Dashboards, AI & workflow for small and mid-size companies
Custom tools for the way your team already works.
See what's really going on in your company: money, deadlines and who's waiting on what, in one place. We build dashboards and custom tools, and use AI to take the busywork out of quoting, tracking and reporting.
Better processes first. AI where it earns its place.
AI isn't sprinkled on every click. I start by fixing how the work flows, then use AI only for the steps it's really good at. Everything else stays simple.
Fix the process
Map where the hours go and where mistakes creep in. Often the biggest win is one clear template, one checklist or one shared folder.
Add AI to the heavy lifting
Reading a 200-page spec book, pulling numbers out of factory PDFs, spotting what's missing. The slow, repetitive parts.
Keep people in charge
Your team still makes every call. When something isn't clear, the tool asks instead of guessing.
✓ Every build is reviewed by a senior software engineer before it goes live.
Every tool here is custom-built. Each one started with a slow, manual part of the job and was shaped around the way the team already works, so there was no new software to learn.
Project 01 · Dashboards
Company dashboards
The questions owners ask every week, answered on one screen: Are we on budget? Who are we waiting on? Where is the container? Each dashboard pulls from the tools the team already uses, so nobody has to update it by hand.
3 examplesprojects, studios, manufacturingSee how it worksClose
Project spend · for project-based businesses
Budget locked at award vs. paid and committed, client payments, cash in and out, and open POs for one project
Studio overview · for interior designers
Every project at a glance: hours used vs. fee billed, approvals the client still owes, and procurement by room
Millwork from Italy · production & shipping
Factory progress by batch, containers on the water, euro payments still due and days left to the site deadline
Built around your questions. Budget, deadlines, approvals or shipments. We start with what you check every week and build from there.
Problems show up early. Overdue payments, late drawings and lines heading over budget are flagged before they turn into surprises.
Pulls from your tools. Spreadsheets, your project board and accounting. No double entry, and no new system to learn.
Project 02 · Sales → Estimating
The bid system
Every hotel bid used to start from scratch: retyping spec books, rebuilding spreadsheets, chasing factory quotes by email. I built one connected flow for sales and estimating. Most of it is plain process: one template, clear steps, a shared folder. AI handles the heavy reading and data entry, and people make the calls.
1+ week → hoursto set up a bidSee how it worksClose
1+ week → hoursBid setup time
8Guided steps, documents to proposal
2 teamsSales and estimating, one flow
Low costRuns on tools the team already pays for
How a bid travels
Sales
Bid desk
Log the hotel, client and terms
Drop in the client's files
AI checks what's missing, sales sends RFIs
→
Handoff
One click
Estimating gets an email with a PDF
Files land in the hotel's Drive folder
The bid moves to the workbench
→
Estimating
Bid workbench
Eight guided steps
Questions answered as they come up
Proposal checked and printed
→
Client
Proposal
Clean PDF, totals by room type
Sales sends it
Revisions come back on the same bid
The eight steps
StartThe assistant copies the master workbook into the hotel's folder and sets up the vendor folders.
SetupContract answers in one place: markups, duty, freight, terms.
Spec bookEvery item pulled from the designer's spec book, one row each.
Room matrixQuantities per room type, checked against the totals.
RFQsOne request per package. Quantities only, never prices or margins.
QuotesVendor quotes loaded, every deviation flagged for a decision.
CheckAutomatic checks before anything leaves the building.
PrintClient proposal plus an internal record of every decision.
Estimators move a step forward by typing plain words in a chat, like "import the spec book" or "what do you need from me?", in English or Spanish.
Issues2 open
NS-102 · Nightstand
The spec book says walnut veneer, the drawing says oak. Which one do I price?
Walnut (spec)Oak (drawing)Send an RFI
Freight · Factory C
No freight rate on file for this factory. Use last bid's rate?
Yes, use itEnter a new rate
It asks instead of guessing. Anything it can't decide goes to an Issues list. The estimator answers, and the answer is applied on the next run.
Not ready · 1 check fails
Every item has a price Pass
Setup confirmed Pass
No "no bid" lines Pass
Freight priced Fail
12% of lines still estimated Check
No vendor names or costs on the client copy Pass
Checks before it goes out. A proposal can't print until every check is green, so missing freight or a leaked vendor cost gets caught first.
