It’s 6 PM on a Friday when a call comes in: a major customer urgently needs a proof of delivery for custom CNC machining parts we shipped them three years ago. For most precision machining shops, this would mean a frantic Monday morning search through filing cabinets, followed by the time-consuming process of scanning documentation into a digital file that could be emailed to the client. But at Coastal Machine & Supply, our digital process ensures we can respond with exactly what the customer needs within five minutes.
This speed of delivery isn’t a result of luck or what exceptional customer service looks like on a good day. Rather, it stems from a digital transformation that has revolutionized how our aerospace machine shop handles documentation. By leveraging ProShop’s cloud-based ERP system, Coastal Machine has eliminated the paper chaos that plagues traditional machine shops, replacing five-inch-thick work orders and 300-page scanning marathons with one-click digital data packets.
In an industry where missing documentation can shut down production lines and ground an aircraft, our multi-axis machining solutions come with something equally precise: instant, complete, and reliable documentation.
The Problem With Paper Documents
Before we made the switch to ProShop, our precision machining shop operated like most others in the industry. As such, it wasn’t uncommon to have thick stacks of documentation traveling through a shop floor covered in coolant, metal chips, and cutting oil. Papers would get torn, stained, or simply vanish. It was a constant battle to ensure everything remained legible after making its way through the precision machining process.
The real challenges came at shipping time. Compiling a complete data packet meant scanning 300+ pages and praying the scanner wouldn’t jam halfway through. One missing material cert or illegible coating certification meant calling vendors for replacements and starting over. For complex assemblies with multiple components, this process could take hours or even days to complete. Meanwhile, our customers waited for the documentation they needed to receive parts, process payments, and keep their operations running smoothly.
How ProShop Changed the Way We Manage Documentation
Today, our precision machining shop operates on an entirely different level. With ProShop’s cloud-based ERP system, documentation enters our system digitally from day one. Instead of letting paper certificates pile up through production, we upload vendor certs as materials arrive, whether they come via email or need a quick individual scan. Each document is tagged to specific job numbers immediately, creating an interconnected system where nothing gets lost or misfiled.
Where we really see the benefits of this digital process is when it comes time to make complex assemblies. Take a 20-component assembly, for example. Each part has its own trail of documentation that includes material certs, processing records, and quality reports. ProShop automatically pulls all of this together into one package. What used to take hours of manual compilation now takes two minutes.
At the final inspection stage, we select the documents to include based on customer requirements, such as dimensional reports, First Article Inspection forms, AS9102 documentation, COCs, drawings, and packing lists. All we have to do is select the required forms and press “generate,” and everything merges into a single PDF. There is no longer any massive scanning session, no searching through file cabinets, and no missing pages.
Perhaps most importantly, signatures are stored in user profiles and automatically applied when team members check off the appropriate boxes. This eliminates the chase for approvals that used to delay shipments. The result is complete documentation delivered with every shipment, accessible from anywhere, anytime.
Making the Technology Work for Us
When we invested in ProShop, we did more than buy software; we transformed how our entire aerospace machine shop operates. Unlike many shops that use maybe 40% of their software’s capabilities, we’ve pushed ourselves to master about 80% of ProShop’s functionality.
Getting there wasn’t an entirely smooth process. Initially, we tried to force the system to match our existing workflows. What we learned, however, was that adapting our custom CNC machining services to work with ProShop’s design (rather than against it) made everything click.
We’ve also changed how we onboard new precision machining customers. Every new relationship starts with a formal contract review where we nail down their documentation requirements upfront. This way, whether they need standard COCs or complex AS9102 forms for aerospace work, they get exactly what they need from their first order with us. This efficiency allows us to include services like AS9102 forms at no extra cost, adding value where competitors charge premium fees.
The payoff came in June when Halliburton handed us their Supplier Responsiveness Award at their annual golf tournament. They made it clear that while we weren’t the cheapest custom CNC machining option in the room, we were the shop that delivers when it matters most. This recognition, in front of our peers and competitors, validated everything we’ve built.
It turns out that in manufacturing, being easy to work with is just as valuable as making perfect parts.
What This Means for Our Customers
When we think about those old days of five-inch paper stacks and 300-page scanning sessions, it almost seems unbelievable. But that was our reality just a few years ago, and it’s still how many machine shops operate today.
The switch to ProShop changed our filing system and how we think about serving our customers. Now, when someone calls needing documentation from a job we ran three years ago, we don’t panic or put them on hold while we dig through filing cabinets. Instead, we calmly pull it up and send it over, usually before we even hang up the phone.
At Coastal Machine & Supply, we believe that making great parts is only half the equation. The other half is making sure our customers have everything they need, when they need it, without the usual headaches. If that sounds like the kind of precision machining partner you’re looking for, request a quote.
4832 N.E. Evangeline Thruway
Carencro, LA 70520
(337)-886-1141
Coastal Machine & Supply delivers reliable, high-precision components for mission-critical industries, including oil and gas, space, aerospace, and defense. As an AS9100-certified machine shop and ITAR-registered manufacturer, customers trust us for secure precision machining solutions. From advanced equipment and digital manufacturing processes to skilled engineers and machinists, Coastal provides CNC machining solutions for complex parts built to perform in demanding environments.