RecordKeeper

What RecordKeeper does

RecordKeeper Systems, legally operated as Aaron W. Beck and Co., is a privately held custom software firm founded in 1995 and headquartered in Lee's Summit, Missouri (Kansas City metro). The company designs, develops, and maintains FileMaker-based database solutions for small and mid-sized organizations across three product lines: Coyote RecordKeeper (a CRM/ERP platform serving automotive aftermarket, retail, fulfillment, and similar SMB verticals), School RecordKeeper (a student information system for K-12, higher education, and trade schools), and Apprenticeship Tracker (a specialized SIS for JATC facilities and union trades training programs). A fourth vertical product, Deacon RecordKeeper, addresses Catholic diocese and parish administration. All products share a hybrid cloud architecture in which FileMaker client/server databases remain on-premise while cloud-synchronized web portals provide remote access — a design repeatedly marketed as advantageous for organizations handling FERPA-regulated education data or other sensitive records. Notable long-tenure customers include Chevs of the 40's (since 1999), The Filling Station (since 2003), and the Pacific Northwest Carpenters Institute.

The underlying technology stack is built on Claris FileMaker as the core database engine, with QuickBooks/Intuit integration for accounting synchronization, web portals for browser-based access, and document management with OCR/AI for paper-record digitization. The company invests in custom development per client rather than delivering a single multi-tenant SaaS, meaning each deployment is owned by the customer and tailored to its workflows.

RecordKeeper generates revenue through a hybrid model combining one-time software licenses (with optional monthly hosting), recurring support packages priced at $180–$220 per hour or via pre-paid block hours, and professional services for custom development and training at $200–$250 per hour, with on-site engagements billed at $1,400–$1,500 per day plus expenses. Go-to-market is predominantly direct — phone-based sales, demo requests via website, and referral-driven growth from existing clients — with minimal paid marketing presence (website, Facebook, YouTube). Geographic reach is centered on the Kansas City and St. Louis metros with additional Pacific Northwest (Portland) and Canadian (British Columbia, Kelowna) presence, and the company actively accepts demo inquiries from the United Kingdom, Australia, and New Zealand.

Name

RecordKeeper

Legal name

Aaron W. Beck and Co.

Website

https://recordkeeper.com

Company type

Private

Founded year

1995

Operating status

Operating

Headcount range

51–100 employees

Short description

RecordKeeper Systems is a 30-year-old FileMaker-based custom software firm building CRM/ERP (Coyote), student information (School RecordKeeper), and apprenticeship tracking solutions for niche verticals including automotive aftermarket, K-12/higher education, and union trades training facilities.

Ownership category

akta.pro rank

Product category

Custom Database and Business Management Software

NAICS

Custom Computer Programming Services (541511), Software Publishers (513210)

SIC

Services-Computer Programming Services (7371), Services-Prepackaged Software (7372), Services-Computer Programming, Data Processing, Etc. (7370)

akta.pro primary industry

Contract Lifecycle Management (CLM) & Document Generation/Templating (HDAEAGAL)

akta.pro secondary industries

Database Tools & Ecosystem (Replication, Backup/Recovery, HA/DR, Monitoring) (HDAEAAAO), File Storage, Sync & Sharing (BPAMAMAE)

Keywords

• Custom database development
• FileMaker Pro solutions
• Hybrid cloud architecture
• CRM ERP software
• Student information systems

