Apollo Concrete Coatings is a division of Apollo Construction, a Western New York company that has been providing quality construction services since 1976. The coatings division specializes in concrete floor coatings for residential and commercial clients, and on any given day, Jason Miller is managing six crews running six separate jobs simultaneously. Every job is completed in a single day.
Jason is the Operations Manager and has been using CompanyCam for three years. In that time, the platform has cut his weekly administrative workload by 10 to 12 hours, reduced mistakes across his crews by 75%, and stopped a $2,400 false damage claim before it cost the company a cent.
For a multi-crew operation where managing multiple crews across simultaneous jobs leaves no room for miscommunication, CompanyCam became the system that holds everything together.
The Problem: Six Crews Going in Blind
Before CompanyCam, Apollo Concrete Coatings ran their job preparation on manila folders. Each folder contained handwritten notes from the sales visit: furniture to move, repairs needed, special instructions, access details. By the time those notes reached the crew on job day, details had been misread, forgotten, or lost entirely.
The deeper problem was timing. Apollo’s sales staff doesn’t start until 9:00 AM. The crews start at 6:30 AM. When a crew had a question before the job started, there was nobody to call. They went in with whatever the folder said, and if the folder was incomplete, they went in blind.
The consequences showed up on every job:
- Crews arrived without the right materials because nobody had seen the pre-job conditions
- Questions that should have been answered before arrival had to wait for the sales rep to start their day
- Unexpected obstacles stopped jobs mid-progress and required Jason to drive out
- Mistakes happened because crews were working from handwritten notes instead of photos
- Poor documentation was costing the business in rework, wasted trips, and crew time on every job
What Changed When Every Job Started With Photos
When Apollo implemented CompanyCam, the first thing that changed was the pre-job process. Sales staff now photograph every job site during the estimate visit: the area being coated, any repairs needed, access points, obstacles, and special conditions. Every note that used to go in a manila folder now goes directly on a photo in CompanyCam, annotated with arrows and text so the crew sees exactly what they’re walking into before they leave the shop.
At 6:30 AM, a crew member opens CompanyCam, pulls up the day’s job, and reviews every photo from the sales visit. They know what materials to bring. They know about the back door access in case it rains. They know the three steps that also need to be coated. They know what the customer’s garage looks like before they touch it.
Keeping the crew in the loop stopped requiring a phone call to the sales rep and became something the crew handled themselves from the job photos already in the system.
10 – 12 Hours a Week Back in the Business
The time savings CompanyCam created for Jason show up across every part of his day. Before, staying on top of six simultaneous crews meant driving to sites to check on progress, fielding calls from crews who needed answers to questions a photo could have answered, and spending time tracking down information that should have been centralized from the start.
Now Jason monitors all six crews from wherever he is by watching timestamped photos come in throughout the day:
- Photos at each completed step tell him where every crew is in the process at any point
- Timestamps show him whether a crew is on schedule without a single check-in call
- If a crew is behind, he calls them directly with a specific question instead of driving out to assess
- Subcontractor questions get answered with a comment on a photo instead of a trip across town
- The entire pre-job briefing happens through CompanyCam before anyone leaves the shop
“It easily saves me 10 to 12 hours a week of reviewing or driving,” Jason said. For a business running six jobs a day, tracking job progress without driving to every site doesn’t just save time. It creates capacity to manage more work with the same team.
How CompanyCam Cut Mistakes by 75%
The most significant operational change CompanyCam made at Apollo wasn’t the time savings. It was the reduction in mistakes. When crews go into every job with a complete photo record of conditions, and document every step as they work, the ambiguity that leads to errors disappears.
“There’s no more blame. There’s no more he said, she said. It’s all on CompanyCam,” Jason said. “It has our mistakes down probably by 75%.” The specific things that drive that number:
- Crews review pre-job photos before arriving, so they’re never surprised by a condition they should have known about
- Step-by-step documentation creates a record that managers can review to verify the process was followed
- Annotated photos from sales visits eliminate the misread handwritten notes that used to cause rework
- Using tags and labels to stay organized means photos are searchable when a question about a past job comes up weeks later
How CompanyCam Stopped a $2,400 False Damage Claim
The financial case for CompanyCam at Apollo became concrete on a pool coating job. When the work was done, the homeowner claimed Apollo had cracked the pool steps during the project and presented a $2,400 replacement bill.
Jason pulled up CompanyCam. The pre-job photos from the estimate visit, taken three months before the work was done, showed the cracked steps clearly before Apollo ever set foot on the property. The homeowner had no case. The claim stopped immediately. “Whether the homeowner was being dishonest or not, our crew knew it wasn’t our fault because of the thorough documentation we had,” Jason said. That is contractor liability protection working exactly as it should, built not from a policy but from a habit of photographing everything before touching anything.
The Case for CompanyCam
Apollo Concrete Coatings runs six crews, six jobs a day, across Western New York. Jason Miller manages all of it with 10 to 12 fewer hours of administrative work every week, 75% fewer mistakes across his crews, and a photo record that stops false damage claims before they become disputes.
His question for anyone still using manila folders and handwritten notes is simple: “How did we actually work without it?” Three years into using CompanyCam, he still doesn’t have a good answer.
