Hope Built Advisory — Doing the Hard Work So Others Can Cross the Finish Line

What We Do

Services Built for the Real Work

We build financial systems, procurement frameworks, custom tools, dashboards, templates, and workflows for any organization that needs them — regardless of industry or size. If you need it built, we build it.

Everything we deliver is built from scratch. Every cost report, dashboard, tracker, template, and tool is custom designed for your organization, your data, and your specific needs. Nothing cookie-cutter. Nothing recycled. Nothing off the shelf. Yours — built the way you need it, not the way someone else decided it should look 10 years ago.

Finance & Reporting

Bond Program Financial Management

Fund ledgers, recon trackers, reallocation documentation, and FAC-ready reporting packages — so your bond program stays clean across every series.

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Who it's for: Public entities, charter networks, ISDs, municipalities, and housing authorities managing active bond programs.

What you get

Bond fund ledgers by series and project
Budget-to-actual cost reports
Reallocation tracking and documentation
FAC and board-ready reporting packages
Multi-series reconciliation
Spend-down compliance tracking

✦ Done-for-you (ongoing) or Done-with-you (setup & train)

Construction Finance & Cost Reporting

Budget-to-actual tracking, contingency reporting, and owner-ready cost summaries — real-time visibility without project management.

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Who it's for: Owners, developers, nonprofits, and PM firms who need financial visibility into their construction programs without a full internal finance team.

What you get

Project-level budget and cost tracking systems
Budget-to-actual reporting by project or portfolio
Contingency and allowance tracking
Cost-per-square-foot reporting
Owner-ready cost reports and summaries
Multi-project portfolio views

✦ Done-for-you (ongoing) or Done-with-you (setup & train)

Grant & Philanthropic Fund Tracking

Fund-specific ledgers, spend-down tracking, compliance documentation, and funder reporting packages for restricted funds.

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Who it's for: Nonprofits, foundations, charter networks, and any organization managing federal, state, or private foundation grants with restricted spend requirements.

What you get

Fund-specific ledgers by grant source
Spend-down tracking against allowable costs
Compliance documentation and audit trail
Funder reporting packages
Multi-fund reconciliation
Deadline and renewal tracking

✦ Done-for-you (ongoing) or Done-with-you (setup & train)

Audit Preparation & Document Organization

Get everything organized, reconciled, and presentation-ready before an auditor walks in — so there are no surprises.

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Who it's for: Any organization facing a state, federal, lender, or funder audit — especially those managing construction, bond, or grant funds with scattered documentation.

What you get

Project file organization and gap identification
Cost documentation review and reconciliation
Procurement record compilation
Funding compliance documentation packages
Audit-ready file structure and naming conventions
Pre-audit checklist and readiness review

✦ Project-based or guided prep with your team

Reporting & Board Package Design

Transform raw financial and project data into clean, professional packages that non-finance stakeholders can actually act on.

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Who it's for: Any organization that presents financial or project data to a board, lender, executive team, or funding partner.

What you get

Custom-designed board and executive reporting packages
Portfolio-level and project-level summaries
Visual dashboards embedded in reports
Monthly, quarterly, or as-needed reporting cadences
Templates your team can update going forward
PowerPoint and PDF-ready deliverables

✦ Done-for-you (ongoing) or template build and handoff

Procurement & Compliance

Procurement Compliance & Process Management

Method selection, bid advertising, vendor ranking, award documentation, and state/federal compliance guidance — every transaction defensible.

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Who it's for: Any entity spending public, bond, or grant funds — charter schools, ISDs, municipalities, nonprofits, housing authorities, and private companies subject to procurement requirements.

What you get

Procurement method selection and documentation
Bid advertising coordination and timeline management
Vendor ranking and evaluation support
Award documentation and compliance filing
State-specific and federal compliance guidance (EDGAR, Davis-Bacon, 2 CFR 200)
Procurement policy review and gap identification
Sole source justification documentation

✦ Done-for-you (per-project or ongoing) or process setup and team training

Vendor & Contract Management Systems

Centralized vendor databases, contract logs, insurance tracking, and reporting dashboards your team can actually maintain.

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Who it's for: Any organization managing multiple vendors, consultants, or contractors without a centralized system — public or private, any industry.

What you get

Vendor database design and setup
Contract log with expiration and renewal tracking
Insurance and compliance certificate tracking
Approval workflow documentation
Reporting dashboard for contract status and spend
Vendor onboarding templates and checklists

✦ Setup and ongoing maintenance or build and handoff

Technology & Tools

Custom Financial Dashboards & Portals

Web-based or Excel-connected dashboards that turn your financial data into something anyone can read at a glance — phone or desktop.

