How to Run a Deep Space Pilot

Start by introducing Deep Space to your commercial and delivery teams so they understand what it solves and how it fits into their workflow.

Once the team is aligned, prove the value with a focused pilot. Run one live project for four weeks and compare results against your current stack. A pilot is successful when the team can do the same work inside Deep Space faster and with fewer steps than in their current tools.

How the Pilot Works

Select pilot projects and champions

Choose one or two active jobs with upcoming claims or subcontract activity. Pick teams that already feel the pain of double entry and delayed reporting. Nominate a Deep Space Champion to coordinate with our implementation lead and keep the pilot moving.

Pre-kickoff setup

Hold four discovery sessions to map current workflows and confirm what needs to change. Prepare the chart of accounts, cost codes, budgets, suppliers, and subcontractors. Define permissions, templates, naming rules, and numbering structure.

Two-day kickoff

Day 1: Connect Xero, validate the sync, import contacts and budgets, and configure core modules.
‍Day 2: Train project and site teams, run a live claim or variation, and confirm that reporting matches your existing numbers.

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

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

What Happens Next?

After the pilot, move straight into full rollout. Migrate the remaining projects, confirm approvals and permissions, and finalise the reporting framework so every team is working from the same source of truth.

Timeline

  • Kickoff in week 1

  • Pilot in weeks 2 to 6

  • Review in week 7

  • Cutover in week 8

See the Deep Space Implementation Guide for full details.