Construction & Trades

Company: Mountain Fence Co. What they do: Residential and commercial fencing: new installations, repairs, and custom gate work. Team size: 12 employees. 3 crews in the field, 2 in the office.

How Mountain Fence Co. Uses Rivvex

New Fence Installations (Full Project Workflow)

These are the bread and butter of the business. A customer calls or fills out a form on the website. They want a brand-new fence around their backyard.

How it works in Rivvex:

1. The call or the message comes in.

   • “Hi, I want a vinyl fence installed around my backyard. It’s about 120 feet.”
   • The office creates a customer record in Rivvex.
   • A job is created: “New Vinyl Fence, 120 feet (backyard).

2. On-site review: Measure and plan.

   • A crew member visits the property. They measure the perimeter. They check for underground utility lines. They note the terrain (flat, sloped, rocky, or soft, or is there a driveway. They take measurements.
   • They fill out the on-site review in the app: “120-foot fence, 6-foot height, vinyl. Flat terrain. No utilities in the way. Gate on the west side. Total estimate: $6,800. 3 days of work, 2 crew members.

3. The quote is sent to the customer.

   • The office receives the report. They create a quote with the details: $6,800, 3 days, to start next week by early next week. The customer is informed. They say, “Great, I’ll let you know by Friday.
   • The quote is sent to the customer.

4. The customer accepts the quote.

   • The customer replies to the email. They click “Accept.”
   • The status in Rivvex changes to “Approved.

5. The job is scheduled.

   • The office looks at the schedule. The crew assigned to this type of work is available for 3 consecutive days on Monday, the 2-3 days of the work: Monday through Wednesday. The job is scheduled for Monday.

6. The day of the the work.

   • Day 1: Post setting. The crew sets all the fence posts in the ground.
   • Day 2: Paneling. The crew installs the vinyl panels and the gate.
   • Day 3: Finishing. The gate is adjusted, the line is cleaned up.
   • Each day, the crew marks the progress in the app.
   • By the end of Day 3, the fence is done.

7. The customer sign-off. The customer walks the fence line with the foreman.

   • Everything looks good.
   • The customer signs the device.
   • The status becomes “Pending Signoff.”

8. The invoice is sent. The office sends the invoice for $6,800 to the customer. The customer pays within 48 hours.

9. **The job is complete. The fence is up. The customer is happy. The record is in the system.

How they set up job types: Mountain Fence has a few standard job types:

• “New Fence Installation” (the most common, as described above)
• “Fence Repair” (for a broken post, a fallen panel, a broken gate)
• “Gate Repair” (for a gate that won’t close or a damaged gate)
• “Annual Maintenance” (for commercial property owners who want a check-up once a year)

Each type has a template that the crew can use.

How they onboard new customers: The process is simple: name, phone, email, address. The first job is the main one. After that, the customer stays in the system for any follow-up work.

What a typical day looks like in the system:

• The office sees 3 jobs in the schedule for the day.
• The crew starts at 7 AM.
• 10 AM: A repair job is finished. The crew marks it “Day Completed” and moves to the next location.
• 12 PM: The second job (a new 50-foot fence) is started.
• 3 PM: The second job is finished. The crew marks it complete.
• 4 PM: No more jobs. The crew returns to the yard.
• The office sends invoices for both jobs, and the day’s work is recorded.

Emergency Gate Repairs (Quick Turnaround)

Sometimes a storm hits, and a gate is blown off its hinges. The customer calls in a panic.

How it works in Rivvex:

1. The call: “My gate is gone! I need someone to fix it. I have a deadline tomorrow.
2. The office creates a job: “Emergency Gate Repair.
3. They look at the schedule. A crew is available for an emergency fix today at 1:30. They assign the job.
4. The crew member is called: “You have an emergency gate repair at 1:30. Bring the gate kit.
5. The crew arrives. They install a new gate post, a new hinge, and a new latch. The gate is fixed in 1 hour.
6. The customer is satisfied. The crew takes a photo and has the customer sign the device.
7. The office sends an invoice for the emergency repair: $350.
8. The job is complete.

How they handle recurring work vs. one-time projects:

**One-time projects (new installations, repairs) are the majority of their work. They’re done once, and the customer rarely needs them again (unless there’s damage).

For these, each job is handled independently. When the job is done, the record is complete.

Quarterly Maintenance Contracts (Recurring Jobs)

Mountain Fence does some work for commercial properties: shopping centers, schools, and apartment complexes. The commercial clients often have a maintenance contract.

**What the contract looks like in Rivvex:

• The customer is a business. They have a “Quarterly Maintenance” job type.
• Every quarter, a new job is created for this customer. It is linked to the same customer record.
• The job includes a template with the scope of the quarterly check:
  • Inspect all fence posts for stability.
  • Check all gates for proper operation.
  • Tighten any loose hardware.
  • Lubricate all hinges and latches.
  • Report any damage.

How the recurring cycle works:

1. Spring: A new job is created. The crew visits, does the inspection, and sends a report. The invoice goes out.
2. Summer: Another job is created, based on the same template. The crew visits, does the inspection, and sends a report. The invoice goes out.
3. Fall: The next quarterly visit.
4. Winter: The next one.

Each visit is a separate job, but they’re all under the same customer. At the end of the year, the business can look at the customer and say, “This customer had 4 visits, and the total we earned from them this year was $2,400.

This is how Mountain Fence scales from one-off repairs to a steady, recurring revenue stream.

The key setup for recurring work in Rivvex:

• Each recurrence is its own job, so the history is clean.
• The template ensures the same scope every time.
• Scheduling is automatic if you set a recurring schedule in the system.
• The customer can have multiple locations, and each location has its own recurring schedule.