Bid record · internalVilla Serena
IncotermFOB Miami
Markup, casegoodsset in setup
NS-102 finishWalnut, per spec
LC-104 deviationAccepted alt. fabric
Freight, Factory CLast bid's rate
Every decision on paper. Each bid files a record of its setup answers, questions and changes, so revisions and handoffs don't depend on anyone's memory.
Screens & documents
The bid workbench: eight steps, each moved forward by typing plain wordsThe client proposal it prints, priced and checked
Sales owns the client
Logs the bid and files, checks what's missing, sends RFIs, sends the proposal, and resends when revisions come in.
Estimating owns the price
Takes the bid, runs the eight steps, answers the assistant's questions, sends RFQs, loads quotes, checks and prints.
Project 03 · Project delivery
Client delivery schedule
Schedules used to live in long email threads and spreadsheets nobody outside the office could read. Now every client gets one clear page from contract to handover, and a second page that spells out what they owe us and by when.
One pagecontract to handoverSee how it worksClose
Page 1: the whole project on one page, contract to handoverPage 2: what the client owes, and when
One page, six stages. Contract, drawings, approvals, production, logistics and install, with the key dates on top.
Real-world delays built in. Factory holidays and site milestones from the GC are on the chart, so nobody gets surprised.
"What we need from you." A countdown of client deadlines, the payment schedule and the measuring plan, in plain words.
Project 04 · Samples
Sample tag maker
Labeling physical finish samples used to mean formatting labels by hand for every project. Now the team pastes the materials list, checks a preview, and prints.
30 per sheetprint-ready labelsSee how it worksClose
A printed sheet: 30 labels, each with an approval line
Paste from Excel or open a saved project file. One small file per job.
Prints on standard labels. 30 per sheet on common 1" × 2⅝" address labels, with an alignment test.
Status in one click. Mark samples as specified, match or approved alternate.
Fixed scope and a fixed price, so there are no hourly surprises. Pricing depends on your team's size, and we'll go over it on a quick call. Most people start with the audit.
No.
Package
Includes
Lead time
FS-01
Workflow AuditStart here
Talks with your team, a map of how work moves today, your top three time sinks ranked by hours saved, and a written plan.
2 weeks
FS-02
Build Sprint
One dashboard or workflow built and rolled out, like a project spend tracker, quote setup or vendor quote intake. Templates, training and a simple guide included.
3–4 weeks
FS-03
Monthly Support
Tweaks, new templates, team Q&A and one small improvement every month.
Ongoing
Who it's for
Teams of 10 to 150 still running on spreadsheets and email
Design & real estate
Studios, developers and hospitality groups managing projects, budgets and approvals.
Makers & manufacturers
Shops tracking orders, production, suppliers and shipping.
Construction & trades
Contractors and installers juggling bids, schedules, crews and payments.
Service & distribution
Any team of 10 to 150 that runs on spreadsheets, email and memory.
Your hours
How much time is your team losing?
Move the sliders to match your office. It's a rough estimate based on the setup time I cut on my own team's bids.
You could get back
1,306hours a year
That's about $71,808 of your team's time.
Roughly 33 work weeks.
Assumes setup time drops about 85%. Your numbers will vary; the audit gives you the real ones.
Who we are
Not a software company. A project manager and an engineer who got tired of the busywork and fixed it.
Fairholm Studio pairs hands-on industry experience with real engineering. You get someone who knows how your projects run, and someone who makes sure what we build is secure, connected and built to last.
G
Gabriela
Founder · Systems & projects
Architect by training and a senior project manager. Gabriela has worked on residential, commercial and hospitality projects, from simple builds to the very high end, with furniture makers, Italian factories and design teams around the world.
She leads every engagement: learning how your team works, designing the process and building the tools around it.
Background
Architect by training, Master's in Design Management
Projects
Residential, commercial and hospitality, simple to ultra high end
Focus
Operations, project systems, dashboards
Languages
English, Spanish, Italian, working French
D
Derek
Technical partner · Engineering
Software engineering lead who has spent years building and running apps used by millions of people every month. Derek brings the technical side: how tools connect, how data is kept safe, and whether a solution will hold up as you grow.
He reviews every build before it goes live and steps in when a project needs deeper integration work.
Background
Engineering lead, large-scale mobile apps
Focus
Integrations, data, security, reliability
Role
Technical review on every build
Custom tools for companies with their own way of doing things, because one size doesn't fit all. Every tool is shaped around your process, your documents and your team.
