Qualify every lead. Draft every estimate. Stop drowning in paperwork.
For small excavation contractors doing site prep, grading, basements, septic, utility, and demolition. Rylo OS - Dirt gives you a full back office without the hire — AI qualifies leads, drafts estimates the same day, parses your crew's texts and photos into structured job logs, and chases A/R so you don't have to. Built by a P.E. with 15+ years running aggregates and drilling.
Estimates take a week. Photos get lost. A/R runs 45+ days.
Small excavation contractors live with a brutal math problem: every missed lead on a pole-barn dig or basement excavation costs $15K–$50K. But you're on the trackhoe, not at the desk. Bids take a week because they happen at night. Crew photos vanish into someone's text history. Invoices go out when you remember. Homeowners call wondering "what's happening" because nobody told them.
Hiring an office manager runs $50K–$70K/yr all-in — and finding a good one in trades is its own problem. Most contractors limp along instead, and growth caps at whatever the owner can personally manage.
Rylo OS - Dirt is the third option: AI handles the office volume, you keep the judgment. Lead in → qualified → estimate drafted → scheduled → photographed → invoiced → reviewed. Every step has a human checkpoint where it matters. Volume goes up; your involvement goes down.
Six modules. Configured for excavation. Built once, refined per client.
Lead qualification by job type, ZIP, and budget
Every inbound — voice, SMS, web form — gets sorted: real prospect, tire-kicker, wrong fit. AI asks the right qualifying questions for excavation work (lot size, target depth, soil type, timeline, budget range) and routes accordingly. No more 90-minute drives to bid jobs you'd never close.
AI estimate-starter (drafts the first pass, you finalize)
Lead comes in with site details. AI drafts an estimate against your standard line items, your historic margin, your scope-of-work template. Estimate hits your inbox in minutes, not days. You review, adjust, send. First-quote-in-the-customer's-hand wins jobs; this gets you there.
Crew & equipment scheduling, weather-aware
Jobs slot into the calendar with conflict detection: don't double-book the trackhoe, don't put a crew on a basement dig the day before a 3-inch rain. Weather feed pulls 7 days out; jobs that can't run get flagged for proactive customer notification.
Daily log SMS parser
Crew texts photos and voice memos from the job site. The system parses them into structured daily logs your bookkeeper can use for billing and your insurance can use for documentation. No more lost photos. No more end-of-day forms nobody fills out.
Milestone invoicing + weekly homeowner updates
Jobs invoice on milestones, not when you remember. Homeowner gets a weekly status update with photos and the next step — kills the "what's happening at my job" call before it happens. A/R days drop because customers see progress in real time.
7 AM owner briefing + reviews program
Each morning: open quotes pending, jobs in progress, milestones hit yesterday, A/R aging, the one thing that needs you. After job completion, Google review request goes out with before/after photos — converts at much higher rates than a generic ask.
Three tiers. Locked pricing. Nothing hidden.
For contractors doing $1M–$3M/yr. A missed call on a pole-barn dig can cost $15K–$50K. Standard is the tier we recommend for most contractors. Two ways to pay — install upfront, or no install fee on a 12-month commitment.
Starter
- Lead intake (voice, SMS, web form)
- Job qualification by type / ZIP / budget
- Manual estimate workflow
- Basic job record keeping
- Post-completion review requests
Install: 14 calendar days after intake
Standard
- Everything in Starter, plus:
- AI estimate-starter (drafts the first pass, you finalize)
- Crew & equipment scheduling (weather-aware)
- Daily log SMS parser (photos + voice memos)
- Job photo & document management
- Milestone invoicing + homeowner weekly updates
- Review program with before/after photos
Install: 14 calendar days after intake
Premium
- Everything in Standard, plus:
- Advanced change-order approval workflow
- Custom reporting & job profitability dashboard
- Priority SLA (4-hour response)
- Quarterly strategy call with Jon
- 2 add-ons included per quarter
Install: 21 calendar days after intake
Install timelines cover inbound voice and your existing tools. Outbound texting and calling need carrier registration and regulatory approval, which can add roughly 1–3 weeks outside our control — we start it on day one so it runs alongside the build.
Excavation-specific questions.
What does a missed lead actually cost on an excavation job? +
Industry rule of thumb: $15K–$50K per missed lead on bigger jobs (pole-barn dig, basement excavation, full site prep). Smaller jobs, $2K–$8K. Excavation is high-ticket low-frequency, so each missed call is worth more than in trades like HVAC. Capturing 1 extra job per month often pays for Standard tier 3–5x over.
Will the AI estimate be wrong? +
The AI drafts; you finalize. Estimates only leave your inbox once you've reviewed them. The AI pulls from your historic line items and margins, but you're the contractor — your signature goes on it. Think of it as a junior estimator that knocks out the first draft in 4 minutes instead of 4 days.
How does the daily log SMS parser work? +
Your crew texts a number from the job site — photos, voice memos, status notes. The system parses each message into a structured daily log entry against the right job: timestamp, description, attached media, location. Your bookkeeper sees clean logs in one place. You see them on the morning briefing. Insurance gets documentation you can hand over in seconds.
What if a customer asks for change orders mid-job? +
Premium tier has a change-order approval workflow: customer messages → Rylo OS - Dirt drafts a change order → you approve/edit → customer signs digitally → invoice updates. Standard tier handles change requests via the same lead intake path; you do the approval flow manually until volume justifies upgrading.
What's the difference between Starter, Standard, and Premium? +
Starter is lead intake + qualification + basic job records — useful if your office process is mostly manual but you're losing leads. Standard adds the AI estimate-starter, weather-aware scheduling, daily log parser, milestone invoicing, and review program — the full operations layer. Premium adds change-order workflow, profitability dashboard, priority SLA, and quarterly strategy calls. We recommend Standard for most contractors.
How fast can outbound texting and calling go live? +
Inbound voice stands up quickly. Outbound texting and automated calling are the one variable — business SMS and AI calls need carrier registration and regulatory approval (industry-standard ~1–3 weeks) before they can switch on. We file that paperwork on day one so it runs alongside the build, and we keep you posted on status.
More general questions on the main FAQ.
Call the demo. Hear it qualify a job.
The Rylo OS - Dirt intake agent picks up. Walk it through a site-prep job and hear how it captures the lead — before you see ours.
Try: "I need a half-acre pad graded with utilities run, looking at spring."
Ship Rylo OS - Dirt at your company.
15-minute call. We ask what's actually broken in your operation and tell you honestly whether Rylo OS - Dirt fits. No pitch deck.