WA Patriot Construction streamlines tool billing & visibility with TOOLTRIBE
Thank you, TOOLTRIBE, for helping WA Patriot simplify, control, and elevate our equipment management and billing process.Mac Stanton, COO, WA Patriot Construction
About WA Patriot Construction
Washington Patriot Construction is a full‑service general contractor established in 2009 and based in Gig Harbor, WA. WA Patriot provides a wide range of preconstruction and construction services to a diverse client base, including the U.S. Navy and the aeronautical industry.
Manually updating spreadsheets, endless emails, and lost billables
Prior to TOOLTRIBE, WA Patriot relied on spreadsheets per project with duplicated rate sheets. Superintendents recorded how long each specific tool was used, then passed spreadsheets back and forth among Accounting, Field, and Project Management for adjustments, accuracy checks, and sign‑off via email.
We have a lot of equipment and lot of tools with union carpenters that use them. And we got to keep those guys supplied in the field. And we also need to keep track of where those tools are. And we didn't have a very good solution for that.
We created a spreadsheet for every project with a duplicate of a rate sheet on it. And then basically have our superintendents write down how long they use each specific tool.
It was easy to miss equipment usage, and adding new items was such a hassle that they stopped getting added altogether.
We were then passing that spreadsheet back and forth through accounting, through the field, and through the project management teams to make adjustments, review accuracy, and sign off on it via email. So that was a challenge.we knew we were missing quite a few things in that method and it became more of an effort to add new equipment that you wanted to invoice for, and became not worth it.
Real‑time visibility and streamlined billing with TOOLTRIBE
TOOLTRIBE brought structure and clarity to what had been a heavily manual process. With everything centralized—tools, photos, transfers, and rates—the entire billing cycle became dramatically faster and more predictable.
The TOOLTRIBE App has been a game changer for WA Patriot. Our equipment and tool billing process is now completely streamlined. I just reviewed our October billing invoices—it took me five minutes.
With TOOLTRIBE, we can now see all of our equipment and tools with photos, making identification and tracking easy. If a Supervisor forgets to request a transfer, we can instantly push a transfer to the job through the App.
TOOLTRIBE’s automated rate calculations removed one of the biggest sources of billing errors. Daily rates now convert cleanly into weekly and monthly charges, and caps are applied automatically—eliminating manual math and ensuring every invoice aligns with contract rules.
One of the biggest benefits has been our ability to meet contract requirements with owners who are very specific about allowable tool and equipment charges. TOOLTRIBE lets us easily customize rates, thresholds, and charge parameters by job, ensuring compliance and transparency.
Increased billing revenue, major cost savings, and responsive product support
The moment TOOLTRIBE brought real-time tracking and structured billing into one workflow, WA Patriot gained the visibility they’d been missing. Tools that were being used—but never billed—were finally showing up in the numbers.
I'm able to see additional equipment being billed. And also have, in my first month of financial reviews for companies, seen our equipment invoicing revenue jump up significantly.
Throughout onboarding and rollout, the TOOLTRIBE team stayed closely engaged; answering questions, refining workflows, and ensuring the system matched WA Patriot’s real-world field and billing needs.
Finally, I can’t say enough about the support from the team at TOOLTRIBE. They’ve been extremely responsive, incorporating multiple improvements based on our feedback. We were actually in the process of developing our own internal app when TOOLTRIBE was recommended to us—and I’m glad it was. Their platform already did everything we needed (and more), saving us tens of thousands of dollars and countless hours.
I couldn't have been more blown away really that that's the level that you guys would get into with us. It wasn't just, hey, here's our TOOLTRIBE app, you take it or leave it. It was like, here's our TOOLTRIBE app, how is this working for you? Are there any improvements that you see right away that we can adopt? And pretty much every one those reflections were listened to and accomplished. I've never really actually had something like that happen before.