“[GoFormz] fills the gaps. No system gives you everything you need. When something is missing, we can build it in GoFormz and keep the operation moving.”
Montana Construction runs utility work under active roads—sewer, water, bridge, and emergency services—where field crews get one chance to capture what happened before the ground closes. For years, that documentation traveled on paper: forms retrieved from job sites, photos pulled off cameras, reports manually assembled and routed to accountants, project managers, supervisors, and payroll. Getting a single daily report to every stakeholder who depended on it took weeks. As the company grew, adding more crews and more client-specific documentation requirements, the manual process couldn’t absorb the volume. Information arrived late, rework was common, and the back-office team carried the burden of chasing and organizing data that should have been moving on its own.
Montana Construction implemented GoFormz as its field execution system of record, digitizing 15-plus daily report variants and deploying automated multi-step workflows that move documentation from field crews through supervisor and project manager review to Egnyte, without manual intervention. Forms auto-populate from data sources, required field validation enforces completeness at the point of capture, and finished reports route automatically to the right folders, people, and accounts payable workflows. Across five business units, GoFormz fills the operational gaps that other platforms can’t cover, allowing Montana Construction to stay functional and continue capturing documentation during platform transitions and for workflows that require client- or work-specific configurations beyond what general-purpose tools support.
Daily Reports (15+ variants)
Safety Pre-Inspection Forms
Safety Inspection Forms
Material Ticket Tracking Forms
Police Officer Sign-In Sheets
Quantity Sheets
Client-Specific Sketch Documents
Material and Equipment Request Forms
Service Work Orders
Montana Construction is a family-owned and operated utility contractor founded in 1993, serving the New Jersey, Pennsylvania, and New York area. The company specializes in sewer, water, bridge, and emergency services, with emergency repair response as a long-standing signature of the business. Across five business units, including a dedicated Jet Vac service division, Montana Construction crews operate where infrastructure is buried, time-sensitive, and unforgiving.
Utility construction is not like building above ground. When Montana Construction opens a road to reach a sewer line or water main, the clock starts immediately. The ground doesn't stay open. There is no opportunity to revisit the site, re-examine the conditions, or fill in documentation from memory a week later.
For Michael DeMarco, Technology Director at Montana Construction, this is the fundamental reality that makes field documentation non-negotiable. "If that information is not accurate or available, it affects how we get paid," DeMarco explained. "We have to capture the right information for our clients. We are often working underneath the road, digging and placing piping, so the information from the field must be recorded correctly because we usually do not get a second chance."
A daily report isn’t a record-keeping formality at Montana Construction. It’s the basis for billing, payroll, client compliance, project status, and accounts payable. Multiple stakeholders, including accountants, supervisors, project managers, payroll teams, and foremen, depend on that one document being completed correctly and arriving on time. “Several teams were relying on the information from that single report,” DeMarco said. “They needed it to process their work, so moving from a wait of several weeks to having it the same day made a huge difference.”
Before GoFormz, documentation was fully manual, and the strain of managing it was already apparent. Capturing a day’s work meant driving to the site to collect paper forms, pulling photos off a camera, assembling a report by hand, and routing it manually to every stakeholder who needed it. Scanning, renaming, filing, emailing—none of it happened automatically. “The time it took to gather all that information, bring it back to the office, organize it properly, and send it to our clients was weeks,” DeMarco said. “It was not that the work itself took weeks. It was the process that took weeks.”
As Montana Construction added crews and expanded client relationships, the volume grew, and so did the complexity. More crews meant more daily reports. More clients meant more client-specific form requirements. More stakeholders meant more routing destinations. “As more crews came onboard and the amount of information the construction world likes to collect kept growing, we realized we needed a better and faster way to capture that information,” DeMarco explained. The paper process that had always been slow was now a ceiling.
The decision to evaluate GoFormz came from the operations side of the business—the teams most directly affected by documentation failures. For them, the requirements were clear: the new system had to be easy for field crews to use, capable enough to handle complex workflow routing, and adaptable enough to serve multiple business units with different documentation needs.
