Introduction
Once internal awareness is set, prove value with a pilot. Run 1-2 live projects for four weeks. Success means teams find Deep Space faster, simpler, and more reliable than the current stack.
The pilot process
They are not built for mid-sized builders
Generic or overseas products miss core workflows. Teams revert to DIY and double entry. Preconstruction, delivery, site, and finance stay in silos.
1. Select pilot projects and champions
Pick one or two active jobs with upcoming claims or subcontract activity.
Choose teams that feel the pain of double entry and reporting lag.
Nominate a Deep Space Champion to coordinate with our implementation lead.
2. Pre-kickoff setup
Hold four discovery sessions.
Map workflows. Prepare chart of accounts, cost codes, budgets, suppliers, and subcontractors. Define permissions, templates, naming, and numbering. Outcome: a pilot that mirrors how you work with less friction.
3. Two-day kickoff
Day 1: connect Xero, validate sync, import contacts and budgets, configure core modules.
Day 2: train project and site teams, run a live claim or variation, verify reporting alignment.
Outcome: the pilot project operates fully in Deep Space.
4. Run and measure
Track weekly. Capture before and after benchmarks.
Metrics to watch:
Claim and payment turnaround time
Forecast accuracy versus actuals
Site records submitted across RFIs, SIs, NCRs, and dockets
Subcontractor portal usage
User adoption and satisfaction
5. Post-pilot review
Collect quantitative results and short quotes from each role.
Answer four questions:
Did claims or variations move faster?
Did site teams use Deep Space daily?
Did finance trust the numbers?
Were reports cleaner and on time?
Summarize findings in a short deck to support rollout.
Pilot success checklist
Two-day kickoff completed
One to two live jobs running fully in Deep Space
PMs, CAs, Site, Finance, and HSEQ trained
At least one full claim cycle completed
Post-pilot data and feedback documented
What happens next
Move directly into rollout.
Migrate remaining projects, finalize approvals and permissions, and lock the reporting framework.
Timeline
Kickoff in week 1
Pilot in weeks 2 to 6
Review in week 7
Cutover in week 8