Hours on a sheet, intervals in your head
Both are right. They just never meet on the same day — and the service gets missed in the space between them.
Logging & forestry outfitsEvery number.
Every number.
One place.
Machine hours, service intervals, crew logs, fuel, parts, and bids — one system, on every phone in the crew, working with no cell service. Built in Heber, Arizona for outfits that run iron in the woods.
Or text me. Rather do neither? Pick a time or email ryan@reachflowstudio.com.
Tap for sound. A crew logging a day with no signal, what a machine actually costs per hour, the parts room, and the money view. Or the full walkthrough.
The real problem
Nothing you do is wrong.
The sheet works. The fuel app works. Your memory for what's due is better than most. The problem is that none of them talk to each other, and the thing that costs money always falls in the gap between two of them.
Fuel in one app, costs in another
You can see what you spent. Working out what a machine costs you per hour is a night at the kitchen table.
A parts room nobody's counted since spring
You buy a filter you already had, or you're short one on a Saturday with a machine down.
Bids priced off gut feel
You've been doing this long enough to be close. But close on a thin job is the difference between a season that worked and one that didn't.
What gets built · 06One system.
One system.
Your operation.
Not office software with a truck on the box. Built around a guy in gloves, in a cab, with no bars on his phone.
Machine hours + maintenance
Live hour meters with service schedules running behind them. The app flags what's due before it's a problem, and you get one email Monday with everything that needs attention.
Crew logs from the cab
Hours, fuel, and production in about thirty seconds. Works with zero bars and syncs when they come back down the mountain.
Parts room that stays true
Every part counted with its own reorder point. You find out you're low while there's still time to order, instead of when somebody's standing at an empty shelf on a Saturday.
Trucks, fuel, and MPG
Fuel-ups logged at the pump against the right vehicle. Miles per gallon computes itself instead of being reconstructed later.
Bids on real cost per hour
Estimates built on what your machines actually cost to run — pulled from your own logged hours and fuel, not a number you picked.
Your crew sees the work. Only you see the money.
Role-based access, verified by a full security audit. Operators log everything and never see a dollar figure.
Proof · live in production
Already running in the woods.
Suarez Forestry is a family logging outfit in Arizona's White Mountains, and they've run their whole operation on a system I built them since go-live. Machine hours, maintenance, crew logs, parts, and job costing, all in one place instead of four.
30sfor a crew member to log a full day from the cab
0bars of service needed for any of it
1system instead of a sheet, an app, and your memory
100%of the system and its records stay theirs
The guarantee
I don't get the second half until your crew is logging days.
Not when the software works — when your guys are using it. Concretely: 20 working days logged by your crew inside the first 60 after go-live. That's about half their working days. Hit it and the second half is due. Miss it and I get 30 more days to fix it at no charge.
Still short after that and I write off the second half. You keep the system, the code, and every record in it either way.
Your side of it is simple: put it in front of your crew and tell them to use it. I'll do the rollout and the training. I can't make a guarantee against an app nobody was asked to open.
I can put a number on it because adoption isn't an opinion — it's in the database. Either the days got logged or they didn't, and we can both see the same screen. Getting your guys to actually use it is the whole job, so that's what I'm staking the money on.
The math
What it costs not to.
Run it on your own numbers, not mine. Drag these to whatever's true for your outfit — I'd rather you find out here that it isn't worth it than three months into a build.
Paperwork time back (60% of it)$23,868
Catching a third of the breakdowns$21,000
Days not lost to a missing part (60%)$5,280
Bidding off real cost (1% of what you bid)$8,000
Worth, per year$58,148
Year one — build + 12 months−$33,600
Every year after — just the monthly−$21,600
+73%return, year one
+169%every year after
Pays for itself in about 4 months. $24,548 ahead in year one, then $36,548 a year in your pocket.
Deliberately conservative on every line. Catches about a third of the breakdowns you listed ($39,000 of that exposure still isn't counted), credits 60% of the paperwork rather than all of it, and assumes bidding off your real cost only moves margin 1% — if it moved it two, that line doubles.
Pricing
One number to build it.
Flat price for the whole crew. No per-seat rent, no license count, no charge for adding a guy in the spring.
Half to start. Half when your crew is actually using it — not when the software works. Covers fleets up to about ten machines.