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Who it's for: Any organization that needs real-time financial or project visibility without enterprise software costs — public entities, nonprofits, private companies, PM firms.

What you get

Custom web-based or Excel-connected dashboards
Bond program, capital project, or operational budget views
Portfolio-level and project-level reporting displays
Mobile-friendly design for on-the-go access
Live data connections to your existing Excel or SharePoint files
KPI cards, charts, and visual status indicators

✦ Build and maintain or build and handoff

Custom Tool & Template Builds

Trackers, calculators, forms, process docs, automated reports — built fast, without a developer or months of IT time.

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Who it's for: Any organization — any industry, any size — that has a specific problem and needs a custom-built solution fast. If you can describe it, we can build it.

What you get

Custom Excel workbooks, trackers, and calculators
Process flow charts and workflow documentation
Intake forms and data collection tools
Automated reporting templates
Pay application packets and closeout packages
Any standalone tool built to solve a specific operational problem

✦ Project-based, scoped per build — starting at $750

SaaS & App Licensing

Pocket Procurement and Facilities Pro — purpose-built platforms available for subscription licensing without a custom engagement.

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Who it's for: Any organization looking for affordable, purpose-built operational tools — public entities, charter schools, nonprofits, municipalities, and private companies.

What you get

Pocket Procurement — procurement compliance, vendor management, bid tracking, and audit documentation
Facilities Pro — work orders, punch lists, closeout checklists, asset tracking, and campus documentation
Bundle pricing available for both platforms
Multi-site and network licensing available

✦ Monthly or annual subscription — no custom engagement required

Operations & Facilities

Campus & Project Closeout Management

Closeout checklists, punch list tracking, CO documentation, warranty packages, lien release tracking, and final cost reconciliation.

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Who it's for: Charter schools, nonprofits, developers, and PM firms finishing construction projects who need a structured closeout process and complete final documentation.

What you get

Closeout checklist build and management
Punch list coordination and tracking
Certificate of Occupancy tracking and documentation
Warranty and contact documentation package
Lien release tracking
Final cost reconciliation reporting
Complete closeout file organization

✦ Active closeout management or process setup and team training

Facilities & Multi-Site Operations Systems

Building the operational infrastructure for any organization managing facilities, properties, or physical operations across one or multiple locations — from purchase order systems to full multi-site management frameworks.

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Who it's for: Any organization managing facilities, properties, or physical operations across single or multiple sites — schools, nonprofits, municipalities, warehouses, offices, retail locations, private companies.

What you get

Purchase order (PO) system setup and workflow
Work order system setup and configuration
Multi-site or multi-campus operational framework
Asset and equipment tracking across all locations
Preventive maintenance schedule build
Inspection log templates and tracking
Vendor and warranty contact database
Reporting dashboard for facilities operations
Mobile-friendly platform setup for field access

✦ Build and maintain or build and handoff

Project Onboarding & Program Setup

Folder structures, naming conventions, template libraries, and workflow documentation — built before the first project kicks off.

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Who it's for: Any organization launching a new capital program, bond series, construction initiative, or operational program who wants to start organized and stay that way.

What you get

Project folder structure design and build
File naming conventions and document standards
Template library setup — trackers, reports, checklists, forms
Workflow and process documentation
Team onboarding guide for the system
Custom intake forms and kickoff checklists

✦ Full setup or guided build with your team

Advisory & Operations

Process Documentation & SOP Building

Turn tribal knowledge and inconsistent workflows into documented, standardized processes your team can actually follow and repeat.

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Who it's for: Any organization running on memory, habit, or "the way we've always done it" — ready to build systems that survive staff turnover and scale with growth.

What you get

Process mapping and workflow documentation
Standard Operating Procedures (SOPs) built from scratch
Policy and procedure manuals
Step-by-step process guides with visual flow charts
Staff training materials and onboarding guides
Review and gap analysis of existing processes

✦ Project-based or Done-with-you

Financial Cleanup & Catch-Up

Behind on tracking, reconciliation, or reporting? We go in, find the mess, organize it, and get your financial picture current — fast.

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Who it's for: Any organization that has fallen behind on financial tracking, has messy or inconsistent records, or needs to get organized quickly before an audit, board meeting, or funder review.

What you get

Financial record review and gap identification
Reconciliation of budgets, actuals, and transactions
Organized, clean financial tracking system going forward
Summary report of what was found and fixed
Recommended systems to prevent future catch-up situations

✦ Project-based — scoped per engagement

New Organization Setup & Launch Support

Launching a new nonprofit, charter school, or company? We build your entire back office infrastructure before day one so you start organized and stay that way.

