Episodes

  • Streamlining Invoice Management | Fixing Hidden Bottlenecks in Invoice Procurement

    Streamlining Invoice Management | Fixing Hidden Bottlenecks in Invoice Procurement
    Jan 6 2026
    Eric Helitzer breaks down one of the most overlooked parts of construction operations: invoice management. Rather than viewing invoices as office paperwork, he reframes them as a central driver of efficiency across the entire procurement lifecycle. Eric explains how common invoicing challenges can erode productivity and create downstream financial strain.

    He also explores how automated invoice management shifts procurement from a reactive process to a strategic advantage. By reducing manual entry, teams gain clearer insight into spending, budgets, and cash flow. Eric emphasizes that effective invoice management is not just about paying bills faster—it’s about building reliable systems that support healthier and more profitable projects overall.

    Chapters
    [Start] Why Invoice Management Matters: An overview of how invoicing directly impacts all areas of a project.
    01:31 Invoice Management Challenges: Why manual processes create risks and avoidable errors.
    02:21 How Automation Can Benefit: A breakdown of standardized workflows, faster approvals, and reduced human error.
    02:56 Cash Flow, Vendors, and Expense Tracking: How real-time expense visibility and strong supplier relationships work together.
    04:44 Turning Invoice Management Into a Competitive Advantage: Why automated systems support better decisions, healthier finances, and more predictable projects.

    Links and Resources
    • SubBase Website
    • Eric Helitzer on LinkedIn

    Want a demo? Book here.
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    6 mins
  • Clean Data, Faster Decisions | The Procurement Fix Most Teams Overlook

    Clean Data, Faster Decisions | The Procurement Fix Most Teams Overlook
    Dec 30 2025
    Host Eric Helitzer tackles a common challenge contractors regularly face: fragmented and unreliable reporting and procurement. When information lives across spreadsheets, inboxes, text threads, and disconnected systems, teams are forced to make decisions without clear visibility into costs, orders, or progress, resulting in delays, extra work, and inaccurate reporting.

    Eric looks at the root causes of these issues, explaining why and how they are deeply connected. He walks through how centralized procurement data, real-time updates, and integrated communication can eliminate guesswork, reduce human error, and give every stakeholder the same version of the truth. For subcontractors looking to run leaner, more predictable projects, Eric offers a clear blueprint for cutting through chaos and building scalable workflows.

    If your team is tired of chasing information, reconciling spreadsheets, or working off outdated reports, it may be time for a better approach. Contact SubBase to schedule a personalized demo and see how centralized procurement, real-time visibility, and connected communication can transform the way your projects run.

    Chapters
    [Start] Reporting and Procurement Chaos: Eric introduces why disconnected data and communication create hidden costs and unreliable reporting.
    02:05 Fragmented Reporting and Multiple Versions of the Truth: How spreadsheets, emails, and manual updates undermine confidence in your numbers.
    06:10 The Visibility Problem: Why teams struggle to track order status, deliveries, and costs, and how real-time access changes everything.
    10:40 Communication That Slows Projects Down: How scattered messages create delays and disconnect reporting from reality.
    14:55 What a Streamlined Process Really Looks Like: Centralized data, live visibility, and connected communication working together.
    18:30 From Chaos to Control: How fixing reporting and procurement hurdles keeps projects on schedule and teams aligned.

    Links and Resources
    • How to overcome reporting and procurement hurdles | SubBase
    • SubBase Website
    • Eric Helitzer on LinkedIn
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    5 mins
  • Forecasting with Confidence | How to Transform Your Budgeting and Forecasting with Integrated Systems

    Forecasting with Confidence | How to Transform Your Budgeting and Forecasting with Integrated Systems
    Dec 23 2025
    Forecasting with Confidence | How to Transform Your Budgeting and Forecasting with Integrated SystemsIn this episode, Eric talks about one of the most critical pillars of successful construction projects: budgeting and financial forecasting. This episode reframes forecasting as a living system that supports smarter planning, stronger risk management, and more confident decision-making. Eric talks through why early, accurate budgeting creates clarity, prevents costly surprises, and keeps teams aligned from start to finish.He also addresses the reality of manual budgeting processes: they are time-consuming, error-prone, and disconnected from field operations. By highlighting common pain points and contrasting them with the benefits of integrated systems, Eric makes a compelling case for modernizing financial workflows. This episode encourages teams to adopt tools that bring visibility, control, and predictability to every project.

