Production Control, Change Orders & Supplements
Every sold job runs to a documented sequence, every change is written and approved before the work happens, and every supplemental item found during production is captured at the moment it is found.
- Tier
- Growth
- Build order
- 4th of 7 for roofing and exteriors
- Shape of it
- 10 steps
- At launch
- Runs supervised, with you approving what goes out
The problem this solves
Three ways margin goes, all invisible until the job is finished.
Materials and scheduling. Delivery, dumpster, crew and permit tracked in somebody's head and a group chat. Weather moves everything. The homeowner finds out last.
Change orders. Decking replacement, unforeseen layers, ventilation, flashing. The crew is on the roof, it needs doing, and they do it. Nobody writes it up. Ten of those across a season is real money and the owner finds out as an unexplained margin gap.
Supplements. Insurance work legitimately generates supplemental items discovered once the old roof is off. If they are not documented with photographs at that moment, they cannot be claimed. The crew tears off, finds the condition, and by the time anyone thinks about it the new roof is on and the evidence is gone.
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
Step 1Trigger
A sold job becomes a production record with the full approved scope attached, not a summary.
Step 2
Materials are ordered against that scope and confirmed before the install date is promised to the homeowner.
Step 3
Crew, dumpster, permit and inspection are scheduled with dependencies visible, and weather contingency is explicit.
Step 4
The homeowner receives a schedule and is told when it moves, before they ask.
Step 5
On tear-off, the crew captures conditions found: decking, layers, ventilation, flashing, structural issues, each with photographs, at the moment of discovery.
Step 6
Anything found routes two ways: as a change order for retail work, or as a documented supplemental item for insurance work.
Step 7
A change cannot become work without written approval. Captured, priced, sent, approved, then released.
Step 8
Approved change orders attach automatically to the payment schedule.
Step 9
Supplemental items are packaged with their photographs and submitted through whatever process the company already uses. The system documents and routes; it makes no claim about what will be approved.
Step 10
Final inspection and municipal sign-off are tracked as job steps.
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
Map
Map the current sold-to-installed handoff with the production manager and a crew lead in the same room.
Nothing is designed until we have looked at what already exists, including the parts nobody officially owns.
- 2
Build
Build the production record generated from the approved estimate.
Built inside the software you already run, against your stages and your language.
- 3
Build
Make material confirmation blocking on the scheduling step.
- 4
Build
Build the tear-off capture with a crew lead. It must take less time than their current process or it will not be used.
- 5
Build
Build the change order path and agree who can approve on site and to what value.
- 6
Build
Build the supplemental item package with the person who submits them today.
- 7
Build
Connect approved change orders to the payment schedule.
- 8
Prove
Run three jobs supervised end to end.
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
Three ways margin goes, all invisible until the job is finished.
After this one is live
Change orders become recorded revenue rather than absorbed cost. Supplemental items are captured at tear-off with photographic evidence rather than remembered afterwards. And the homeowner hears about a weather delay from you rather than by looking out of the window.
How to measure whether it worked
Your arithmeticRun with your numbers, not ours
Three numbers already in the business: change orders performed and never billed, supplemental items identified but never submitted, and jobs delayed because materials were not confirmed before a date was promised.
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 CaptureProtects 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.
- 3Estimate Follow-Up & Decision RecoveryUsually the single largest recoverable pool.
- 4Production Control, Change Orders & Supplementsyou are hereStops the margin loss and captures supplements at tear-off.
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.