When it comes to a roofing CRM or roofing management system, the real question is, which roofing management system is best for your company.
At this point, there are many roofing CRMs marketing their platforms to roofers.
The thing most roofing CRM companies forget, is even though it may all be to roofers; all roofing companies are still very different.
Today we will discuss which roofing CRM or roofing management system is best for your particular roofing company.
What Is A Roofing CRM or Management System?
A good end-to-end roofing CRM will manage your roofing company from a lead or prospect through the roof build process to invoicing the client, all the way through a closed client.
There are several roofing CRMs on the market that only manage roofing leads.
I am not sure what good this will do when you get ready to make a roof material order and have your jobs on a calendar.
Every roofing job starts off as a lead, so lead management is most certainly important.
Once you have your leads in your system, you need to move them through a normal roofing workflow.
If this lead becomes a CC or contingency contract, or even better a ready contract you will need to be able to make a roofing job with it.
This is where you will need to be able to data base all the information about your client but also the job.
Many roofing jobs will start as a roof bid. Your roofing management system must have the ability to do roofing bids.
The next thing you will need from any roofing management system is the ability to manage roofing insurance claims.
If your roofing CRM can data base your insurance claims information, you can have all of the date of loss information for every roofing claim in your system.
This will help make you less dependent on hail and wind swath path information as well as give you hyper accurate street level date of loss information in your own system.
With this information, any salesman can quickly get a date of loss for an insurance adjuster while on location during an adjusters meeting.
This could mean the difference between getting a home approved or denied.
Next you must be able to set up a job and a crew to install the new roof or do a roof repair. So, trades are very important for any roofing management system to have.
You need to be able to set up which crew you want on the job as well as manage the date on the roofing calendar or repair calendar. In this example, you can see you can easily set the crew then add to whichever calendar you might have.
Next you must have a work order for your roofing or repair job. Make sure any roofing CRM you are looking at has this. A roofing work order will minimize the chance of putting the wrong color shingle on a house.
Next you need to be able to do your roofing material orders from your CRM. Not only should you be able to do your roofing orders, but you need to be able to email the order to your supplier and have a read receipt, so you know that your roofing supplier received your order.
Next, a good roofing management system should be able to track and manage material returns after you complete your roofing job.
A good roofing CRM will have all the roofing materials listed from the roof order on the roofing material return.
This way all your production personnel has to do is select how much of each item remains.
You should be able to do a change order on the spot and sign it electronically in your roofing management system. What if a client changes their mind the morning of the roof installation about the color of the shingle or something more minor, like the drip edge?
You need to be able to do a change order right there on the spot and if the client is not on location with you, your roofing CRM should have the ability to have your client sign the document in their client portal. If not, you could have an unhappy client and it could cost you money.
Now that we are talking about a client portal, your roofing management system should have a client portal that keeps up with your roofing client’s pictures and all documents.
Your client’s roofing CRM client portal should have, the client’s address, email address, date the job is on the calendar, pictures and PDFs of all documents like insurance scope of loss and checks as payments.
This is a great way not only for your client to stay up to date with their job, but it will make your client’s experience with your roofing company much better.
The better the client experience the more Google reviews and referrals you will be able to get from them.
Next, your roofing CRM should have a welcome email that goes out as soon as you add the client’s email address into the system.
Your roofing management system should help you look more professional to your client. A welcome email with vital links, like to your client portal and to your website are very important.
File management is absolutely vital for any well-run roofing company. Your roofing CRM should be able to manage files for not only your in-house team but share all images with your client.
The client folder in this example will populate any file added to the client’s portal. Now years after the roof installation your client still has access to all of their files and can download anything they need anytime they need it.
Communication is critical to minimize mistakes. A good roofing CRM will have communication laid out in an easy to view and respond to manner.
You should be able to quickly see who sent a message and to whom.
Job actions are another critical component of any good end-to-end roofing management system.
You should be able to easily edit your roofing job, send messages throughout the company as well as to your client. You should have a job timeline so you can see all movements made by your personnel.
You should be able to access the task calendar easily from your job actions.
You should also have email tracking so you can make sure all emails have been read and if someone blows a task even a vendor you will know if they received and read their email.
Now, your roofing CRM should make the roofing job workflow easy for you. You should be able to get to your shingle manufacturer’s color view page quickly and your client should have this same button in their client portal.
What about aerial measurements? Your roofing CRM should be integrated with EagleView and SkyMeasure, two of the most popular aerial measurement tools on the market today.
Your aerial measurements should also download to your work order and your material order forms.
