The situation
The system running the Quarry today started life as an event-based POS, later reconfigured to handle the Quarry’s daily sales. It was never designed for what it’s being asked to do: safeguard the balances sitting on customer accounts, keep a clean ledger across more than $7.6 million in credit business, and process sales day in, day out. In today’s environment — where a single breach or hardware failure can put years of records at risk — running the sales backbone of an operation this size on a platform that wasn’t purpose-built for it carries an exposure that no longer matches the value it’s protecting.
in credit business has flowed through this system, and hundreds of thousands sit on customer accounts today — all of it on a platform that was never built to protect money at this scale. Drives fail, servers get breached, and records get lost. If that happened tomorrow, recovery would be slow, painful and expensive.
A system built for the Quarry
A purpose-built inventory and accounts platform, made for how the Quarry actually sells: sales tickets by weight or count, customer accounts with credit limits, automatic escalation of overdue balances, and reporting that shows who buys, what sells and where the money stands — with dedicated phone and tablet apps so the business is always in view. Every account and balance is migrated across and reconciled before go-live, the whole system runs on a dedicated, secured server with daily off-site backups, and it’s supported locally by people who know the operation. One build, one price — everything in the pages that follow.
You have three options:
full risk continues
then $300–$1,500/mo
$2,100 first-year hosting · $300/mo all-in from year two
Build the custom system — purpose-made for how the Quarry sells, hosted and secured properly from day one.
What you get
Inventory
Track everything you sell — bagged goods counted, or gravel, sand and crusher waste sold by ton, yard or kilo. Low-stock alerts and a full history of every adjustment.
Sales tickets
Ring up a sale from start to finish: choose the customer (or “walk-up” for a one-off cash buyer), add what they’re buying and how much, take payment, and print the receipt. Cash, card, check — or charge to account. Works with a receipt printer or an ordinary office printer.
Customer accounts
All 32 accounts brought across with current balances. Set a credit limit per customer so balances can’t run wild. Full charge, payment and void history for each — and overdue balances escalate automatically (section 04).
Payments
Record payments against any balance — cash, card or check — and print a receipt on the spot.
Reports & statements
Daily sales, monthly roll-ups by product and day, and per-customer monthly statements with opening balance, every line, and closing balance. Print or email.
Live sales dashboard
Today’s sales at a glance: running total, ticket count, totals by method, latest tickets live. Locked to Owner and Manager. Included as a dedicated Android & iOS app — phone and tablet — plus the web dashboard.
Staff & roles
Owner, Manager, Cashier. Cashiers sell and take payments; managers void and edit; only the Owner changes tax, currency or staff. Every action logged.
Voids, done right
A manager voids a mistaken ticket and the system reverses the stock and the customer’s balance automatically. No manual cleanup.
Reporting — where this system earns its keep
A POS rings up sales and an inventory system counts stock — every system does that. What sets this one apart is what it hands back. Every ticket, every ton and every payment feeds a reporting engine built around one question: what should the Quarry know?
| Date | Ticket | Customer | Item | Qty | Type | Paid by | Amount |
|---|---|---|---|---|---|---|---|
| 01 Jul | #LQ4812 | Walk-in | 1" Gravel | 4.0 TON | CASH | Cash | $128.00 |
| 01 Jul | #LQ4813 | Island Builders Co. | Crusher Waste | 12.5 TON | CREDIT | On account | $375.00 |
| 02 Jul | #LQ4815 | Rendezvous Constr. | 1/2" Gravel | 6.0 TON | CREDIT | On account | $210.00 |
| 02 Jul | #LQ4816 | Walk-in | Washed Sand | 2.0 CU.YD | CASH | Card | $84.00 |
| 03 Jul | #LQ4818 | Coastal Concrete | Crusher Run | 8.0 TON | CREDIT | On account | $240.00 |
| 03 Jul | #LQ4819 | L&M Contracting | 1" Gravel | 5.0 TON | CASH | Check | $160.00 |
| 6 tickets · 37.5 TON + 2.0 CU.YD | Cash $372.00 · Credit $825.00 | $1,197.00 | |||||
— Know your customers
Who your biggest accounts really are — what each one buys, how much, how often, and their average ticket. Pull any customer and their whole story is on one screen: every charge, payment and void. When a contractor who ordered weekly goes quiet, you’ll see it in the numbers — and can pick up the phone before the month is out.
— Know what sells
Product by product, ton by ton: what moves, what sits, and how demand swings through the year. Crusher run flying out while washed sand sits? The reports show it — so production and stock follow real demand, not guesswork.