    Chapters

    [Start] Why Budgeting and Forecasting Matter: An overview of how financial planning supports project success, risk management, and efficiency.
    01:34 The Hidden Costs of Manual Budgeting: A breakdown of common challenges with manual budgeting systems.
    02:30 Improvements with Integrated Systems: A look at the benefits of using an integrated system that meets your needs in every area.
    03:25 Best Practices for Better Forecasting: Actionable guidance on starting your journey to a better forecasting system.
    04:31 What This Means: How improved forecasting reduces errors and gives you profitability for your projects.Links and Resources
    • A Guide to Budget Management | SubBase
    • SubBase Website
    • Eric Helitzer on LinkedIn

    Want a demo? Book here.

    This episode includes AI-generated content.
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    6 mins
  • Automation as a Competitive Edge: How Smart Workflows Keep Your Jobs Moving

    Automation as a Competitive Edge: How Smart Workflows Keep Your Jobs Moving
    Dec 16 2025
    In this episode of The SubBase Show, host Eric Helitzer breaks down why automation is no longer a “nice to have” in construction—it’s a competitive advantage. With labor shortages, rising project complexity, and data flowing from every direction, manual systems built on spreadsheets, emails, and phone calls simply can’t keep up. Eric walks through how automation removes friction from material procurement, invoicing, and approvals so teams can move faster and make better decisions with less effort.

    You’ll hear how real-time data, centralized systems, and automatic invoice reconciliation change the game for subcontractors, project managers, and finance teams alike. From tracking material histories and vendor pricing to tightening cashflow and improving forecasting, this episode shows how smart workflows align field, office, and vendors around one reliable source of truth—and why companies that embrace automation now will be the ones that stay ahead.

    Chapters
    [Start] Why Automation Matters Now More Than Ever
    01:10 Fixing Procurement Bottlenecks with Real-Time Visibility
    02:03 From Data Logs to Invoice Matching: What Automation Actually Does
    02:56 The Future of Procurement: Data, Prediction, and Competitive Advantage
    03:51 Four Steps to Start Automating Your Workflows

    Links and Resources
    • SubBase Website
    • Eric Helitzer on LinkedIn
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    5 mins
  • The Material Database Makeover | How Clean Data Transforms Costs, Forecasting, and Field-to-Office Flow

    The Material Database Makeover | How Clean Data Transforms Costs, Forecasting, and Field-to-Office Flow
    Dec 9 2025
    In this episode of The SubBase Show, host Eric Helitzer uncovers one of the least glamorous, but most financially impactful parts of a subcontractor’s business: the material database. While often buried in spreadsheets, accounting software, or outdated internal systems, the material database sits at the center of nearly every major purchasing, forecasting, and cost-control decision. When it’s inconsistent, disorganized, or overloaded with duplicate item names, it inflates budgets, slows down workflows, and makes accurate forecasting nearly impossible.

    Eric breaks down why construction teams struggle to keep this critical dataset clean, and what happens when the field, office, and vendors use different naming conventions and descriptions, or incomplete information. He shows how a modern, centralized, controlled database creates huge downstream benefits: faster quoting, clearer purchasing, better invoice reconciliation, more predictable budgeting, and standardized communication across every project.

    If this episode got you thinking about the health of your own material database, or if you’re ready to build one system your field, office, and vendors can actually trust, reach out to SubBase for a personalized demo. See exactly how a standardized, centralized database can eliminate errors, streamline purchasing, and bring real control to your job costs.


    Chapters
    [Start] Why Material Databases Matter: Eric opens by explaining how inconsistent item naming, scattered spreadsheets, and outdated accounting records silently distort budgets and forecasting.
    00:58 The Hidden Cost of Inconsistency:     A look at how supplier naming inconsistencies, duplicate items, and manual updates create confusion and inaccurate spend history.
    01:12 How Traditional Systems Break Down:     Eric outlines why spreadsheets and accounting tools fail as material databases, and how errors compound across projects.
    01:58 The SubBase Approach:     A walkthrough of SubBase’s flexible, standardized, visual material database and how it eliminates miscommunication between field, office, and vendors.
    02:58 From Clean Data to Clean Workflows:     How a centralized database improves forecasting, ordering accuracy, cost control, and invoice matching.
    04:11 A Tale of Two Contractors:     Eric compares a spreadsheet-driven workflow with a SubBase-driven one to show real-world differences in accuracy, clarity, and speed.

