How AFT Construction built the systems behind a five-acre desert estate

That decision became especially important when AFT took on one of its most ambitious projects: A five-acre estate nicknamed Saguaro Grove, with more than 8,000 square feet of livable space and approximately 12,500 square feet under roof.

Construction began in January 2020, with a November 2021 closing deadline. The project faced pandemic-related disruptions, material shortages and the coordination challenges that come with a highly customized home.

Buildertrend helped AFT manage the schedule, document job site activity and keep clients and trade partners informed throughout construction.

The challenge: Managing complex projects without consistent processes

Before Buildertrend, AFT relied on a combination of Excel spreadsheets and Microsoft Schedule. The tools weren’t consistently used, making it difficult to keep schedules, documentation and other project information organized.

Brad recalled the uncertainty the team faced before adopting Buildertrend: “We didn’t have any documented systems before construction project management software. The analogy of kicking our team off of the pier and hoping they can swim, comes to mind.”

Without a consistent way to manage project information, AFT faced several challenges:

• Scheduling and task tracking: The team struggled to account for manpower, weather delays and trade labor issues while keeping project timelines current.
• Job site documentation: Project managers needed a reliable record of who was onsite, what work was completed and what issues affected progress.
• Client communication: Homeowners living out of state needed access to project updates, photos and documents without relying on constant calls and emails.
• Trade partner coordination: Subcontractors needed clear information about upcoming work, schedules and project requirements.
• Project visibility: Brad spent long hours moving between the field and office to keep up with activity across jobs.

AFT needed a more reliable way to manage these details as projects became larger and more complex.

The solution: Building consistent processes with Buildertrend

AFT adopted Buildertrend in 2017 and introduced its tools gradually, giving the team time to learn each feature and incorporate it into daily workflows. Training helped project managers understand how to use the platform and apply consistent processes across projects.

Buildertrend supports AFT’s operations in several key areas:

• Schedule: Brad and his team use the shared schedule to coordinate timelines, plan upcoming work and track progress toward project milestones.
• Daily Logs: To help project managers track subcontractor manpower, completed work and delays.
• Client Portal: The Client Portal lets homeowners follow project progress remotely.
• Messaging: Shared project communication helps Brad’s team keep conversations organized and coordinate details with trade partners.

Buildertrend also helps AFT manage project finances through budgeting, invoices and Work In Progress Reports. Together, these tools give Brad and his team a more connected view of project activity, communication and financial performance.

Buildertrend also serves as a resource for the design details that come with luxury construction. Brad explained, “Buildertrend is a really great resource because all of our projects have designers and architects, so there is a lot of information. Think of this house. There’s 8,000 square-feet livable, and that’s a lot of detail. All of that gets uploaded in Buildertrend.”

Having project information organized in one place helps the team manage complex builds and gives the people involved a shared reference point.

The results: Keeping a five-acre estate on track

Saguaro Grove put AFT’s processes to the test. The property included more than 8,000 square feet of livable space, approximately 12,500 square feet under roof and extensive landscaping. The team also relocated more than 30 mature saguaros, far more than the five or six typically moved on a project.

The scale of the work made coordination essential. Pandemic-related disruptions and material shortages added pressure to an already demanding schedule, while the November 2021 closing deadline remained in place.

Buildertrend gave AFT a way to document progress, track trade partner activity and identify delays.

Reflecting on the project, he said, “I couldn’t imagine doing a project such as this without Buildertrend. We have an active pulse on all of our projects now. With the Client Portal tool, so do our homeowners. They’re able to access their job at any given time and follow progress.”

That visibility matters when clients are investing in a highly customized home, particularly when they can’t visit the job site regularly. Access to current information helps homeowners follow progress and stay connected to decisions as the build moves forward.

For Brad, the benefits extend beyond an individual project. With information and workflows organized in Buildertrend, he can stay connected to jobs without spending all his time traveling between the field and office. The platform also helps demonstrate AFT’s approach to project management when meeting prospective clients.

What luxury home builders can learn from AFT’s approach

AFT’s experience offers practical lessons for builders managing complex custom homes. The right processes can help teams coordinate details, maintain client trust and manage projects as the business grows.

Here are five takeaways for luxury home builders:

1. Establish processes before projects become harder to manage. Documented workflows help team members understand their responsibilities and give project managers a consistent way to track progress.

2. Keep schedules and job site records current. Daily documentation helps teams understand what happened, identify delays and plan upcoming work with better information.

3. Give clients access to project information. A client portal lets homeowners follow progress and review updates without relying on individual messages for every detail.

4. Keep trade partners informed. Shared schedules and project information help subcontractors prepare for upcoming work and coordinate with the rest of the team.

5. Introduce technology with a plan. A gradual rollout gives employees time to learn the tools and incorporate them into their routines. Training can help turn new software into a consistent part of project management.

Brad’s advice to other builders is straightforward: “Find a great construction project management software and learn the ins and outs. Understand how this tech can boost your effectiveness and bottom line.”

Frequently asked questions

Build the systems behind your next great project

AFT Construction’s experience with Saguaro Grove shows how organized processes and shared project information can support complex luxury builds. With Buildertrend, Brad and his team have a more consistent way to coordinate work, keep homeowners informed and manage the details that go into custom homes.

If you’re ready to improve project visibility and create more consistent workflows for your team, schedule a Buildertrend demo to see how the platform can support your business.