How RJS & Associates Streamlined its AR Process with Agave's Procore–Sage 100 Contractor Integration
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A Prior Integration that Didn’t Work
RJS & Associates is a Bay Area specialty contractor that handles the work that comes before almost everything else on a jobsite: structural concrete, earthwork, and excavation. Operating on a design-build model, RJS is typically the first contractor on the ground, setting the foundation for high-density residential and commercial projects across Silicon Valley and the South Bay, including San Jose, Milpitas, and Santa Clara.
Founded more than three decades ago by Robert "Bob" Simmons, a named inventor on 145+ patents and a recognized innovator in industrialized construction, RJS is now led by his sons, Max and TJ Simmons. The firm has built a reputation as a "go-to building solution," with marquee Silicon Valley projects including MVSA, Santana Row, Santa Clara Square, and AMD.
The company runs roughly $75M in annual construction volume with a core team of about 60 employees, scaling to as many as 200 in peak season. Behind that field workforce is a lean back office — never more than about 15 people across project management, accounting, and executive leadership, which makes operational efficiency essential.
The Problem: An AR Workflow Trapped in Excel
For RJS, the breaking point wasn't job costs, it was accounts receivable. The company ran Procore for project management and Sage 100 Contractor as its ERP, integrated through another connector that came bundled with Procore. The trouble was that the old connector couldn't push AR data at all. Billings, owner change orders, and progress invoicing simply didn't flow between the systems.
So RJS did it by hand, every month.
The process looked like this: an internal Excel schedule of values would go out to the project managers, who would mark up their progress; the sheet came back to the controller, who would re-key the numbers into the client's billing portal — Procore or Textura — and then enter them a third time into Sage. Owner change orders had to be double-entered because they didn't sync. Cost codes were managed manually.
Every additional place the same number had to be typed was another place an error could creep in. Because the process was so manual, RJS only ran it monthly — across an average of seven active jobs — even though the project managers wanted billing visibility far more often than that.
Choosing Agave
RJS first encountered Agave at Procore's Groundbreak conference in 2024. The deciding factor was simple and specific: Agave supported the AR data types that their old connector never could. For a finance team whose biggest pain was billing, that was the whole ballgame.
What stood out after the switch was how much friction disappeared. Where the old process was disjointed — spreadsheets, portals, and re-keying — Agave made it cohesive. Small touches, like a reconciliation warning that flags discrepancies before they become problems, added up.
Implementation: Fast, Hands-On, and Tailored
Setup was fast and, in Janice's words, "awesome." The Agave team worked closely with RJS to configure the integration around how the company actually bills and runs jobs, and stayed responsive throughout rollout.
The product itself was intuitive enough that issues were rare, and the few that came up tended to originate on the Procore side rather than with Agave.
The Impact: From a Personal Spreadsheet to a Real Process
The clearest before-and-after is the AR workflow. The monthly Excel ritual of export, distribute, collect, re-key into the client portal, re-key into Sage is gone. Now, potential change orders flow into owner change orders and the schedule of values stays current automatically. The controller sends PMs a link, they update their progress, it comes back for approval, and a single push sends it into Sage through Agave, which exports cleanly in AIA format.
The time savings across seven jobs matter, but Janice frames the bigger win as durability. What used to be a personal process that "just worked for me" is now a consistent, documented workflow housed in one place and trainable across the team.
Looking Ahead
RJS's busy season swings headcount from 60 to 200, and the back office has to absorb that without growing in lockstep. With a repeatable, system-of-record billing process in place, the team is positioned to scale without the spreadsheet bottleneck that used to gate every billing cycle. Next on the roadmap: extending Procore and Agave deeper into AP workflows, so more of the back office runs on automation as volume returns.
Asked whether she'd recommend Agave to other contractors, Janice didn't hesitate:
