YOU’RE TIRED OF CHASING LEADS IN YOUR TRUCK
You answer the same questions five times a day. Estimates sit half-finished on the passenger seat. Jobs slip through the cracks because someone forgot to follow up. Your phone buzzes non-stop—customers, suppliers, crews—all demanding answers you don’t have time to dig up. You know a CRM could fix this, but every demo feels like a sales pitch for rocket science. You’re a roofer, not a software engineer. You just want something that works without adding more chaos to your day.
This guide is for you. No fluff, no jargon, no “revolutionary AI” that doesn’t actually help you close more roofs. Just a step-by-step plan to pick, set up, and use a crm for roofers that fits how you already run your business. Let’s get started.
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WHAT A CRM ACTUALLY DOES FOR ROOFERS
A CRM (Customer Relationship Management) system is a digital filing cabinet, dispatch board, and sales coach rolled into one. For roofers, it does three things:
1. Stores every lead, customer, and job in one place so you stop losing sticky notes.
2. Automates follow-ups so you don’t drop the ball on estimates or warranties.
3. Tracks job progress so you know which crews are on-site, which materials are ordered, and which invoices are overdue.
That’s it. No magic, just organization.
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STEP 1: PICK A CRM BUILT FOR ROOFERS, NOT CORPORATE SALES TEAMS
Most CRMs are designed for tech startups or real estate agents. Roofers need different features:
– Mobile app that works offline (because job sites don’t have Wi-Fi).
– Integration with your estimating software (no double data entry).
– Simple job boards that crews can update from their phones.
– Automated text/email follow-ups for estimates and warranties.
Here are three CRMs that check these boxes:
1. JobNimbus
– Built for contractors, not salespeople.
– Syncs with EagleView, AccuLynx, and QuickBooks.
– $29/user/month. Free trial.
2. AccuLynx
– Roofing-specific. Handles material orders and crew scheduling.
– $50/user/month. No free trial, but demos available.
3. Jobber
– Good for smaller crews. Easy to learn.
– $49/user/month. 14-day free trial.
How to decide:
– If you use EagleView for measurements, pick JobNimbus or AccuLynx.
– If you’re a one-truck operation, start with Jobber.
– If you need deep crew management, AccuLynx is the strongest.
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STEP 2: SET UP YOUR CRM IN ONE AFTERNOON (NO IT DEGREE REQUIRED)
Most roofers abandon CRMs because setup feels overwhelming. Here’s how to do it in four hours or less:
1. Import your existing contacts
– Export your phone contacts, email list, and past job records to a CSV file.
– Upload the file to your CRM. Most have a “drag and drop” import tool.
– Clean up duplicates (the CRM will flag them).
2. Create your sales pipeline
– Roofers need just four stages:
– New Lead
– Estimate Sent
– Job Scheduled
– Job Complete
– Add a fifth stage if you do warranties: “Warranty Follow-Up.”
3. Set up automated follow-ups
– For “Estimate Sent” stage: Schedule a text 3 days after sending.
– Example: “Hi [Name], just checking in on your estimate. Any questions?”
– For “Job Complete” stage: Schedule an email 30 days later.
– Example: “How’s your new roof holding up? Here’s your warranty info.”
4. Connect your tools
– Link your CRM to:
– Your email (Gmail/Outlook) for automatic contact sync.
– Your estimating software (EagleView, etc.) to pull job details.
– QuickBooks to sync invoices and payments.
5. Train your team (15 minutes max)
– Show them three things:
– How to add a new lead (tap the “+” button on the app).
– How to update a job status (drag it to the next stage).
– How to check their schedule (the “Today” tab).
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STEP 3: CAPTURE LEADS STRAIGHT INTO THE CRM (NO MORE STICKY NOTES)
Leads come from everywhere: phone calls, website forms, door knocks, referrals. Here’s how to funnel them all into your CRM:
1. Phone calls
– Use a call-tracking number (like CallRail) that forwards to your cell.
– Set up a rule: When a call comes in, the CRM creates a new lead.
– Example: “New call from 555-1234 → CRM creates lead ‘John Smith’ with phone number.”
2. Website forms
– Add a “Get a Free Estimate” form to your website.
– Connect it to your CRM (most CRMs have a free plugin for WordPress, Squarespace, etc.).
– Example: “Form submitted → CRM creates lead with name, email, phone, and ‘Interested in: [roof type].’”
3. Door knocks and referrals
– Use the CRM’s mobile app to add leads on the spot.
– Take a photo of the house (the app attaches it to the lead).
– Example: “Knocked on 123 Main St. → Tap ‘New Lead’ → Add photo → Set follow-up for tomorrow.”
4. Social media
– When someone messages you on Facebook/Instagram, the CRM can log it as a lead.
– Example: “Facebook message from ‘Mike R.’ → CRM creates lead with message history.”
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STEP 4: AUTOMATE FOLLOW-UPS SO YOU NEVER DROP A LEAD
Most roofers lose 30-50% of leads because they don’t follow up. Your CRM can do this for you. Here’s how:
1. Set up a “drip campaign” for new leads
– Day 1: Text + email with a link to your portfolio.
– Example: “Hi [Name], thanks for reaching out! Here’s a video of a recent job we did in your neighborhood: [link].”
– Day 3: Text asking if they’d like to schedule a free estimate.
– Example: “Would you like me to stop by this week for a quick look?”
– Day 7: Email with a case study.
– Example: “Here’s how we helped a homeowner in [their town] save $2K on their roof replacement.”
2. Automate estimate reminders
– When you send an estimate, the CRM schedules a follow-up 3 days later.
– Example: “Hi [Name], just circling back on the estimate we sent. Did you have any questions?”
3. Follow up after the job
– 30 days after completion: Email with warranty info.
– 6 months after completion: Text asking for a Google review.
– Example: “Hi [Name], how’s your new roof holding up? We’d love a quick review if you’re happy with the work: [link].”
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STEP 5: TRACK J