Work RCH Mechanical
Case Study · In Progress · 2026
RCH Mechanical
One record for a repair shop’s jobs, from the call in to the invoice paid.
Service book · Estimates · Invoices · Follow-ups · Before & after photos · His own sign-in
Most of the work repeats from job to job. He keeps it in a book.
Ray Hughes repairs pumps, motors, steam systems and vacuum tanks, from an office in Yonkers and a shop in the Bronx. In his words: “The phone will ring. I have a pump down or a motor down.” He sees the unit, sources the parts, puts together the proposal, and waits, “on average, one to two weeks for a job to get approved.” Then the job, the before and after pictures, and the invoice.
His invoices come back to him as Word documents, and he checks each one by hand before it goes out. Asked who chases them, he said: “Me.”
In the order a service call runs, from the call in to paid.
- His Own Workspace. A private workspace for RCH alone, with a second sign-in step on every login.
- The Book, Under His Numbers. Every job under his own job number, every invoice under his own prefix and terms, and each job moves from call in to paid as its paperwork does.
- Estimates & Invoices in His Format. The same sections as the estimate and invoice he already sends, in his letterhead’s logo and colors. The invoice is built from the job and its estimate, with the customer’s PO on the line.
- Nothing Goes Out Without Him. Nothing is marked sent until he approves it, and his signature goes on a document only after he approves that document.
- Follow-ups That Stop When Paid. Each estimate and invoice sets its own follow-ups, which stop when the PO arrives or the invoice is paid. Due ones land on his list with the email already written, for him to read and send from his own mail; sending them for him is still to be built.
- Before & After Photos on the Invoice. The “before and after pictures of the job” he already takes go straight onto the invoice, up to four of each.
- A Sign-in That Reads as RCH. His sign-in page shows his logo and his company’s name.
- His Book, Loaded. The estimates and invoices he made this year, read from his own files into the book, so the first screen he sees is his own work. None of them counts in his numbers until he answers it with one tap: paid or not, won or lost.
- Prices From His Own Rates. The estimate works out a price from his own hourly rates and parts markup and shows every figure; he changes any number before it goes on the page.
- Training on His Desk. Short lessons, filmed on his own desk in his brand, play from a Training button, kept private to his company.
The system keeps the book. The price and the send stay his.
Going through the agreement on the evening of October 5, Ray said: “As long as I’m able to run it and keep a better track of everything that’s going on on my side, I’m cool with that.” The next morning, asked what he wanted working first, he said: “Submitting the proposals and the invoicing.”
So the build started where his paper did: his job numbers, letterhead, terms and document sections. The job carries into the estimate and the estimate into the invoice, so the scope is written once. Every amount comes from him, and nothing goes out he has not approved.
Estimate to Paid was built into AsBuilt the day of the discovery call, as a piece any contractor on the system can use. RCH is the first.
“Right now, how I’m running the process is I have a book. I just write everything down in my book.”
The book and the paperwork are built, his past jobs are loaded, and his first estimates are on it. The first real job comes next.
Live means a real RCH job moves from estimate to paid without retyping. When one has, the days from job done to invoice out, and from invoice to paid, go here.
If your business still runs out of a book.
The system behind this build: AsBuilt, the Contractor OS.