How TR3 Group Saved $123k with Workyard’s Smart Forms

About TR3 Group

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TR3 Group is an excavation company offering a range of land development services including dirt work, grading, tree work, pond construction, and site preparation.

Problem

TR3 Group, a construction company specializing in grading, import fills, trenching, and septic work, faced mounting operational and financial challenges as it expanded operations. Initially, TR3 faced daily inefficiencies in labor tracking. Before Workyard, employees self-reported their hours informally, often without oversight. After adopting Workyard in 2022 to digitize time tracking and eliminate time theft, larger, more urgent problems soon surfaced.

A spike in insurance costs for their dump trucks and hook trucks put significant financial pressure on the business. Following a Department of Transportation (DOT) violation, where a driver was cited for missing required documentation, TR3's insurance premiums skyrocketed. To regain affordable coverage, insurers mandated rigorous documentation and a full fleet maintenance program—requirements that typically demanded expensive, standalone software solutions. The idea of manually tracking vehicle maintenance and incident reports across the fleet was overwhelming for Melina Pheabus, who was solely responsible for managing accounts payable, accounts receivable, and operations.

"They were requiring a lot from me. I had to track every issue with the vehicles, how they were maintained, and be able to show it at any time. I thought, ' This is going to be ridiculous. ' I would have needed a notebook for every truck just to keep up." — Melina Pheabus, TR3 Group

Solution

Faced with two costly and inefficient options—either purchasing expensive standalone fleet maintenance software or manually tracking every truck’s inspections and maintenance in notebooks—TR3 needed a better solution. As Melina Pheabus put it, expecting drivers and mechanics to stay organized with a paper system "would have meant 15 to 20 messy folders in a mechanic's yard," or forcing drivers to learn a brand-new, costly app just for compliance.

Workyard’s Smart Forms provided the answer. After a call from Workyard’s team, Melina learned that she could build custom, mandatory forms directly into the Workyard app, which employees already used for time tracking. By integrating maintenance reports, safety inspections, and incident documentation into the daily workflow—and with unlimited storage—TR3 could instantly access historical records when needed. 

"When our insurance inspector visited the yard for a pre-inspection, I opened the Workyard app and handed him my phone. He was blown away. He had never seen fleet maintenance tied directly to timekeeping like that before, and he loved it." — Melina Pheabus, TR3 Group

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Outcome

Workyard’s Smart Forms transformed TR3’s operations, dramatically improving compliance, efficiency, and profitability. Field crews are now required to complete maintenance forms and safety and compliance questionnaires before clocking out, eliminating the need for manual follow-up and ensuring that every job is fully documented in real-time. “It gives me complete visibility for everything. I don’t have to chase anyone anymore,” said Melina Pheabus. With faster reporting, tighter job cost tracking, and real-time fleet visibility, TR3’s field and office operations are fully aligned, ensuring projects stay on schedule and costs remain under control.

Key Results:

• Cut $123,000 in insurance costs with automated prompts for vehicle inspections at clock-in.
• Accelerated billing cycles through real-time work order submissions and daily reporting without chasing crews.
• Streamlined fleet operations by instantly alerting mechanics to inspections and automating time card sign-offs
• Boosted profitability and accountability by connecting field documentation, payroll, and compliance inside one platform.

"Smart Forms pays for itself through accurate invoicing, insurance savings, and keeping our business moving every single day," — Melina Pheabus, TR3 Group

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