Headquarters

HQ city

Summit

HQ country

United States

HQ region

North America

Offices3 records

Markets served

GTM type

B2B

Offering type

Software

Cost components

Personnel, Technology or R&D, Operations, Marketing or Sales

Revenue model

1. Software Licenses: Coyote RecordKeeper, School RecordKeeper, and Apprenticeship Tracker sold as software licenses. Customers can purchase outright or pay monthly fees for hosting on secure servers. No annual subscriptions required.
2. Support Contracts: Hourly support packages ranging from $180-$220/hr, pre-paid packages (8 hours for $1,500), annual contracts with volume discounts. Includes bug fixes, email support, setup assistance.
3. Professional Services: Custom development, consulting, database services, web integration, training. Billed at $200-$250/hr for development and training. On-site training at $1,400-$1,500/day.
4. Training Services: Individual and group training sessions taught as personalized tutoring. Topics include FileMaker, Lasso, web design, SEO, MySQL integration. $200-$250/hr or $1,400-$1,500/day for on-site.
5. Data Migration Services: Migration services to extract data from legacy systems, convert data structures, and map information into RecordKeeper. Some setup and data import included in purchase price with additional charges for complex migrations.

Pricing tiers

Go-to-market motion3 records

Distribution channels4 records

Marketing channels6 records

Core offering

RecordKeeper Systems develops and sells custom FileMaker Pro (Claris FileMaker) database software solutions for businesses, schools, and apprenticeship training facilities. Its core offerings are three proprietary platforms—Coyote RecordKeeper (CRM/ERP for retail/automotive), School RecordKeeper (Student Information System for K-12 and higher education), and Apprenticeship Tracker (JATC training management)—built on a hybrid cloud architecture that combines local client/server databases with web integration. The company also provides custom development, data migration, training, and ongoing support services.

Product overview

RecordKeeper offers a portfolio of FileMaker/Claris-based database solutions centered on three core platforms: Coyote Recordkeeper (CRM/ERP for business), School Recordkeeper (Student Information System for education), and Apprenticeship Tracker (specialized training management). Coyote includes integrated modules for contacts, sales, inventory, purchasing, reports, media, users, setup, and e-commerce. School Recordkeeper variants include K-12, Higher Ed, Special Education, and Deacon Formation editions, with modules for surveys and document management. Apprenticeship Tracker provides JATC and union training facility management with student, staff, and contractor web portals. All products share a hybrid cloud architecture with local FileMaker databases and web integration capabilities.

Differentiator

Problem solved

Functional benefit

Brands

• Coyote RecordKeeper: Fully-featured CRM/ERP business management software with integrated inventory, sales, POS, purchasing, shipping, e-commerce, and QuickBooks integration for small business and enterprise.
• School RecordKeeper
• Apprenticeship Tracker

Products and services

• Coyote RecordKeeper Full-featured CRM and ERP system for small business and enterprise, handling customer relations, inventory management, sales, POS, purchasing, shipping, vendor management, and integrated e-commerce with QuickBooks sync. Built on FileMaker Pro with hybrid cloud architecture for Mac and Windows.
• School RecordKeeper Student Information System (SIS) for K-12 through higher education, managing student records, scheduling, staff, transcripts, attendance, grades, enrollment, and contact data with hybrid cloud access. Includes specialized variants for trade schools, special education, and deacon formation.
• Apprenticeship Tracker Specialized database management solution for apprenticeship trades, JATC facilities, and union training centers, tracking apprentices, journeymen, training, certifications, progress reports, and scheduling with integrated web portals for students, staff, and contractors. Includes QuickBooks integration.
• Custom Shopping Cart Custom e-commerce shopping cart designed for automotive and apparel industries with complex filtering, color/size selection, customer-specific pricing, and CRM/ERP integration. Supports year/make/model vehicle filtering, mass ordering of all colors/sizes for wholesale, quantity discounts, and credit card integration.
• Document Management System FileMaker-based document management system running in-house with scanner automation, AI-assisted OCR filing, unlimited libraries, immediate filing feedback, and third-party database integration. Designed for invoices, expense reports, and high-volume document environments.
• Custom Software Development Services
• Technical Support Contracts
• Training and Tutoring Services

Quantifiable outcome

• Reliably process millions of orders and manage tens of thousands of SKUs while maintaining performance at scale
• +4 more outcomes

Named customers10 records

Segments6 records

Ideal customer profiles6 records

Technology focussed Yes

API detail

Has API

No

API docs

API detail

Core technology

AI maturity

App detail

Integration9 records

AI capability3 records

Feature7 records

Partnerships

Three partnerships are on record, tiered core.