“It had to be easy to use,” DeMarco noted. “It also had to be robust, more than just a form. It needed structure and the ability to support workflows.” The workflow capability was particularly important from a technology standpoint. The goal wasn’t just capturing data in a new format. It was eliminating the manual effort required to move that data to the right people after capture. “It’s not just a form solution that lets you go digital and capture your data,” DeMarco said. “GoFormz also has workflow and recording capabilities. That is what we have really taken advantage of from our operational side.”
“It’s not just a form solution that lets you go digital and capture your data. GoFormz also has workflow and recording capabilities. That is what we have really taken advantage of from our operational side.”
— Michael DeMarco, Technology Director, Montana Construction
One factor that accelerated field adoption––the forms didn’t change. GoFormz mirrored the paper versions that the crews already used. “Because you could mirror the form you already had in a PDF format, nothing really changed,” DeMarco said. “The only difference was that instead of writing it with a pen, you completed it with clicks, an Apple Pencil, or by uploading photos.” For crews accustomed to operating heavy equipment rather than software, that continuity made all the difference.
The impact was immediate and measurable. What once took weeks to move through the organization, from field capture to billing to payroll, could now be completed the same day. Crews finished their daily reports in GoFormz, supervisors reviewed and approved them, and the rest of the workflow moved forward automatically. “By implementing GoFormz, we were able to digitize the forms we use so the data is available in real-time and completed the same day,” DeMarco said. “What used to take weeks can now happen the same day, or we can get a quick update within hours.”
The people who felt it most were the ones who had been waiting. Accountants could reconcile vendor tickets the day they arrived. Project managers could see job status without chasing a piece of paper. Payroll had what it needed to process without delays. Foremen had reference copies of their top sheets without anyone making a second print run.
“What used to take weeks can now happen the same day, or we can get a quick update within hours.”
— Michael DeMarco, Technology Director, Montana Construction
The daily report is the core workflow, and it runs once per crew, per day. It’s not a simple form. Across Montana Construction’s operations, there are more than 15 daily report variants—each shaped for a specific type of work or client requirement. The foundation is consistent: time capture, equipment hours, materials used, and a work summary. But the details branch based on what’s happening.
When a crew member pulls up the form and selects a job number from the dropdown, data auto-populates from GoFormz’s data sources and appear without manual re-entry. From there, the report walks through a structured set of sections: the safety pre-inspection, where the crew reviews site hazards and every member signs digitally; job photos captured and attached in the field; material tickets uploaded by vendor; police officer hours logged and signed; and quantity sheets tracking draws against the contract.
Client-specific work has its own section requirements. The crew fills in numbers and sketches without redesigning documents in the field, so field personnel input what changed that day rather than rebuilding context from scratch.
When the form is submitted, it moves to a supervisor for review and edits, then to a project manager for final approval. Once approved, GoFormz triggers a multi-step workflow, some with more than 120 steps, that automatically routes the right documents to the right places without manual intervention. “Some of our workflows have a lot of steps, 120 or even 30 in some cases, but it is worth it to build them out because of the benefits we see again and again,” DeMarco said.
“Some of our workflows have a lot of steps, 120 or even 30 in some cases, but it is worth it to build them out because of the benefits we see again and again”
— Michael DeMarco, Technology Director, Montana Construction
Montana Construction stores its job documentation in Egnyte, but before GoFormz, the information entering the system was inconsistent and often delayed. Files were manually named and sometimes stored in the wrong location, making them difficult to find and nearly as useless as documents that never arrived.
The GoFormz–Egnyte integration closed that gap. When a project manager completes the final approval on a daily report, a single workflow trigger handles everything that previously required multiple manual steps. The full completed report pushes to Egnyte, organized by job number—no manual filing, no renaming, no emailing to yourself to remember where it goes. Job photos are extracted automatically into a dedicated photos folder, because downstream teams often need the raw image for client deliverables, not the full report. Vendor material tickets and police officer sign-in sheets push separately to accounts payable, organized by job number and vendor, so when an invoice arrives, the matching ticket is already in place.
Sections of the form that were not relevant to that day’s work are removed before anything is routed or stored. A 30-section report can become a two-page document if only two sections apply. What ultimately arrives in Egnyte is concise, correctly filed, and immediately usable. “The form or the photo can be labeled however we want and stored in the cloud exactly how we want to see it,” DeMarco said. “We can notify people and trigger actions through the workflow. All of those steps happen behind the scenes. Even though some of our workflows have more than 120 steps, it is worth the effort.”
