How to Create Detailed Job Records

‍What it does:

Consolidates job details and paperwork into a digital job record that let’s you store information, and tracks all the activity on a job.

Purpose:

To keep your information organized in a single source of truth, and keep you up to date on job activities so nothing slips through the cracks.

Pre-Requisites: None - all your measurements & proposals will be added as jobs.

Available on: Free, Pro, Premium, Elite

Creating a Job

Jobs are created in a few ways.

Manually: You can add a job by clicking “+ New Job” and entering your job details.

Pro tip: If you get a call from a lead, click “+ New Job” in your board view to quickly capture the lead details. Two birds. One stone.

From the Instant Estimator: When a lead comes in from the instant estimator, a new job record is created AND all of the lead details are automatically captured in the job record. That means not only can you save time creating job details, you can contact your leads faster.

From a Measurement Report: When a new measurement report is created, so is a job record. Once you’ve ordered your report, go to your job board and you will find a new job record in the “New Lead” stage.

Job Details

The job details page is where you will manage all the details of your job as it moves through stages.

Tour of the job details page

Header: The header contains most of the details you need quickly understand the status of a job. These are the details that are shown on your “Job Card” in the board view. These include:

Address: this is the title of your job

Time: it’s been in the current stage

Task’s status: which shows how many tasks are assigned, and how many are completed.

Measurement report status

Proposal Status

Last update timestamp

Quick navigation: This lets you jump to the key detail sections on your job.

Customer details: Here you can quickly edit customer details.

Job activity log: This captures all the activity on a job, including date stamps, so you have a detailed record of what’s been done. Here is where you can add notes, and collaborate with your team.

Section Overviews:

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Job Details

The job details section is the most important high level details that you need to manage your jobs effectively.

Step 1: Assign the job to the relevant sales min, admin, manager etc.

Step 2: Update the stage the job is in from the drop down.

Step 3: Update the job source by either adding a new source, or choosing one of the sources in the drop down.

Step 4: Add or update the job value. This can be edited at any time.

Note: The job values are linked to the instant estimator and proposals. This section will suggest values for you to add to the job based on either the instant estimate or proposal attached to the job.

Step 5: Add any relevant details - like notes from the homeowner, special instructions, colour preferences etc.

Tasks

Tasks are basically big checklists. When you create a list of tasks, the total number will show at the top of your job, so you can quickly see how far along the job is without digging through emails or piles of paper.

When you create a task you can add a description, you can assign the task to someone, and you can add a due date.

Step 1: Navigate to the task section on your job details page by using the quick navigation at the top, or just scroll directly to the tasks section.

Step 2: Adding a task is pretty straight forward, go to the bar that says “Add a new task” and just start typing. Create a description of the task, then assign the task to someone, and set a due date.

Step 3: To save your tasks and notify the assignee, click the send arrow on the task. (You can’t create a new task until you have saved the previous one)

Managing tasks:

Like all the job activity, the task activity is recorded in the updates section on the right of the job details page. This includes when tasks are created, edited, completed, or deleted.

Deleting tasks:

Step 1: You can delete a task by clicking the red garbage can icon on the task itself

Hiding Completed Tasks:

Hiding your completed tasks doesn’t affect your task count at the top of your job details. It’s simply a way to keep your view clean and organized.

Step 1: To hide the completed tasks, and only show the outstanding tasks on the list, click the “Hide Completed” button at the top of the tasks section.

Due dates:

When you assign a due date to a task, Roofr helps keep you and your team on track and on time.

Each user receives an email when they are assigned a task, 24 hours before the task is due, and when a task is overdue.

Attachments:

Here’s where you can upload anything relevant to your job - contracts, warranty, customer information, photos, etc. Files may be a maximum of 20mb per file. The amount of files you can upload is dependent on your subscription tier - learn more here.

Step 1: Drag and drop, or upload your files from your computer. You can attach;

1. Documents
2. Images

Note: You can also manage your attachments by downloading or deleting them.

Lead Details from the Instant Estimator

The lead details will allow you to record the source of the job, the details of the the job like materials and financing, as well as capture any notes from the customer. The Instant Estimator automatically captures all these critical details for you.

Updating Lead details

If you’re not using the instant estimator, or you need to edit lead details - you can manually add lead details.

Step 1: When a new lead comes in, click “Instant Estimate” in your top navigation, or scroll to the “Instant Estimate” section on the job details page.

Step 2: Use the drop menus to quickly capture information about the job.

Note: When inputing the Roof Footprint Area - the roof area is automatically adjusted based on the selected pitch.

Measurements

If your job record was created from a measurement report - you can keep track of the status of your report here. The status of your report will be shown at the top of the job details page, or you can navigate to the measurements section to view the report.

If you haven’t created a measurement report for the job yet - you can order and track your reports right from the job card.

Step 1: Click “Measurements” in the top of your quick navigation, or scroll to the measurements section on the job details page.

Step 2: You can either create a DIY measurement report, or order a measurement report. Either way, once the report is in progress, it will be connected to this job so you can easily keep everything in one place.

Pro tip: Save even more time by turning instantly turning your measurement report into a proposal. In just a few clicks, order a measurement report, turn it into a professional proposal, and send it off for a signature without ever leaving your job record.

Proposals

In your job page, you can create a proposal from scratch or from existing template, using a measurement report or without. Then, you can manage your proposal in the same place you’re managing the rest of your job - saving you tons of time and a lot of hassle.

From the job details you can:

• Move your proposal to won
• Move your proposal to lost
• Make a copy
• Preview and send

Check out our articles on How to Create Proposals here.

Pro tip: When you attach a proposal to a job, the job value will automatically suggest the value from the proposals to keep things consistent and streamlined. This will update the value of the job record, which will be reflected in the total value in each stage column in your board view, so you know exactly what revenue is in your pipeline.

Invoices

From your job details page you can quickly manage invoices without having to navigate to the invoicing tab. From here you can;

1. Create an invoice
2. Step 1: To create an invoice from the job, navigate to the invoice section the job detail page, and click “Create Invoice”. For detailed information on creating an invoice read this article: How to Create an Invoice here.

1. Track existing invoices
2. On the job details page you can view all of your invoices associated with the job.
3. You can track the status of your invoice by the status tag:
4. Draft, Ready to Send, Pending, Partial Payment, Paid, Past Due
5. And you can track the balance of the invoice:
6. Balance due, Invoice total, Invoice date

Material Orders

From your job details page you can also create, send and keep track of your material orders. With the material ordering tool, your material orders are standardized, streamlined, and half the effort of doing it manually. You’ll save tons of time, plus, your material rep will love them.

Step 1: Navigate to the material section on your job details page by using the quick navigation at the top, or just scroll directly to the material order section.

Step 2: Create a new order and you’ll be directed to fill out your material order, delivery details, etc. Once the details of the order are complete, you can send the email directly from Roofr and call it a day.

FAQ:

• What happens if I don’t assign the tasks to someone? The job assignee will get the notifications related to date

• Can I assign the job to more than one person? No

• What happens to my tasks when I move the job to a new stage? Nothing

• Where do I see my lead details? Instant estimate section

• Why would I create a job before ordering a measurement report? To capture lead details

• Why would I create a measurement before a job? First step in my sales workflow

Summary: Everything in Roofr is built to work seamlessly together to save you time and energy, and your job records are the key to connecting your workflow. If you want to learn tips and tricks for setting up rock solid processes and getting the most out of your job flow - book a time with our team of Implementation experts. It’s completely free (on-going support is part of your subscription) and a 30min call will supercharge your current process. Book a Call.