RK Mechanical Eliminates Manual Calculations and Time Keeping, Increases Job Cost Accuracy


RK Mechanical, one of the largest mechanical contractors in Colorado, had a large number of ongoing projects, with a high importance placed on understanding the profit and loss data on each contract. While they had previously implemented Microsoft Dynamics GP and Key2Act as their business operations solution, certain areas within the system were incorrectly configured, causing the finance team to resort to using Excel spreadsheets to continue to manually complete processes.

For example, month-end and project revenue recognition were both completed on spreadsheets. Employees manually compared actual costs to estimated costs, and then calculated a percentage of completion for each project.

RK Mechanical turned to the Dynamics GP team at Stoneridge Software to help get their systems working properly. The first step was to correct the maintenance contract information and all underlying data. After the need for spreadsheets and manual calculations were eliminated the month-end and project revenue recognition went from a timely manual project to one that is completed automatically in under 15 minutes with greater accuracy of Data.

Once the main pain point was addressed, business processes were evaluated to ensure Dynamics GP and Key2Act was structured to best align with RK Mechanical’s needs. Division and maintenance codes were restructured, and in-depth training was held for members of the RK team.

The business process review revealed areas that could be further streamlined through technology. Once MobileTech was implemented, this allowed the technicians to have a clearer visual of the inventory in their possession and allowed the transfer of inventory from the truck to the service call. Along with inventory control, MobileTech enabled the field service employees to manage service calls and job appointments, while accessing the customer’s full history. Additionally, techs can attach invoices and images to cases. This information is then sent directly to the back office for efficient invoicing and payment.

Field service technicians were also equipped with newly-installed Time Track, allowing them to clock in and out of service calls and charge time to a customer account. Time Track eliminated manual time-keeping and increased accuracy of job costs and customer billing.

With the right technology solutions in place, RK Mechanical has been able to maintain a high level of annual growth and scale their current solutions to fit their needs.

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