Building the Perfect Workflow

Pete: There we go. All right. Welcome back everybody to the Roofr Masterclass. I'm your host, Pete McKendrick. Subbed in a heavy hitter here today. Nic is unavailable, so, bringing in Gerard. Welcome Gerard.  

Gerard: Thanks Pete for having me.  

Pete: Yeah, man. One of the OGs here at Roofr. Gerard's been here. You've been here longer than I have. Gerard, I think, right? How,  

Gerard: coming up on six years. Yeah. Six years.  

Pete: Yeah. So I just celebrated five. You've been here six. Gerard's been here a long time and, obviously seen the product evolve along side of me here.

So excited to have Gerard here today. Subbing in for Nic.

Gerard: Slightly grayer beard than Nic.  

Pete: Yeah. Mine would be just as gray if I ever let it come in. So, that's why I look like this, right?  

Gerard: I haven't seen you with the beard.

You gotta, let's rock the beard.  

Pete: Yeah, no, it's been a long time since I had any facial hair really. But yeah, excited about today's topic. This is obviously a big one for me. Being a process guy, I love the process and so, the workflow is a big part of that.

I'm your host Pete, and this is Gerard. There's our emails. Super easy to remember. If you ever have questions or need some guidance always feel free to reach out to us and, we'll be happy to help any way we can.

Of course, the rest of the team here at Roofr is also equally as helpful if you guys ever need assistance from support or success, the implementation team, they're all available and they do some great things. So, feel free to reach out anytime.

Gerard: That's right.  

Pete: So will this be recorded? We always get that question. It will absolutely be recorded. If you guys have not watched any of our past masterclasses, they're all available either via our website or our YouTube channel. Be sure to jump on there, check those out.

If you guys ever get the chance, check out the Roofr of the Month series.

That's a podcast that I do. Chuck Allen is our Roofr of the month for February from Rio Blanco. So congrats to Chuck.

So let's get into it. Gerard, you know, this is a big one for me. Workflow. I get a lot of workflow questions, when I'm at shows and events, I speak a lot on it. And workflow is a big part of that. I'm big on production. Right. And the kind of the middle part of the media, the meat part of the workflow.

Let's talk a little bit about best practices. Our job board is very much a simple Kanban style workflow. We've given you guys a lot of ability to customize it. When you open this, you're gonna get.

A workflow in there, like we don't just open you on a blank screen. We do have kind of a basic workflow that we came up with. A lot of interviews with contractors and just kind of a best practice that we formulated. We went ahead and built a kind of a baseline workflow for you guys in here. And that has evolved over time. And then you can go ahead and modify that in any way. We've given you the ability now to add stages and delete stages, and we'll show all y'all all that in a minute.

But you really can set this up however you need to, and however your business is tailored to. So the beauty of that is that you don't have to reinvent the wheel. In the past, a lot of the CRMs had very templated workflows, right? That you couldn't adjust.

And so when you logged into it, you more or less had to revamp the business to work inside of the workflow. We've given you the flexibility to where you can essentially mimic your workflow.

When I used to train contractors on CRM, one of the first questions I would say is, walk me through your workflow. Lead comes in, okay, great. What happens next? Okay, you schedule an appointment. Okay, great. What happens next? And you guys should be doing that and just write it down.

You'll find opportunities just writing it down like, oh, does this make sense? Oh, can I easily relate this to people? Could I explain this to somebody?

And so, Gerard I guess this would be a good place for you to talk about, building kind of this ecosystem of incoming employees to Roofr, right?

Gerard: This is your job board as a business owner. You're working out of this board predominantly.

This is where you can see your entire, business take shape and every single one of these columns. Represents a stage, within the sales cycle or the production cycle tailored to your business.

And Pete, to your point earlier, you know about SOPs, writing it down.

If it's not written down, it really just doesn't exist. So you certainly want to be scalable and eventually wanna be replaceable. Like I echo your sentiment, uh. Have it written down, have it mapped out so you know exactly which columns belong, where, which stages belong on which workflow.