Your CRM should have a completion certificate in the system, and you should be able to sign it electronically on the spot or in the client portal in case the client is not at the job site.
Now, what about Google reviews? According to Google, Google reviews are the number one ranking factor in local SEO.
Your roofing CRM should help you gather up more Google reviews? If not, it should.
Check out this automated Google review platform in this roofing CRM.
At the end of the job all you have to do is click a button and the system will make up to four attempts to get you another Google review. You could make more attempts but that would just be too many.
Now that the job is finished very few things are more important than the money. Your salesman can invoice your roofing client right from the job page in this CRM.
Now that we are talking about the money we must talk about accounting.
Any good roofing management system must manage the money on each roofing job.
You absolutely must know if your jobs are profitable and how much money you make on each job.
You need to be able to look back and see where the job came from as a lead source, so you know what the ROI on your advertising is.
This will help you break down your ad spend and make sure you are putting your money where your leads are coming from.
You should have images of your checks and invoices in each line item in your accounting.
Your roofing CRM should let you know who put in a line item and the date entered.
Your roofing management system should tell you what your job expenses are and what your net profit is. This way you can easily break down your roofing material cost and make sure your material and labor are in line with where you need to be for year end profits.
You should be able to pay your roofing crews in your CRM. Here you can just enter the fee for each roof pitch and any extra woodwork or things like a chimney flashing and the CRM should do the rest.
Your roofing management system should have a simple-to-use commission setting for salesmen’s commissions.
After everything is entered into your roofing CRM it should do all the heavy lifting for you. You can see here the commission is ready to be paid. It does not matter if it is the percentage of profit, percentage of the job total, a flat rate commission or split commissions.
Your roofing CRM should be able to handle multiple invoices for the same job.
You should be able to have as many invoices as you need on each job and at the end when your job is all paid out, you should be able to send out a statement that has all roofing invoices listed as well as all payments listed. It looks more professional this way.
Just in case you need them, all your roofing files should be accessible on your job accounting page. You should have files in each line in accounting however you could need something like the contract or even the insurance scope of loss in certain circumstances.
Your roofing accounting system should have quick links to get you to the desired function quickly.
Now, production has a place in any roofing CRM that could leave you with problems.
We touched on a couple things as we were going through a natural workflow earlier in this article. If something has already been covered, we will run through it a little faster.
Your roofing management system should have an absolute killer production system. Your roofing company could take big financial hits all over the place when production is not handled correctly by the roofing production team or your roofing CRM.
Your roofing calendars should be laid out clearly and be easy to navigate. In this roofing CRM you can have as many crew and job calendars as you like.
You can have a calendar for each roof installation crew as well as roof repair crews.
If you separate warranty repairs, not a problem, just set up another warranty job calendar.
Your roofing CRM should tell you quickly how busy you will be on a given day, week, and two-week period, so you and your crews can be prepared.
Your roofing management system should have alerts for warranty jobs, inspections but also when a salesman’s lead or bid has been in a particular status too long.
Your roofing CRM should help salesmen follow up on their roofing leads better by giving them proper alerts.
Your roofing CRM should have a task manager for you personally.
As well as a task calendar for your entire company. Your roofing task calendar should also integrate with your Google Calendar as well as your iCal.
When you click into your roof installation calendar, you should be able to quickly get more information like the roofing job total, address to the job site as well as be able to click and get Google Maps to the house. You should have the roof’s pitch; the number of squares to be installed and what color shingles are to be installed on the house along with the installation dates. The start date as well as the anticipated completion date.
It should also tell the name of the crew and have the phone number to your client. You should be able to call your client from the popup box on your jobs calendar just in case an emergency arises.
It should also have your salesmen’s name listed.
As you can see in this example, this roofing CRM lets you know if the material has been ordered as well as if a permit is needed.
Your roofing CRM should have an easy-to-use live chat. When working quickly within the company, live chat can play a great part in moving information throughout the company.
In a good roofing management system, you will be able to get quickly from the jobs calendar to the job page.
A roofing CRM would not be doing its job if it does not have a picture of the front of the house you are roofing. This could and very likely will keep a crew from roofing the wrong house.
Sound crazy, we have seen it many times. When you are busy it is not that hard to do.
Let your roofing CRM keep you away from this trouble.
Why Are All Roofing Management Systems Not Right For All Roofing Companies?
1. Not all roofing companies are the same size.
The reason the size of your roofing company matters is the cost and sophistication level of the CRM or management system you are looking at. Every roofing company is also operating at a different level.