• QuickBooks (Intuit)coreTechnology or IntegrationSeamless integration with QuickBooks syncing accounts, vendors, receivables and other data between QuickBooks and RecordKeeper products. One-button functionality syncs information back and forth. Available in Coyote, School RecordKeeper, and Apprenticeship Tracker products.
• FileMaker Pro / ClariscoreTechnology or IntegrationCore platform partner. RecordKeeper builds on FileMaker Pro (Claris FileMaker) with 30+ years of development experience. Company is a FileMaker Pro custom solutions provider with expertise in legacy FileMaker to Claris FileMaker Pro migration.
• LassocoreTechnology or IntegrationWeb development using Lasso programming language for custom web solutions and e-commerce integration. Lasso/MySQL/Filemaker development for web integration and shopping cart functionality.

Scale indicators7 records

Recent moves6 records

Expansion highlights4 records

Broad incumbents

• PowerSchool: PowerSchool is the leading K-12 Student Information System provider serving school districts across North America. Broad incumbent directly competing in the K-12 SIS space where RecordKeeper sells School RecordKeeper.
• Infinite Campus: Infinite Campus provides a comprehensive K-12 Student Information System with gradebook, scheduling, and special education modules. Broad incumbent competing for the same K-12 SIS customers that School RecordKeeper targets.
• Claris International: Claris (Apple subsidiary) owns and develops the FileMaker Pro platform that RecordKeeper builds upon. Broad incumbent — also offers Claris Connect low-code automation and direct competition for end-customers seeking FileMaker-based solutions.
• QuickBase: QuickBase is a low-code application platform enabling custom business application development without traditional coding. Comparable in offering customizable database applications for SMBs, though positioned as a broader no-code/low-code incumbent.
• Zoho Corporation: Zoho offers a broad suite of CRM, ERP, and business applications for SMBs including Zoho CRM, Zoho Inventory, Zoho Books, and Zoho Creator (low-code). Broad incumbent providing packaged, cloud-native alternatives to RecordKeeper's Coyote CRM/ERP suite.

Direct peers

• CoreSolutions Software: CoreSolutions is a FileMaker development and consulting company that builds custom FileMaker applications and offers FileMaker hosting services. Direct peer in the custom FileMaker development and hosting space.
• Skeleton Key: Skeleton Key is a Claris FileMaker consultancy and development agency offering custom FileMaker solutions, integrations, and support. It is a direct peer competing for the same FileMaker development customer base with similar custom programming services.
• 360Works: 360Works is a FileMaker development company producing commercial FileMaker plugins and custom FileMaker solutions. Direct peer providing FileMaker-based tools and custom development competing in the same platform ecosystem.
• Beezwax Datatables: Beezwax is a Claris FileMaker consulting and development firm specializing in custom database solutions, integrations, and FileMaker-to-cloud migration services. Direct peer offering comparable custom development on the same FileMaker platform.

Emerging players

• Jobber: Jobber is a CRM/field-service management platform for small businesses with quoting, scheduling, invoicing, and CRM functionality. Emerging SaaS competitor targeting small business customers that might otherwise consider RecordKeeper's Coyote platform.

Market position

Strengths5 records

Weaknesses5 records

Competitive moat3 records

Key risks7 records

Key highlights7 records

Customer concentration

• YouTubeyoutube.com/@RecordkeeperSys
• Facebookfacebook.com/RecordKeeperSys
• LinkedInlinkedin.com/company/recordkeeper-systems-llc.

Revenue estimate

Valuation estimate

Number of profiles

Profiles1 record

Funding overview

Funding rounds

Investors

Funding detail is available on the Subscription and Enterprise plan.Contact sales →

M&A

Investments

M&A and investment is available on the Subscription and Enterprise plan.Contact sales →

Frequently asked questions about RecordKeeper