compare in our best excavation software guide.
One app replaces your scheduling whiteboard, cost tracking spreadsheet, estimate templates, invoice book, and payment chasing. Built for excavation, grading, site prep, and land clearing operations.
Schedule site visits across one calendar and assign the employees responsible for each appointment. Record weather delays and equipment requirements in the job notes, then revise affected dates manually.
Use Garage records for excavators, skid steers, trucks, and attachments, including service history, maintenance reminders, fuel records, and employee assignment. Job-site allocation remains a manual planning step.
Build estimates with user-entered line items for labor, equipment, hauling, materials, and subcontractors. For projects, compare the budget with recorded labor, expenses, subcontractor costs, and invoices.
When the GC says "while you are here, can you also grade that back section?" — document it. Create change orders with scope, pricing, and customer approval before the work starts. No more eating costs on undocumented extras that balloon your labor hours.
Upload before, progress, and completion photos to the project or job record. Add captions and notes so your team can find the right documentation when preparing a client update.
Create separate deposit, phase, or final invoices linked to the project and send Stripe payment links. Retainage can be documented in line items or notes; Pocket Boss does not include a dedicated retainage workflow.
Core platform in every plan, from $19.99/month. Plan seat counts from one user to 25.
The practical tools to know about running your excavation business with ThePocketBoss.
Yes. Create site appointments on one calendar and assign employees to each visit. Equipment is not reserved by the scheduling system, so list machine requirements in the job notes and confirm availability separately.
Garage records track company equipment, maintenance, service history, fuel records, and employee assignment. For job costing, enter applicable fuel, equipment, or material amounts as project expenses or estimate line items; Pocket Boss does not allocate machine hours and fuel consumption to jobs automatically.
Yes. Build your own reusable templates for site prep, foundation excavation, grading, land clearing, trenching, demolition, or other scopes. Add user-entered line items for labor, equipment, materials, hauling, and subcontractors, then send a branded proposal.
Yes. Create a change order for added grading, rock removal, drainage, or another scope change, include the new description and price, and request digital approval. The record supports later billing but cannot prevent a dispute by itself.
Yes. PocketBoss has native iOS and Android apps and also works in a browser. Foremen can use supported schedules, notes, photos, and project records in the field. Offline coverage varies by record and action, so test the exact excavation workflow your crew needs.
The workflow can fit excavation contractors, grading companies, land-clearing operations, site-prep crews, demolition contractors, trenching services, and other dirt-work businesses that need estimates, schedules, projects, photos, invoices, and customer records in one system.
Join excavation contractors who've streamlined their operations with ThePocketBoss. Self-serve setup and start managing your next job site.
From $19.99/month - Core platform in every plan - No contracts - Cancel anytime