Where Time Becomes Money
by Marvin Joles
In this industry, we all know the deal: if you’re not efficient, you’re losing money. It’s that simple. As owner-operators in asphalt paving and sealcoating, we’re constantly juggling everything at once—estimating jobs, scheduling crews, answering customer calls, sending invoices… it never really shuts off.
I got a call last week from my buddy Jason asking what we use for a CRM and what he should be looking for. Honestly, it’s a great question, because there are a ton of options out there. Most of them don’t really matter if they don’t help you save time and stay organized. After 22 years at Wis-Coat, that conversation made me realize I might know a few things… maybe.
It also made me step back and think about what actually matters when choosing software for your business—not the bells and whistles, but the things that truly move the needle day to day. Here are my top three things to consider when looking for software to upgrade your company, systems, and processes—and get your time back.
1. Job Workflow and Scheduling
From the first phone call or message from a customer all the way to getting paid, your process should be smooth. You should be able to build an estimate, turn it into a job, schedule your crew, and see everything clearly in one place.
When your schedule is dialed in, your crews stay productive, and you eliminate the confusion that leads to wasted time. Yes, there are CRMs that handle the entire process—and yes, we use one at Wis-Coat.
2. Financial Visibility and Cash Flow
A lot of contractors focus on how busy they are—but busy doesn’t always mean profitable. You need to understand your numbers: what each job is costing you, what your margins look like, and how quickly you’re getting paid.
If your software allows you to send invoices quickly from the field and collect payments faster, that alone can make a significant impact on your business.
I’ll be honest—I’m not great at tracking numbers, which is why we use accounting and tracking software that Cyla manages and reports on at Wis-Coat.
3. Customer Communication
Whether we like it or not, customers expect a higher level of professionalism today. Clear estimates, quick responses, and consistent updates go a long way.
When your communication is organized and reliable, it builds trust—and that’s what leads to repeat business and referrals.
Many software platforms now include customer portals and built-in communication tools that allow clients to see updates or message your team in real time.
Final Thoughts
At the end of the day, I told Jason the same thing I’d tell anyone: don’t overcomplicate it. Find something that helps you stay organized, keeps your schedule tight, gives you clarity on your numbers, and makes it easier to communicate with your customers.
Use it to simplify your business and get your time back—time you can spend doing what you love, with the people you love.
In this business, time is money—and the right system setup can help you protect both.
As always, if you have any questions, insights, or feedback on this article, feel free to email me at marvinjoles@gmail.com or connect with me on social media (@inthemixmj). You can also listen to the In The Mix with Marvin Joles podcast on Spotify and Apple Podcasts, or watch on YouTube. Visit www.inthemixmj.com to learn more.
Asphalt is Opportunity.
-Marvin
Marvin Joles is the owner of Wis-Coat Asphalt Maintenance. Visit his websites at https://marvinjoles.com or www.inthemixmj.com