— Know your money
Charged versus collected, day by day and month by month. Aging balances at a glance, and who’s approaching their credit limit before it becomes a conversation. Month-end statements that reconcile to the penny — every line traceable back to a ticket.
— Know your rhythm
Your busiest days and hours, ticket volumes by week and by season. Staff the counter for how the Quarry actually runs, spot slow stretches worth a promotion, and plan maintenance for the quiet weeks instead of the busy ones.
When the island builds, it buys from you.
As the only rock quarry around, your sales ledger is the earliest signal of construction activity there is. These reports won’t just describe last month — they’ll show demand shifting while there’s still time to act on it: stock up ahead of a building wave, or spot a big project winding down before it shows in the bank account.
Every report prints or exports, and the per-customer monthly statements come formatted and ready to hand over — opening balance, every line, closing balance. Figures shown are illustrative — your reports run on your real numbers.
Credit escalation — money in, without the chase
Charge accounts are how the Quarry sells — and chasing balances is nobody’s favorite job. Reminders get put off, put-off reminders become old debts, and old debts become awkward conversations. This system watches the calendar so nobody has to.
Account in good standing
Charges & payments tracked automatically against credit limit
crossed
Name, balance & statement filled in — ready to go
References the first note, updated balance attached
New charges blocked at the counter until balance settles
Accounts age themselves
Every account is tracked automatically — current, overdue, red. The moment a balance crosses its terms, it’s flagged on the dashboard and joins the escalation queue. No spreadsheet, no memory required.
The reminder writes itself
At each escalation point, the system generates a ready-to-send draft — right name, exact balance, current statement attached, tone matched to the stage. First point: a friendly note. Second: a firmer follow-up referencing the first. Third: final notice, with the account placed on hold until settled. When those points fall — and how many there are — is entirely yours to configure.
One press to send
The accountant reviews, presses send, done. Every reminder is logged on the customer’s account with date and stage — a clean paper trail if a balance ever becomes a dispute. Nothing ever goes out by itself: a person approves every send.
Built for how collections actually work:
Stands down on payment
The moment a payment lands, the escalation resets automatically. Nobody gets a red-letter email the day after they’ve settled up.
Pause any customer
Agreed a payment plan, or it’s an account the owner handles personally? One click pauses escalation for that customer — the balance still shows, the emails hold.
The counter knows too
When a red account rolls up to buy more, the cashier sees the status on the ticket screen — warn or block new charges, whichever rule you set.
Yours to configure
The timings, the wording, how many stages, who signs the emails — all set by you, and changeable any time from settings. Owner and accountant only.
A look at the system
Mockups of the screens your team will use every day — clean and practical, built for speed at the counter. These are design mockups of the planned system; final visual details are confirmed with you during the build.
| Time | Customer | Items | Method | Amount |
|---|---|---|---|---|
| 10:42 | Rendezvous Construction | Gravel, sand, crusher run | Charge | $847.00 |
| 10:31 | Walk-in | Pea gravel | Cash | $96.00 |
| 10:18 | Island Builders Co. | Boulders ×3 | Charge | $1,240.00 |
Every action is logged by user — logins, voids, payments, settings changes.
A look at your apps
Included in the package — dedicated apps for Android and iPhone, sized for phone and tablet, locked to Owner and Manager. The web system runs the counter; the apps keep the business in your pocket.
On your phone — the Quarry in your pocket
Open the app and today is right there: running sales total, ticket count, what’s been charged to accounts and what’s been paid. No logging into a website, no calling the office to ask how the day is going.
- Live totals and the latest tickets as they happen.
- Works offline — shows the last sync time when you’re out of signal.
- Fingerprint / PIN unlock. If a phone is lost, the numbers aren’t.
On the tablet — the full picture
The bigger screen shows the whole day at once: sales by hour, payment mix, and the live ticket feed. Keep one on the office desk or behind the counter and the state of the business is always one glance away.
- Sales-by-hour chart and payment breakdown, live.
- Same secure login and roles as the main system.
- Nothing to maintain — updates arrive automatically.
More than a dashboard. The apps carry the parts of the business you’d want in your hand — accounts, escalations and stock alerts included:
Migration — your data, moved safely
The part most people get wrong. Here’s how we do it:
Before launch
We copy your live system into the new one — customers, current balances, inventory, and the last 12 months of transactions for statement history. Nothing in your old system changes.
Parallel test week
You log into the new system, your team tries it, and balances are checked against the old system to make sure every dollar lines up.