- Your machines, schedules, parts, and history loaded in
- Crew rollout and training on their own phones
- Built around your operation, not a template
Up to 8 machines. Nine to fifteen machines is $2,400 a month. Sixteen and up, we'll quote it.
- Hosting, backups, and monitoring
- New features and changes as the operation shifts
- Month to month — cancel whenever
Referred by a current client? $1,500 off the build. Retainer starts the month after go-live.
All of it, for the one number
What you get.
Not modules you add later, and not a starter tier. This is the whole system, set up with your data already in it. And because I only take a couple of outfits at a time, you're not sitting in a queue behind forty other accounts waiting for a slot.
It gets shaped to your operation, so some of this won't apply to you and we'll leave it out — a two-truck outfit doesn't need tire tracking. What's here is what the system already does. Nothing on this list is an add-on, an upgrade, or priced separately.
Machines & maintenance
- Live hour meter on every machine
- Service schedules that flag what's due before it's a problem
- Full maintenance history per machine
- Work orders, open to closed
- Real cost per machine-hour, broken into fuel, labor, parts, ownership
- Utilization — what's running and what's sitting
Your crew's side
- Daily log from the phone in about thirty seconds
- Works with zero cell service, syncs when they're back in coverage
- Production logged against the job they're on
- Crew assignments and who's where
- They see their work and never a dollar figure
Parts & inventory
- Every part counted, with its own reorder point
- Low-stock alerts before you're short
- Pull a part and the count moves on its own
- Restock logging and supplier pricing
- Tires tracked separately, because they don't behave like parts
Trucks, fuel & fluids
- Fuel logged at the pump against the right vehicle
- Miles per gallon computed, not reconstructed
- DEF, bar and chain oil, and grease tracked the same way
- Vehicle history and service
Jobs & money
- What each job actually cost — hours, fuel, and parts rolled up
- Contracts tracked against real production
- Bids priced off your own cost per machine-hour
- Labor rates, bid rates, budgets, fixed and variable costs
- Weekly and monthly reports, emailed
Setup and running it
- Your existing spreadsheet history imported, not re-typed
- Your machines, schedules, and parts loaded in for you
- Crew rollout on their own phones
- Hosting, backups, and monitoring
- Alerts by push and email, per category, your choice
- Role-based access, verified by a full security audit
Straight talk
What you're thinking.
Then you keep the second half.
The rollout is built for people who hate software. Big buttons, their language, works offline, thirty seconds an entry. And my money is on it — 20 logged days in the first 60 or I write off the second half.
Built for three to twenty person crews.
Smaller usually means less slack when a machine goes down, not more. One seized engine hurts a small outfit worse than a big one.
It's your own app and your own database.
Contractually yours. No other outfit ever sees your numbers, and if you ever walk, the system and every record in it goes with you.
Neither did the first one.
That is exactly why the whole thing was built to work with no bars. The crew logs in the woods and it syncs when there's signal.
Good. That spreadsheet is the blueprint.
It means you already figured out what actually matters to track. That makes this the fastest kind of build I can do.
That's the trade, and nothing locks you in.
You get somebody who answers his own phone instead of a ticket queue. Fair worry though, so nothing here strands you: the system, the code, and every record are yours outright, it's documented, and the retainer is month to month. If I vanished tomorrow you'd still have all of it running.
If you call
What actually happens.
Nobody wants to make a call and end up in a sales process. So here's the whole thing, start to finish.
01
You call
Ten minutes. I ask how you track hours now, who writes it down, and what happens when a machine goes down. No pitch.
02
I look at your setup
Send me whatever you're running on now — the sheet, a photo of the whiteboard, a screenshot of the fuel app. I want to see how it actually works before I build anything.
03
You get it in writing
A written scope and one price, so nothing is a surprise later. If I don't think it'll pay for itself, I tell you that instead.
04
Only then does money move
Half to start, half when your crew is actually using it. You are not committed to anything by making the call.
Logging & forestryTen minutes.
Ten minutes.
The real thing.
Not slides — I'll walk you through the actual system an Arizona logging outfit runs on right now, and you can tell me whether any of it would help. I hand-build each one of these, so I only take on a couple of outfits at a time.
Call (520) 528-7579→I'm in Heber, so I'm in the same time zone and the same kind of country you are. Text instead if that's easier, or pick a time or email ryan@reachflowstudio.com.