The Importance of Record Keeping for Roofing Contractors

Running a roofing contracting business involves juggling multiple tasks, from managing operations to nurturing leads and ensuring customer satisfaction. Amidst this chaos, one crucial aspect is often overlooked: record-keeping. Maintaining accurate and up-to-date records is not just about tidiness; it's about making smart business decisions and fostering long-term success. In this blog, we will explore the importance of record-keeping for roofing contractors and provide valuable tips to transform your business from disarray to streamlined efficiency.

Tip 1

Use a reliable system:

A reliable Customer Relationship Management (CRM) system is essential for roofing contractors, sales reps, and operations teams. Such a system is crucial for effectively tracking projects, managing leads, facilitating communication with sales reps, handling finances, and maintaining overall organizational efficiency.

  • The system should be user-friendly, allowing manageable access to your customer information.
  • A great system should also be secure and protect sensitive information, such as financial data and client information.
  • If you plan to advance your roofing business, keep track of and streamline all processes related to your business. Uncover the benefits of using a Customer Relationship Management (CRM) Software.

Tip 2

Keep records up to date:

Regularly update your records to ensure they are accurate and up to date. It's not just about keeping things tidy; it's also about making smart business decisions. With accurate, up-to-date records, you'll have all the information you need to evaluate the performance of each job and make informed decisions about future projects.

  • Make sure to keep track of client information, such as contact details, roofing preferences, and past interactions, this enables personalized communication and fosters long-term relationships.
  • The Internal Revenue Service (IRS) recommends keeping records for at least three years, but it's prudent to keep them for longer periods. Proper record-keeping can help during audits and prevent potential penalties or legal issues.

Tip 3

Schedule regular CRM maintenance and utilize automation:

Leverage automation tools and CRM integrations to streamline data entry and updates. Utilize automation and triggers so your team can act on tasks. Assigning tasks in relation to your employees' positions is always a proactive way of communicating. Make sure your team is following the current Standard Operating Procedures, remove duplicate or outdated entries, mark dead leads, update incomplete records, and ensure data integrity. Regular maintenance prevents clutter and ensures the accuracy of your CRM records.

  • Automation can significantly reduce the time spent on manual tasks. According to a study by Salesforce, businesses that automated their processes experienced a 53% increase in employee productivity.
  • Automation tools like Zapier and CRM integrations enable better communication among team members, subcontractors, and different departments within your roofing company. Improved communication leads to smoother project coordination and higher customer satisfaction.

Tip 4

Digitize receipts and upload invoices to your CRM:

Streamline your roofing business by digitizing receipts and invoices and leveraging powerful roofing platforms like AccuLynx, JobNimbus, and Roofr. These platforms offer comprehensive features that seamlessly integrate with your CRM system, facilitating efficient record-keeping and easy access to financial information.

  • AccuLynx, a specialized roofing software, provides a digital document management feature. You can conveniently scan or upload receipts and invoices directly into the system, ensuring organized and up-to-date financial records.
  • JobNimbus, another robust CRM and project management software for roofing contractors, offers tools to streamline the process. It enables you to digitize receipts and invoices, ensuring they are securely stored within the platform for easy retrieval and reference.
  • Roofr is a platform that connects roofing contractors with homeowners seeking services. While primarily focused on lead generation, measurements, and project management, it can also integrate with most roofing CRM systems to help streamline financial record-keeping processes.

Tip 5

Keep track of leads and permits:

Accurate record-Keeping for leads and permits is vital for the growth and success of your roofing business. By implementing a reliable system and leveraging a team of back-office admin support, you can effectively manage and organize all your leads and permits in one place. This provides several benefits:

  • Having all leads in one place allows for easy follow-up, answering queries, and providing necessary information. According to a study by, 35-50% of sales go to the vendor that responds first. By promptly engaging with leads, you can build relationships and increase the likelihood of converting leads into customers.
  • A clear view of leads enables you to prioritize follow-up efforts, focusing on leads with the highest potential to convert. According to a report by HubSpot, companies with effective lead nurturing generate 50% more sales-ready leads at a 33% lower cost.

Tip 6

Track sales reps' performance:

Tracking sales reps' performance is crucial for roofing business success. Accurate record-keeping reveals which reps meet targets and who needs support

  • According to Harvard Business Review, effective sales performance tracking increases the likelihood of achieving goals by 33%. Streamline tracking with a back-office admin team entering data into your CRM, such as leads, appointments, and contracts. This informs resource allocation and identifies reps for additional training.
  • Regular performance reviews can lead to higher revenue growth. Discussing numbers, strengths, and areas for improvement empowers reps to set goals and provide feedback. Accurate records and admin support inform decision-making, while performance reviews foster growth.


In the fast-paced world of roofing contracting, maintaining order amidst the chaos is essential for success. Accurate record-keeping serves as an additional tool in your toolkit, enabling effective operations, informed decision-making, and long-term growth. By utilizing a reliable CRM system, keeping records up to date, scheduling regular maintenance, digitizing receipts and invoices, and tracking leads and sales reps' performance, you can elevate your roofing business to new heights.

About Us

If you enjoyed reading this, be sure to check out Saenz Global. We are a team of experts in back-office support for roofing contractors and are currently taking reservations for 2023. Our services cover the pre-sale, during, and post-sale phases of your business and are designed to streamline your processes and free up time for growth and innovation. This way, you can focus on what you love and do best: roofing. If you want to take your business to the next level, we'd love to work with you. Contact us today to learn more about how we can help your business thrive.