Cutover weekend
Final balance sync, switch over Monday morning. The old system stays available read-only for a month, just in case.
First month
We’re on call for anything that comes up. Free.
Hosting, backups & security
This is the part that’s missing today — and the whole reason for the change.
Dedicated server (VPS)
Not shared with hundreds of other sites.
Daily off-site backups
Restore yesterday’s data in minutes, not days.
HTTPS / SSL everywhere
No passwords or sales data sent in the clear.
Hardened logins
Strong passwords, idle timeout, rate-limited attempts.
Encrypted at rest
Database access locked to the app server only.
Full audit log
Every login, void and payment, timestamped by user.
Plus a monthly security check and software updates — rolled out without you having to do anything.
Timeline
| WK 1–2 | Setup, hosting, and foundational build |
| WK 3–6 | Core system: inventory, sales tickets, customers, payments |
| WK 7 | Reports and statements |
| WK 8 | Android & iOS dashboard app (phone and tablet) and mobile web view |
| WK 9 | Migration test run with your data |
| WK 10 | Parallel test week with your team |
| WK 11 | Go live |
About 11 weeks from sign-off to live — with the option to start using parts earlier for training.
Build it exactly how you want it.
Tell us what you need and what would make day-to-day easier — and we’ll include it. Any new features you think of during the build are added at the same price. No change orders, no upsells.
One scope. One price. Yours.
Investment
One package, everything included — the full build, migration, training, go-live support, and your own dedicated mobile apps for Android and iPhone, phone and tablet.
Complete web system: inventory, sales tickets, customer accounts with credit limits, payments. Reports, statements, staff roles, audit log, and voids. Full reconciled migration of your data. Plus dedicated Android and iOS apps — phone and tablet — with today’s sales live at a glance, offline support, and fingerprint / PIN unlock. One price, nothing held back. Your Android & iOS apps (section 06) are part of this number.
Ongoing costs.
| Item | Cost | Starts |
|---|---|---|
| Support & maintenance | Free for first 12 months, then included in the $300/month all-in | Month 13 |
| Hosting, backups & security | $2,100/year — first year paid at go-live | At go-live |
Through your first year you pay hosting only — $2,100 for the year, settled once at go-live, and support is free. From year two on it’s $300/month all in: support, maintenance, hosting, backups and security in one predictable number.
Free first-year support covers anything not working as it should in what we delivered — bugs, errors, breakage, no charge. New features are quoted separately. From year two, the $150/month maintenance covers up to 5 hours a month of small changes plus patching; beyond that is $45/hour, always flagged first. Hosting ($2,100 for the first year, then part of the $300/month) is a dedicated VPS — your own isolated server, not shared with other sites — with daily off-site backups, SSL renewal and monitoring, from go-live.
Payment schedule — fifty-fifty:
| Stage | Amount |
|---|---|
| 50% · On sign-off (kickoff) | $7,750 |
| 50% · On hand-over (go-live) | $7,750 |
| First-year hosting · At go-live | $2,100 |
Not included (quoted separately later): hardware (printers, scales, computers — you already have what you need); SMS notifications and bulk emailing of monthly statements (Phase 2 — the credit-escalation emails in section 04 are included); truck-scale integration to auto-capture weights (Phase 2); multi-location support if you open a second site.
Getting started
Deposit & discovery meeting
With the first 50% paid, we define exactly what’s needed — every product, account rule, report and screen.
Full scope report
Within a week we send a written report of everything that will be included — so we’re agreed before the build starts.
Virtual kickoff
A call to walk you through the deployment schedule week by week.
Weekly check-ins
Every week we show you exactly what was built — no surprises, no black box.
Hand-over & final 50%
We deliver, train your team, and the remaining 50% is due on hand-over.
Why this is a fair number
“Someone who already knows how the Quarry sells — and picks up when you call.”
A custom build this size from an outside agency runs $20,000–$40,000 and takes four to six months — and you’d be calling a support desk that’s never seen your operation. This is priced below that, and you get something an agency can’t: we know how the Quarry actually sells, and we’re local. No ramp-up, no explaining your business to a stranger.
Next steps
Reply with a go-ahead and the 50% deposit.
We send a short signed agreement covering scope and the payment schedule.
We meet your team to lock the discovery, then build kicks off the following Monday.
Want to talk it through first?
Call us — we’ll come to the office, no pressure. We can walk the floor, look at how you sell today, and make sure every dollar of those balances is accounted for before anything changes.