Fence Companies
Connect your estimating, field service, supplier, and accounting systems so you can see which jobs, crews, and fence types actually make money. Cass & York builds custom AI-assisted document processing and software integrations that match fence estimates, material orders and final job costs, with human review for uncertain records.
Residential and commercial fence contractors running several install crews or several locations, including operators that have grown through acquisition and now run more than one system.
Show Us Your Workflow[01] Where systems separate
Where the estimate and the job stop matching.
- 01Material lists come out of the estimating tool, but supplier invoices are matched to jobs by hand with PO numbers
- 02Post, panel, and picket prices change between the signed quote and the order, and nobody sees the margin move
- 03Deposits are collected at signing and balances after the walkthrough, and the two rarely tie out cleanly in accounting
- 04Permits, HOA approvals, and 811 locate tickets are tracked in a spreadsheet next to the schedule
- 05Rock, roots, and hand digging add crew days that never make it onto a change order
- 06Gate and post warranty callbacks aren't linked back to the crew or material that caused them
[02] The software in place
The systems we usually find.
Most fence companies run an estimating tool, a field service platform, and supplier accounts that don't talk to each other. The gaps sit between those systems and accounting.
Fence estimating
Fence Cloud
Builds the material breakdown and job sketch for each fence. We come in when those materials need to be matched to supplier orders and job cost.
Fence drawing and estimating
ArcSite
Drawings, material lists, and estimates made at the property, which the office and crews both depend on.
Field service platform
Jobber
Quoting, deposits, scheduling, and invoicing at many residential fence companies, and often still running at a company a larger operator bought.
Accounting
QuickBooks Online
Where deposits, materials, and payroll land, usually with a different job structure than the estimating tool.
Fence material distributors
Master Halco and Merchants Metals
Material orders and invoices that have to be matched to jobs, often by PO number and by hand.
Photo documentation
CompanyCam
Jobsite photos that settle questions about gates, posts, and property lines, rarely linked to the job record and invoice.
[03] Questions worth answering
Numbers fence company owners ask for that no single system can answer.
- 01Estimated versus actual material cost
- The material list from the estimate compared with what the supplier invoiced for that job, by fence type and supplier.
- 02Linear feet per crew day
- Installed footage against crew hours, split by material and terrain, so schedules and estimates reflect how fast crews actually build.
- 03Job margin after change orders
- Contract price plus change orders, minus materials, labor, equipment rentals, and disposal, calculated for every completed job.
- 04Days from signing to install
- Time spent waiting on permits, HOA approval, locates, and materials, so the office knows which step is holding up revenue.
- 05Deposits and open balances
- Deposits collected, work scheduled, and final balances outstanding, reconciled between the field platform and accounting.
[04] What we build
Keep your estimating and field software. Build what's missing around it.
Most fence companies start with matching supplier invoices to estimates, because that is where margin quietly leaks. We build that connection first and add reporting on top.
01
Supplier invoices matched to estimates and jobs
Systems Integration →02
Job margin and crew productivity dashboards
Dashboards & Reporting →03
Permit, HOA, and locate tracking by job
Document Intelligence →04
Deposit and final payment reconciliation
Systems Integration →05
Change order and callback tracking
Dashboards & Reporting →06
Combined reporting across acquired locations
Unified Data Platforms →07
AI-assisted processing of supplier quotes, permits and materials invoices, with validation and exception review before updating source systems
Document Intelligence →
[05] In practice
What this looks like in practice.
The material price change
Vinyl and steel prices move between the signed quote and the order. We compare each job's estimated material cost with the supplier invoice and flag jobs where the difference eats the margin.
Waiting on approvals
Signed jobs pile up behind permits, HOA approvals, and locate tickets. We put each job's status in one view, so the office books crews only on jobs that are cleared to build.
The rocky backyard
A crew hits rock and spends an extra day hand digging. We compare estimated and actual crew days on every job and show which ones ran over without a change order.
[06] Relevant work
Work that shows how we approach it.
[07] A practical starting point
Connect the systems. Unify the data. Build the workflow.
01Connect
Pull estimates, material lists, jobs, deposits, and crew time from your estimating and field tools, plus supplier invoices, payments, and payroll from accounting.
02Unify
Match customers, jobs, and purchase orders across systems, agree on how materials and labor are costed, and flag invoices and payments that don't reconcile.
03Build
Deliver the dashboard, reconciliation, or workflow your team asked for, with every number traceable to the job and invoice behind it.
[08] Questions
Fence Companies: common questions
Do we need to replace Jobber or our fence estimating software?
No. Jobber and your estimating tool stay in place. We match their estimates and jobs to supplier invoices and accounting so material margin is visible on every fence.
Can you combine reporting across fence companies we acquired that use different software?
Yes. We map each location's jobs, customers, and accounts to shared definitions so margin, crew output, and backlog can be compared and rolled up.
Can you match supplier invoices to fence jobs automatically?
In most cases, yes. We match invoice lines to jobs using PO numbers, addresses, and the material list from the estimate, and send only the ones that don't match to a person.
How do we track permits, HOA approvals, and 811 locates for every job?
We pull each job's permit, HOA, and locate status into one view next to the schedule. Jobs that aren't cleared to build are flagged before a crew is assigned.
How do we know which fence types actually make money?
We calculate margin for every completed job after materials, labor, change orders, and callbacks, then group it by material, style, and crew.
Can AI automate supplier quotes, permits and materials invoices for fence companies?
Yes. Cass & York can build a workflow that extracts structured details from supplier quotes, permits and materials invoices, matches them to records in Fence Cloud and ArcSite and accounting, and flags missing or ambiguous information for staff review. The integration can match fence estimates, material orders and final job costs without requiring replacement of your existing core systems.
[09] Start with the process
Show us the workflow your existing software can't handle.
You don't need a technical specification. Walk us through the process, the systems involved, and where your team is losing time.
Book a Workflow Call →