And that's essentially the advice that I give to new hires who are building out their account.  

Pete: Yeah. So much of this is like, we overthink it, right? So we get in here and we're like, oh, I'm trying to think of like everything that happens to a job.

You gotta think of it more from a high level. Nic and I often talk about how the ideal sweet spot is probably about eight to 10 stages. And I've seen less, I've seen more, I've seen some that are. Crazy high end stages, right? And very complicated.

With me, the thing is like, could someone from the outside that's never been exposed to my business come in and look at that workflow and understand what we do. Figure out by looking at that workflow, okay, here's the next logical step.

I've never been through this before with a job, but I can look at this and know. That's the next logical step. And if there's too much going on in that workflow to where I don't understand where to go next in it, then maybe we need to rethink it. A lot of times what I find is that we take things that should be tasks or checklist items.

Obviously important that they get done somewhere along in the process, but maybe is not as high level important that we need visibility at this level in a job board.

Could we essentially drop them down into a checklist?

Corresponding to a certain stage in the workflow, but could the workflow level, stage itself be much higher level? And I think that's where you start to get into seeing workflows that are, 25, 30 stages long. When you get in there, it's like sometimes you look at those things and you think.

Hey, a lot of these could be condensed down to maybe like a checklist or, a task assigned to a person rather than taking up a whole stage. Even in this example that we have, what, four stages in there. We have a stage that has no jobs in it, right?

And so if you're seeing a lot of that in your workflow. Where there's a lot of stages sitting with no jobs in them, how often are there no jobs in there?

One thing that's really great about Roofr is automations, like we've added the ability to automate things and move things. So maybe we don't have to have. Such a granular approach here. Checklists are fantastic. The ability to assign things, the ability to lock jobs now so they can't advance until certain checklist items are done. All these things help to gain visibility without having to create an entire workflow stage that could make this workflow really jumbled and confusing.

And so I always challenge everybody when you start to get into this and you start to write down your workflow stage, you know, really think it through. I was talking to a guy that coaches contractors just last week, and he was talking about how he's coaching a contractor right now on the vision of his company and the values of his company.

And he said, we started with 15 and we got down to three because we realized out of the 15 values that he had in his company. The majority of them really fell into like three buckets. And so I think of a workflow the same way. I could write a workflow right now for a roofing company that's, 50 or 75 stages long, but in reality, those 50 stages could probably fall into 10 buckets, when we really get down to it.

Even if you've already built your workflow in Roofr, maybe write it down on a piece of paper, review it with your team. It's always great to get the team's input on it and then see where maybe there's some opportunities.

Maybe you're missing a stage. Maybe your team's like, you know what, we really need something where these jobs go, that I have really good visibility of them.

I have a NOA contractor who does a hot jobs list every week, right? So it's really important for them to have this area where. Any jobs that are of the highest priority, they want them to live in a stage. So they created a hot job stage where they move everything and it lives in this hot job stage.

And there's a handful of jobs in there every week. And as those jobs get taken care of, first they clean out the hot jobs column and then they move on to the rest of the jobs, right? So they needed that visibility, so they added it in there. Simple stuff like that.

You wanna walk through with your team and get an idea of like, what makes the most sense? Right. So, that's kind of my soapbox, that's my sermon for the day on workflows.

Gerard: I like that hot job column.  

Great idea.  

Pete: Yeah, it's a really cool thing to have.

Let's be honest, on Monday mornings, we usually have some fires to put out, whether that's a job that didn't get finished, a warranty issue, like there's always something going on where we're like, oh, that job takes priority, right?

We gotta go there first and knock this out. So having that. Hot jobs area or a place for that stuff to land and be very visible to the team and addressed right away. Makes it a lot easier to tackle that stuff and have that visibility, right? Because it's one thing if we write it on the whiteboard in the office, people see it, but having it in here right now, I can access it from wherever, I can access it from the field, if I'm a sales rep looking at it whatever the case may be. Just having that visibility and that access from your Roofr account, as opposed to having it somewhere static can make a huge difference.

