Why Roof Contractors Should Track Customer Data

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Keeping detailed records, files and photos on each roofing job you complete is a very important part of your responsibility as a roofing contractor. Your records should begin with information collected during the pre-bid inspection. This includes information on the history of the roof, its current condition, documentation of complaints, a copy of the specification requirements (products, performance, and warranty required) for the job and a blueprint of the building or architectural drawing.

Crucial Details to Record

Information about each completed roofing job should include batch numbers of all products used, quantity of materials and work hours required, any subcontractor fees paid, equipment rental, weather conditions during application and any special conditions that require monitoring. It is essential that all contractual agreements also be kept in the job file. This would include copies of your initial bid, contractor’s agreement, documentation of any verbal agreements concerning the job, maintenance provisions or warranties.

Update the job file regularly with notes from annual or biannual follow-up inspections. This gives you a history of the roof, including its longevity and performance, along with a record of any repairs or maintenance, and their cost, etc.

Why Keeping Records is Important

The reason for keeping such extensive records is their potential future value. If at some later point a roof problem develops, information collected in this file can offer valuable clues. Also, keeping records on the time and product used to complete a project helps form a job history, useful in preparing for future bids.

This information can be valuable in demonstrating your products’ performance to customers as well as serving as a reference for bidding new jobs. You may even want to use one of your job files as a portfolio to show potential customers. Your careful record keeping and attention to detail will demonstrate your ability to organize your people and equipment and perform the job in a professional matter.

Software for Data Management and Invoicing

Choice Roof Contractor Group has partnered with Accu-Rix Software to provide our nationwide alliance of commercial roof contractors with a powerful tool to manage their bids, contracts, job cost accounting, P&L statements, reminders, and more. Accu-Rix provides the only customer management software specifically tailored for contractors who use Conklin roofing systems, which we use exclusively. To learn more, visit A.R.S. Contractor Promo Video.

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Written by: Ian Myers
Ian Myers
Ian was the very first team member brought on by the original co-founders of the Choice Roof Contractor Group to assist with nationwide growth. Since then he has written 120+ blog posts and provided excellent support to the roofing contractors in the group. Through his multiple roles in the commercial roofing industry, he has gained tremendous knowledge in the sector.