GoFormz doesn’t replace Egnyte. It makes Egnyte better—turning what would have been a manually filed, inconsistently organized folder of late-arriving PDFs into a structured, searchable content repository that reflects what actually happened in the field that day.
“We can notify people and trigger actions through the workflow. All of those steps happen behind the scenes. Even though some of our workflows have more than 120 steps, it is worth the effort.”
— Michael DeMarco, Technology Director, Montana Construction
Over time, GoFormz has become more than a way to digitize workflows at Montana Construction. It has become the system the team relies on when other platforms fall short. “It fills the gaps,” he said. “No system gives you everything you need. When something is missing, we can build it in GoFormz and keep the operation moving.”
As Montana Construction introduces new platforms, some workflows inevitably fall outside what those systems can handle. GoFormz provides the flexibility to build those processes quickly, ensuring documentation and operations continue without interruption.
“[GoFormz] fills the gaps. No system gives you everything you need. When something is missing, we can build it in GoFormz and keep the operation moving.”
— Michael DeMarco, Technology Director, Montana Construction
The Jet Vac service division is the clearest example. One-day jobs, video documentation, field-captured work orders, same-day invoicing — none of it fits the model of Montana's primary construction platform. "Through the daily report, we captured everything that was done. And once a supervisor hits complete, they do a quick review, forward it off with the video link, and it's all done on the same day." A process a vendor previously turned in two weeks now closes the same day.
“Most of our crews are used to working with shovels and heavy equipment, and suddenly they were being handed a technology device to do their work,” DeMarco said. “It was a change for them.” DeMarco approached the rollout methodically. The team started with internal testing, followed by a phased deployment to a few crews at a time. Feedback from the first users helped refine the process before expanding further. By the time the broader field teams encountered GoFormz, most of the issues had already been worked out.
The continuity of the forms also helped accelerate adoption. Crews did not have to learn an entirely new way of documenting their work because the structure was already familiar. What changed was the medium, not the process.
“I do not have to re-enter my crew names on a piece of paper anymore,” DeMarco noted. “I can simply select them from a dropdown. I can create a quick sketch and take a photo of it. The form will also tell you if something is missing, so we are getting a higher quality result.” Required field validation quietly raised the quality baseline. Forms that once came back with missing information because someone overlooked a section during a long day now prompt users to complete every required field. The back office no longer receives incomplete reports, and the rework cycle has largely disappeared.
Eight years in, DeMarco’s advice for anyone digitizing field to office workflows is grounded in what worked at Montana Construction. “I think it is always best to take a phased approach and involve all stakeholders from beginning to end,” he said. “When you look at the workflow and the information you are collecting, there are many opportunities to improve and automate processes. Their input is important. It is also important to educate them about what is possible and what is not, and then work together to find the best way to handle that specific need.”
Montana Construction is not just using GoFormz to do the same work faster. The platform has become an operational infrastructure, embedded in daily work the same way payroll or project management systems are. “The operational side of our business,” DeMarco said when asked what would break first if GoFormz disappeared. “Without those forms, we would not be able to bill or meet our client obligations. It would affect accounting, payroll, project status, billing to clients, and accounts payable.”
Just as important is what stopped happening. Manual re-entry, rework, chasing down missing information, and expanding back office headcount to keep up with documentation volume all disappeared. “We did not have to expand our support teams as we grew because we invested in technology,” DeMarco noted. “That really eliminated the need.”
At the same time, new efficiencies emerged. Accountants can match vendor invoices the day they arrive. Project managers have real-time visibility into crew progress. Supervisors review and approve field reports the same day they are submitted. Five business units now run documented workflows without the back office burden that growth would normally require.
Montana Construction is adding a GoFormz-SharePoint integration, continuing to use GoFormz as the routing engine that connects field capture to the systems businesses depend on. The platforms around GoFormz will keep evolving. Some will get phased out, others brought in. The gaps will shift. For Montana Construction, that's exactly the point — and exactly why GoFormz stays.