Gerard: To your point, exactly like the job board and even within the job cards, this is for your business. This is your single point of truth. Yeah. So if it lives on a whiteboard or if it lives on a piece of paper, a notepad you know, you're really bottlenecking collaboration, and visibility.

When you implement the job board, this is your single source of truth. Everything should live here. So everyone can collaborate and put out those fires if they exist.  

Pete: Yeah, and if you're a new company, like maybe I'm a one man show, or you know, it's me and my wife running a company

we're gonna scale. How do we train new people? Because the whole entire thing's in my head, if I've putting it down here, now I've got it all laid out, it's much easier for me to use this as a training tool. To go, to take you here and say, okay, look, we're gonna walk through the stages.

When you get a job, when I give you your first sale, or give you your first lead, now you know where to go next, what to do next. It's all written down here, right? It's a very self-explanatory process. We've got some checklist in place. Follow the checklist, follow the job stages.

Things will move the way they're supposed to, right? And it makes it much easier to train someone new as you're scaling a business. Then to go, well, it's in my head, so you're gonna have to shadow me for the next three weeks and write stuff down on a notepad so that you know how I do it. That's not scalable.

You don't want to be the single source of truth, right? Like Gerard said, I don't want to be the single source of truth where everybody has to come to me. We want to get this stuff down. Standardize the process. If you are growing a team, especially if you're scaling fast or you're, bringing a bunch of people on board, the big problem you run into a lot of times is it gets chaotic and now you've got a lot of people, you know, oh, I've been in sales for 15 years, don't worry about it. And now you've got all these different processes going on.

Keeps everybody kind of in line, keeps everybody accountable and keeps us standardized so that we're all doing it the same way.  

Gerard: Yeah. It's not ideal for a brand to have a different customer experience depending on which sales rep or which process they go through.

So having that streamlined, repeatable experience throughout every customer super important. Especially when it comes to building your brand.  

Pete: So we've talked a little bit about. Setting it up. Right? And so what are the ideal stages? I can talk about those really quick and then we could show some stuff.

You're obviously gonna have a leads column. We have a new leads column that's locked in. You can't change it, right? Because you need a place for that stuff to land. After that. The next step is probably gonna be appointments, right? You're landing on some type of an appointment scheduled.

And that's going to potentially like a proposal submitted or a proposal sent, a proposal, signed stage, then maybe a pre-production stage. If you've got a production manager and he's taking over, he's probably gonna want some kind of to be scheduled staging area where the signed contracts are landing and he can kind of.

Decipher, okay, these have been signed. I need to do some stuff here. I need to order some materials and things like that. Then production, and then maybe post-production, sometimes final walkthrough. Some guys like to have a stage around that, depending on what their process is. And then invoiced, where we've sent an invoice. And then completed, right?

So it's literally that basic, if you go. High level enough. Now, some people will argue that's probably too high level, right? And some people will argue that that's too granular maybe. But you know, so it's, they say, oh, I can do it in five stages. And you'll see here, like we've added a ton of stuff.

One of the things that we've done though at Roofr here, and we'll show you here in a second, is we've given you the ability to break these up. So if you're someone who does, roofing. I do retail roofing, but maybe I do some insurance work from time to time, or maybe I'm in the new construction, maybe I'm into commercial work, whatever the case may be.

We've given you the ability to create multiple workflows, and so what that allows you to do is to set specific stages to a workflow and then. When you assign a job to that workflow, it can run it through that specific workflow. So you're not having to skip stages, you know, oh, this is an insurance job or this is a retail job so I can skip over supplementing.

No, you don't have to do that. You can create these parallel running workflows. You can either look at them altogether here or like Gerard did here. You can check a couple, you can check one. However you want to view it. You have the ability to go in there and check these boxes and then, take a look at this however you want so you can really customize the view depending on the workflows that you have.

