Storm-Ready Capture, Triage & Instant Response
Every enquiry, from any channel, at any volume, becomes one job record with a source and an owner, is triaged by what it actually is, and receives a real answer within minutes even when the phone is ringing four deep.
- Tier
- Foundational
- Build order
- 1st of 7 for roofing and exteriors
- Shape of it
- 8 steps, 1 escalation rule, 1 handoff to a person
- At launch
- Runs supervised, with you approving what goes out
The problem this solves
Roofing demand is the most violently concentrated of any trade here. A hail event on a Saturday produces more calls on Monday than the previous month. The office cannot absorb it, so calls go to voicemail nobody leaves, forms sit unread, and canvassing leads pile up in a rep's phone.
Worse, everything is treated identically. An active leak with water coming through a ceiling queues behind a gutter-cleaning enquiry, because the queue is ordered by who was answered first.
And in a storm market the competitive window is measured in days. The homeowner who cannot reach you on Monday has three contractors on their roof by Wednesday.
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
- A timing rule you set
- It hands over to a person
- It escalates to a person
Step 1Trigger
An enquiry arrives on any connected channel: call, missed call, web form, chat, Google Business message, canvassing app, referral, or a storm-lead provider feed.
Step 2
One job record is created, or matched to an existing address so a repeat property is recognised.
Step 3
The record is stamped with the source, the address, the reported problem and the arrival time.
Step 4
It is triaged against a ladder agreed with the owner:
Most urgentLeast urgent- 1Active leak with interior water damage
- 2Structural or safety concern
- 3Storm damage, recent event
- 4Full replacement enquiry
- 5Repair enquiry
- 6Gutters, siding, or non-urgent exterior work
Step 5Timing
Within minutes a reply goes out on the channel used, naming the reported problem, and stating what happens next and roughly when.
Step 6A person
Active leaks and safety concerns are not handled by an automation. They are flagged, routed to a person, and the homeowner is told somebody is being reached now.
Step 7Escalation
Escalation runs on a timer. An unacknowledged leak goes to the production manager, then the owner.
Step 8
Every enquiry without an outcome stays on one list, including calls that were abandoned before anyone answered, with the number.
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
Inventory every channel, including the canvassing app, the storm-lead feed and the number on the yard signs.
Nothing is designed until we have looked at what already exists, including the parts nobody officially owns.
- 2
Build
Connect each into one inbox and confirm a test enquiry produces one correctly attributed record.
Built inside the software you already run, against your stages and your language.
- 3
Build
Build address matching, because in a storm market the same street generates many enquiries and duplicates destroy the reporting.
- 4
Agree
Write the triage ladder with the owner and production manager, and get the top two rungs signed off in writing.
The thresholds, the wording and the names are yours. We write them down with you and get the consequential ones signed off.
- 5
Build
Test the classifier against ambiguous messages. Err toward escalation.
- 6
Agree
Set escalation windows and name the person at each level, including who covers when that person is on a roof.
- 7
Build
Reserve inspection capacity for emergencies rather than letting the day fill.
- 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
Roofing demand is the most violently concentrated of any trade here. A hail event on a Saturday produces more calls on Monday than the previous month. The office cannot absorb it, so calls go to voicemail nobody leaves, forms sit unread, and canvassing leads pile up in a rep's phone.
After this one is live
Storm Monday stops being triage by luck. The leak gets ahead of the gutter enquiry without anyone deciding. The office opens one list instead of six inboxes. And the abandoned calls become visible, which is usually the most uncomfortable and most useful number this system produces.
How to measure whether it worked
Your arithmeticRun with your numbers, not ours
Take last storm season's inbound contacts, count how many were abandoned or never returned the same day, and apply the company's own inspection-to-estimate and estimate-to-sold rates and average job value. That is the recurring cost of the response gap, on demand already paid for.
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 Responseyou are hereFastest 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.
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.