How to Automate RFMS

Every flooring order in RFMS ties a customer to a roll in the warehouse

In a flooring business, the order is where the money and the material meet: square yards of carpet cut from one particular roll, cartons of luxury vinyl, pad, trims and the installer's labor.

RFMS is the flooring ERP that builder, multi-family and retail flooring businesses run all of that on. It covers purchasing, barcode inventory from receiving to sample checkout, quoting and orders, invoicing and accounting. Measure Mobile captures the rooms on site, RFMS Mobile lets a salesperson quote and order away from the counter, Mobile Work Order gives installers the job file to add notes and photos to, and Schedule Pro lays out each crew's week as a grid.

The initials come from Resource and Financial Management Systems, the company Compusoft + 2020 bought in 2022. RFMS is now part of Cyncly, and the rfms.com address leads to Cyncly's pages.

Install week depends on material the store does not control

Once an order is written, the store waits on the mill, the distributor and the freight company. A carpet roll goes on backorder and the install booked for Thursday is no longer real, though the customer has already taken the day off work. A delivery lands in the warehouse, someone scans the roll tags and the bill of lading into the Warehouse Management app, and three installs can finally be confirmed.

Each morning the install coordinator reads the schedule and texts each crew its addresses. The installer finishes on Friday, and the final balance, the review request and the warranty reminder all wait for the office on Monday. A customer rings to ask whether their tile has arrived, and the answer means looking the order up while they hold.

Shipping notices flow in automatically only from B2B-enabled vendors

With a B2B-enabled vendor, RFMS sends the purchase order directly and downloads the price list, the invoice and the ship notice, so nobody in purchasing retypes them. Cyncly Payments takes card payments at the counter or through the RFMS Customer Web Payment Portal.

Batch processing runs pick tickets, work orders and job costing in bulk, with pick tickets sorted by bin location. Sales reporting gives live figures with customizable notifications for the pipeline. Every tier comes with prebuilt integrations, Zapier among them, and an API that grows with the tier, from creating customers and leads on RFMS Core up to creating and editing quotes and orders on Enterprise.

The exchange works only with vendors in the B2B network. A distributor outside it still means a portal login or a phone call to learn when the roll ships, and a manufacturer's warranty registration happens on the manufacturer's own site. RFMS's own tier sheet leaves B2B E-Commerce out of RFMS Core entirely: it starts at Professional, along with RFMS Mobile and Measure Mobile for named users.

The customer hears about a backorder days before the install date

The morning a roll is flagged backordered in RFMS, the office has an update for each affected customer queued for review, with the new expected date, days before the crew would have arrived. The same happens when an order's material status changes overnight.

The day before each install, the office reviews a confirmation for each customer with the time window and a reminder to clear the room. Each morning's Slack post gives the crews their jobs, with every address and start time.

A confirmed job brings a written deposit request for the office manager to send, and a completed one the final invoice email, both with a payment link. A week after the install, customers who have not registered their flooring warranty get a reminder with the manufacturer's registration link, drafted for the showroom to send.

Each backordered line in RFMS comes with its customer update drafted

The showroom manager opens RFMS each morning to look for backordered lines and changed material status, then writes to the customers they affect. WebRun is an AI agent that works a real Chrome browser, signed in as you. It checks the orders, the material status and the install schedule before the showroom opens, and for a distributor outside the B2B network it signs in to that distributor's portal to read the ship date. The messages it prepares go to the office to review.

It changes nothing in RFMS and never places an order on a distributor's portal. Backorder updates, install confirmations and payment requests sit in the review queue until the office manager releases each one.