    Links and Resources
    • How to manage your material database | SubBase
    • SubBase Website
    • Eric Helitzer on LinkedIn
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    7 mins
  • Invoice Reconciliation | The Power of Automated Workflows

    Invoice Reconciliation | The Power of Automated Workflows
    Dec 2 2025
    In this episode, we break down one of the construction industry’s most overlooked challenges: invoice reconciliation. Eric Helitzer explains why matching invoices, purchase orders, and delivery tickets is such a time-consuming burden and why manual processes make it even harder. He talks about what goes wrong in traditional workflows and the hidden risks these outdated systems can create for your construction teams.

    Eric demonstrates a better way with automation. You’ll learn how streamlining reconciliation dramatically reduces manual touchpoints. By empowering field teams, improving office-site communication, and strengthening relationships with vendors, automation becomes a strategic advantage.

    Chapters
    [Start] Introduction: Why invoice reconciliation matters and why it’s so difficult to manage.
    01:13 Automation as the Solution: How automation can transform reconciliation speed and accuracy.
    02:25 Bridging the Gap: A look at real-time visibility, centralized communication, and improved collaboration across teams.
    03:58 The Power of Reduced Touchpoints: How getting rid of multiple manual touchpoints can reduce risks and friction.

    Links and Resources
    • Invoice Reconciliation: How Do You Keep Up? | SubBase
    • SubBase Website
    • Eric Helitzer on LinkedIn

    Want a demo? Book here.
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    6 mins
  • Automating Cost Codes | From Manual Entry to Real-Time Visibility

    Automating Cost Codes | From Manual Entry to Real-Time Visibility
    Nov 25 2025
    In this episode of The SubBase Show, Eric Helitzer covers the topic of cost codes; more importantly, the importance of automating your cost codes. While manual entry has been the system for many years, it is no longer the most reliable or efficient method for inputting cost codes and keeping track of purchases. Eric shows how the SubBase system can help to automate the system you already have, making your productivity skyrocket and your errors plummet.

    This conversation hits on the importance of changing with the times and using automation technology to help improve your company’s efficiency. With the right tools, your team’s success is just around the corner with SubBase’s guide to automation.

    Chapters
    [Start] The Importance of Cost Codes: Eric introduces the episode with the importance of cost codes and the influence they have in the construction world.
    01:12 Manual Input Errors: Why manual input isn’t the most efficient way to track cost codes, and how it leads to errors.
    02:05 Five Pros to Using SubBase: Five ways that SubBase can help you automate your system to track cost codes and order purchases.
    04:10 Tracking Frequent Purchases: The episode wraps up by touching on the importance of automation and why it can be a benefit to your company.

    Links and Resources
    • Cost Codes: How Are You Managing Your Spend? | SubBase
    • SubBase Website
    • Eric Helitzer on LinkedIn

    Want a demo? Book here.
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    5 mins
  • Bridging the Gap: How Field–Office Collaboration Drives Better Projects

    Bridging the Gap: How Field–Office Collaboration Drives Better Projects
    Nov 18 2025
    When job sites are running hot and schedules are tight, even small miscommunications between the field and the office can snowball into delays, budget surprises, and frayed relationships. In this episode host Eric Helitzer breaks down why that disconnect happens in the first place—and what to do about it. He walks through how much of a subcontractor’s day is really tied up in material management, why fragmented tools and channels cause friction, and how to rethink collaboration as a shared system instead of a series of one-off handoffs.

    You’ll hear how bringing vendors into the same workflow, giving field and office teams a shared source of truth, and designing role-specific views can reduce manual rework, prevent missed orders, and improve project outcomes.

    Chapters
    [Start] Why Collaboration Breaks Down: Eric explains how field and office teams often operate in parallel instead of together, and why material-heavy workflows make alignment mission-critical.
    01:52 Friction Points in the Real World: Eric walks through the common failure points that create delays, rework, and budget surprises.
    02:42 The Four Pillars of Alignment: Eric introduces four core pillars—a centralized platform, real-time updates, tailored role-based views, and vendor collaboration powered by data.
    04:16 Turning Data and Culture into an Edge: How better collaboration improves procurement, speeds up problem solving, strengthens team culture, and ultimately more predictable project success.

    Links and Resources
    • SubBase.io
    • Blog: How to Foster Collaboration Between Field Teams and Office Staff
    • Eric Helitzer on LinkedIn
    Book a Demo with SubBase
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    6 mins