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Who it's for: New nonprofits, startups, charter schools, and any organization building their operational infrastructure from the ground up.

What you get

Budget templates and financial tracking setup
Vendor lists and procurement policy framework
Folder structure, file naming, and document standards
Reporting cadence and board package templates
Procurement and compliance checklist
Full operational setup guide for your team

✦ Full setup package or phased build

Grant Budget & Compliance Support

The financial side of grant applications — budget building, compliance frameworks, and reporting structures that make your grant package complete and defensible.

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Who it's for: Nonprofits, charter schools, and any organization applying for federal, state, or private foundation grants who need the financial and compliance side built correctly.

What you get

Grant budget development and justification
Allowable cost analysis and documentation
Compliance framework for the specific funding source
Reporting structure and spend-down tracking setup
Post-award financial management support

✦ Per-grant project-based or ongoing support

Fractional Finance & Operations Manager

Your part-time finance and operations expert on retainer — without hiring a full-time person. The go-to for anything financial, procurement, or operational your organization needs.

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Who it's for: Small nonprofits, growing companies, charter schools, and any organization that needs dedicated financial and operational expertise but can't justify or afford a full-time hire.

What you get

Dedicated monthly hours for your organization
Financial reporting, tracking, and oversight
Procurement support and compliance guidance
Vendor and contract management
Board and leadership reporting
On-call support for questions, reviews, and decisions

✦ Monthly retainer — custom scoped to your needs

RFP & RFQ Writing

Writing the actual procurement documents — scopes of work, evaluation criteria, bid packages, and selection frameworks that are compliant, clear, and attract the right vendors.

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Who it's for: Any organization that needs to go out to bid for services or products and doesn't know how to write a compliant, effective procurement document — public or private.

What you get

Full RFP or RFQ document written from scratch
Scope of work development
Evaluation criteria and scoring framework
Compliance requirements and terms
Bid advertisement language and timeline
Vendor question and response management

✦ Per-document project-based — starting at $1,500

Our Story

Built on Hope. Driven by Purpose.

There's a little girl in an old photograph, sitting on a swing, smiling the way only children smile — like the whole world is simple and good and safe. That little girl is me. And for a long time, I forgot she existed.

I won't sugarcoat it. There were days I didn't want to be here.

But on February 18, 2018, something shifted. I made a vow — not just sobriety from alcohol, but from everything that was bringing me down. Running saved me. Literally. Those 3am runs. The miles alongside people who refused to let me quit. Six months after getting sober, I stood at the start line of the Habanero 100k — 62 miles through Texas sand and heat. I crossed the finish line at 5:54am, 2nd place female. The difference wasn't my training. It was that I believed in myself just a little more than I had before. That's all it ever takes. Just a little more.

My dad taught me that. He passed on October 4, 2009 — but his impact shows up every single day in how I work, how I listen, and how I keep going when it's hard. He never needed credit to make an impact. He just did the work — fully, honestly, consistently.

"I never want credit to make an impact. I just want to do the work — fully, honestly, consistently. And I just want to know I left it better."

— Tracy Almazan, Founder

🏔️ The Mountain

Tracy's friend Rachel has always shown up for her — through the hard years, through recovery, through life. So when Rachel needed a pacer for the final 12.6 miles of a 220-mile ultramarathon, Tracy showed up. Torn meniscus. Surgery scheduled. Logic said stay home. But that's not how you love people. Rachel finished in 75 hours and 37 minutes. 6th place female. Tracy has never been more proud of something she didn't do.

💙 Why This Exists

"The finish line is always an amazing experience, no matter what the distance might be that day." I wrote that in 2018 while volunteering at a race. A woman ran her first 5K after a year of cancer treatment. A man rang the PR bell after his first sub-10 minute mile. I wasn't there to race. I was there to make sure the finish line existed for someone else. That's what Hope Built Advisory does. Every single day.

Tracy and Rachel at Mammoth Mountain summit — 11,053 feet

"Sometimes when someone you love needs you, the right choice means taking the risk."

Mammoth Mountain · 11,053 ft · Tracy & Rachel

Credentials & Expertise

CAPM® Certified — Project Management Institute

CPPB Candidate — Universal Public Procurement Certification

Bond Program Financial Management — TX, FL, LA, OH

Procurement Compliance — EDGAR, Davis-Bacon, 2 CFR 200

Charter School Networks across Texas, Florida, Louisiana & Ohio

Founder — Pocket Procurement & Facilities Pro

Doing the hard work so others can cross the finish line.

Services Built for the Real Work

Built on Hope. Driven by Purpose.

Purpose-Built Tools

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