Inspection Preparation, Arrival & Complete Capture
From booking to the rep leaving the driveway, the homeowner knows what is happening, and the inspection produces a complete, quotable record before the rep drives away.
- Tier
- Foundational
- Build order
- 2nd of 7 for roofing and exteriors
- Shape of it
- 8 steps, 1 decision point
- At launch
- Runs supervised, with you approving what goes out
The problem this solves
Two failures either side of the same appointment.
The homeowner side: a window is given, the route runs late, and the homeowner calls the office to ask. On a busy day those calls consume the capacity that would otherwise be booking new inspections.
The rep side: they arrive without the property history, the claim details if there is one, or the measurements. They climb the roof, take some photographs, and leave with a head full of information. The estimate gets written later, partially, and the photographs that would have supported a supplement are not organised against the damage.
And a share of inspections simply do not happen, because nothing in the gap gave the homeowner a reason to be there.
How it works, step by step
Every wait, threshold and branch below is a value we set with you during the build, against your stages and your language. None of it is a default we impose.
- What starts it
- It decides something
Step 1Trigger
The inspection is booked. The homeowner immediately receives a confirmation naming the date, the arrival window, who is coming, how long it takes, and whether they need to be present.
Step 2
The evening before, a reminder goes out with one question that changes the job: has anything changed, and is there any active water coming in?
Step 3
Any answer indicating a change routes to dispatch. Active water moves up the ladder.
Step 4Branch
When the rep is dispatched, the homeowner receives the rep's name and a live arrival estimate. If the route slips past the window, they are told before they ask.
Step 5
The rep receives a brief: property history if any, claim number and carrier if insurance, measurement report, previous work on the address, and the reported problem in the homeowner's words.
Step 6
On the roof, capture is structured: elevations, damage by slope, decking condition, ventilation, flashing, layers, and photographs tied to each.
Step 7
The inspection cannot be closed without the record that makes an estimate possible. Measurements, damage assessment, photographs, and the retail or insurance path decided.
Step 8
Anything left open becomes a task with an owner and a date.
How it gets built
Built inside what you already run
- JobNimbus
- AccuLynx
- Roofr
- Leap
- or whatever your office already runs on
Nothing to log into and nothing to license. If a system needs a record your platform does not hold, we add the field to your platform rather than starting a second one beside it.
This is the actual build order, in the phases its own steps fall into. It runs in supervised mode first, with you approving what goes out, until you are happy with the tone.
- 1
Agree
Agree confirmation and reminder content with the owner, including how the inspection is described when it is free.
The thresholds, the wording and the names are yours. We write them down with you and get the consequential ones signed off.
- 2
Build
Wire booking events out of the CRM and confirm one test booking produces one confirmation.
Built inside the software you already run, against your stages and your language.
- 3
Build
Build reply handling so a homeowner response reaches dispatch as a task.
- 4
Build
Connect arrival status to whatever the platform exposes; if nothing usable, the dispatcher marks en route and the automation carries it.
- 5
Build
Assemble the brief and push it to what the rep already opens. Do not build a second app.
- 6
Build
Design the on-roof capture with a rep who will use it. If it is slower than their current process it is dead.
- 7
Build
Add the required completion fields and agree what happens when a rep cannot fill one.
- 8
Prove
Run supervised for two weeks.
It runs with a person approving what goes out until you are happy with the tone. Nothing sends unreviewed on day one.
What changes after it goes live
How it runs today
Two failures either side of the same appointment.
After this one is live
"Where is my rep" stops being a top reason the phone rings. Every inspection produces a quotable record before the rep leaves, so estimates go out the same day instead of the next week. And the photographic evidence is organised against the damage, which is what makes supplements claimable later.
How to measure whether it worked
Your arithmeticRun with your numbers, not ours
Two numbers already in the business: inspections that never produced an estimate, valued at the loaded cost of a rep's half-day including drive time, and office hours spent on arrival-status calls during peak weeks.
We agree the baseline before anything is built, and we do not take credit for things that were going to happen anyway. There is no figure on this page claiming what we have produced for somebody else, because there is no verified figure to publish.
What we will not do
This is from the same delivery document as everything above it. It is on the page because a supplier who has not thought about it will not tell you, and you would find out later.
Insurance is the line that matters most in this trade.
- No system makes any claim, prediction or representation about an insurance outcome. Not approval likelihood, not supplement acceptance, not what an adjuster will decide, not what a policy covers. Systems document conditions and route information. They do not influence claims.
- Several states regulate what a contractor may say and do regarding a homeowner's insurance claim, including rules on acting as a public adjuster and on advertising around deductibles. Every template touching insurance requires review by the contractor's own counsel in every state they work.
- Never suggest, imply or automate anything relating to deductible waiving or absorption. It is illegal in many states.
United States messaging rules apply in full. Automated SMS sits inside the TCPA and carrier A2P 10DLC registration.
- Classify every system as service or marketing before it sends. A schedule confirmation and a storm-season promotion are different things under different consent standards.
- Storm-event reactivation is the highest-risk system in this playbook, because address-based outreach after a disaster is exactly what regulators and homeowners associate with storm-chasers. It must go only to past customers with an existing relationship, it must be framed as an inspection offer to people whose roof the company installed, and it must never go to a purchased storm list.
- Consent recorded per number with date, source, wording and scope.
- Quiet hours 8am to 9pm in the recipient's local time.
- Honour STOP and free-text opt-outs immediately, cancel queued messages, and propagate suppression across every sending system.
- Route replies to a monitored human queue. A reply saying water is coming in is not a marketing response.
Nothing here is legal advice. State contractor law, insurance regulation, telemarketing statutes and municipal permit rules can each add requirements.
Nothing here is legal advice. Rules in this area have moved more than once recently, and every template that states a commercial term or a guarantee goes to your own counsel before it goes live.
Seven systems forroofing and exteriors.
We build one at a time and prove it moved before starting the next. The tiers are the dependency order, not a price list.
Tier 1Foundational
Nothing arrives late or unowned. These come first because everything above them assumes they are true.
- 1Storm-Ready Capture, Triage & Instant ResponseFastest visible result, and it survives the first storm Monday, which is when the owner decides whether any of this was real.
- 2Inspection Preparation, Arrival & Complete Captureyou are hereProtects the most expensive hour in the sales process and makes the estimate possible.
Tier 2Growth
The recoverable money. These work the pools the foundational systems have made visible for the first time.
Tier 3Flagship
One connected system end to end, plus what the owner reads on a Monday. Only once the pieces are proven individually.
The tiers are the dependency order for roofing and exteriors, not a price list. Most firms do not start at the first one, because the order is a default and the call is where it gets changed.
A note on sequencing this trade
Season note. Build Tier 1 in the shoulder season and let it run through one storm event before starting Tier 2. A contractor who sees System 1 hold on the Monday after hail will build the rest without being sold again.
Back to the roofing and exteriors overview for the stage map and where these fit.
Is this the oneyou need first?
Often it is not. On the call we look at what is actually costing you most right now, which is frequently a different system from the one that brought you to this page. If there is nothing worth building yet, we will say so.