Now, we always get asked, when am I gonna have more? When am I gonna have the ability to have more? So I get it, some of you guys wanna break up. Things like siding, or maybe you do more than one type of trade. Maybe you do, interior work, exterior work, maybe you just have more things than what three will account for, right?

We totally get it. And so that is coming. It's in production right now. The team is building it, and we will shortly here, probably about mid-March or late March, we should have the ability in here to have more than three. Workflow stages. So that's big news. I know a lot of people have asked for that, especially in our Roofr unlocked group.

So that's coming here in the next month and a half or so.

The other piece here is the filters, right? And the filters are a big one for us because this allows you to kind of set up your view, and I really like this because regardless of who's in here, right?

If I'm the owner versus my sales rep versus my production manager, we can all have our own view. If I'm the production manager, I don't necessarily care about all the new leads that are coming in. I probably don't care so much about the appointments that are being run.

I really want to know, okay, what jobs did you guys sell and what do I need to deal with on the production side. So I can go in there and filter out just the production, pre-production and production stages. And then I can have, you know, even if you guys have. 10, 15 workflow items that production manager may be looking at four.

He may be able to filter it down to just the ones that are important to him. Back in the day when I was at another CRM, we used to have contractors that would color code the stages. Same idea, right? It is like, oh, if it's yellow, then it's sales. If it's green, then it's production. If it's red, then it's office, right?

So in order to create a similar situation here, what we've done is we've actually gone in and created the ability to filter. And so you have a ton of filtering options in there. There's all kinds of stuff, right?

Gerard: Updates  

Pete: there's kind  

Gerard: value.

You can sort by, employee, if you'd like. So sales reps, maybe they only wanna see their sales workflow and not be distracted by, the noise and production. You can filter it that way as well.

Pete: Tons of flexibility here as to how you wanna set up the view and really good if you're, a business owner as well, right?

I may want to go in as the business owner and say, Hey, I just wanna see, what Salesman A is doing today. What Gerard is doing in sales in the last month. Let me filter out his workflow, I'm gonna see where his jobs are at, how are they moving? You know, one of the things that's important to note here is if you look at a job in Roofr, you can actually see how long it's been in this.

Stage, you see the new one there is highlighted with the black bar across the bottom, but you can actually see how long it's been there, right? So like how long it's been in existence in the stage. I may wanna look at him and say like, Hey.

We gave you these new leads. Why are they not scheduled appointments? Why are they all sitting here for so long? What's taking so long? In an ideal world, obviously we want to clear that new leads thing out every day and have a new set tomorrow, so it's a good way for you to be able to filter this view, work with your sales guys and how you're addressing things that they're doing, you know, but you have the ability to kind of filter out, via the individual and what the individual's doing and be able to look at it, that way. So the filtering is really nice. I like it because it allows me to customize the view as someone internally who's very specific in my job.

Maybe I'm the office manager and I'm dealing mostly with invoicing and things like that. The accountant, let's say, like, let's do that. I could set that up to where I just see that kind of stuff. Hey, what's in post-production? What's in, invoice, what's in, invoice late, whatever the case may be, whatever stages I have, right?

I wanna be able to see those.

We got a question here. Pierre said, can we do a lead to appointment to estimate scenario? Absolutely. Yeah. The big thing here is you have a number of ways to feed leads into the system. Our Instant Estimator is a great tool.

If you guys are not leveraging that, the Instant Estimator allows you to funnel those leads in. It's a great thing to drive your marketing to the Instant Estimator, the instant Estimator's gonna profile the customer for you, right? So it's gonna allow the customer, to answer a few questions, give them a ballpark number based on what your pricing is set, and what, options you wanna offer them.

But the beauty of that is when a customer goes in and fills this stuff out. It's going to end up submitting them as a lead in your system. And so it's a great way to capture leads. If you guys are not, now, it's not a lead generation tool, you're still gonna have to use marketing to feed to it. And I always like to make that distinction, but think of it like a giant funnel, right?

And before you had all these marketing sources and they're coming from all the different places and they're funneling in, instead of 'em all funneling into your leads and you not really kind of being able to keep track of where they came from easily and not sure how you're gonna reach out to them.

The instant estimator funnels them all in. It profiles them and has them answer these questions that you can customize. And then that way you've essentially got some warm information that you can talk to them about when you're reaching out.

What I like is we have an unlimited amount of instant estimator, so you can assign one to every sales guy, you can assign one to every marketing source. And so the beauty of that is as they come in now we can keep track of where they came from, and then we can keep track of how they're performing.

If I'm getting a lot of Instant Estimator leads from my Facebook ads, then I know. Hey, Facebook ads are doing what I want them to do, right? If I'm getting a bunch from my truck wrap, then I know my truck wraps performing best. So, I love the flexibility to kind of set up, the instant estimator in a number of different ways.

But back in our job board, if he heads back over there. You probably have to refresh and then there it is. It lands in there as a new lead. A new lead has come in. You can also go in and manually enter. If you guys have leads coming in from another source, you can go in and hit new and enter the lead information yourself and create that job.

It's gonna generate new lead. From new lead, let's say you're gonna schedule an appointment. There's a number of different ways you can have, the Calendly link right to your sales rep on the Instant Estimator. The customer can take care of it. Schedule it themself right from there.

If you wanna do that, reach out by phone if you want, right there. There's a perfect example, right? Like, let's say Nic is our sales guy. They can go ahead and book a meeting right on his calendar right there through the Instant Estimator. Makes it super easy. Now you guys don't even have to reach out. The customer has the flexibility to do it themself.

Obviously you can reach out via phone. You can also reach out via text and email. Maybe you have an automation set up. Automations in our product are tremendously powerful. Maybe when a new lead comes in, it automatically shoots an automation out that has a calendar link, allows the customer to go ahead and schedule.

You can do that via text, you can do that via email. It gives the customer the power to kind of set it up themselves.

They don't have to rely on us. Wait for a phone call. We always talk about how contractors are so bad on the phone, you know, they don't call back in a timely manner or they get, you get voicemail when you try to call them, right? This is a great way to avoid all that. I know you guys are busy, especially if you're a small but mighty company and you're running around all day.

You know, you want to make sure people are getting taken care of promptly. This is a great way to do it, right? Set up an automation, new lead lands in there, fire them off a calendar link and say, Hey, here you go. Take it on yourself to go ahead and book with us and get on the calendar.

Then from there you can set up automations that move it automatically. Hey, we booked an appointment. The appointment's in the system, the system will automatically push it to appointment scheduled, or you can manually move it if you want that control, depending on what your workflow looks like or your process looks like.

But we have tremendous amount of automations in here that will. Automatically push that over once that event is scheduled. So now we have the calendar functionality. So you're gonna be able to manage all that Google Calendar connection. If you guys are using Google Calendar out in the field, you can book it here.

It'll show up on their Google calendar, vice versa. You know, you have the option to do it either way. And so that's a great way to kind of manage the whole appointment situation. Let's say you're about to run the appointment, you guys are ready to run the appointment, they're probably gonna wanna pull a measurement.

So now they can go right into this job and. Pull the measurement right from there. And then from the measurement, they can go ahead and create, their proposal. Once the measurement comes back, they can create the proposal right there using the templates that you've built. Like we've talked about that standardization, right?

It allows them to go ahead and turn that measurement into a quick proposal. And now. We're ready for the customer to sign. We're ready to go to. Pre-production and get our material ordered and things like that.

Which you can handle all that internally in Roofr as well. So, and I really like this, working along with the whole workflow and process. You'll see the way we've laid this out across the top of the job card, it really kind of sequentially leads you right to the next step.

If I was a new person. And I came in here and I was like, man, what do I do next? It's leading you right down there, right? You enter your job details, you're ordering your measurement, you're going to proposal next, you're going to material order after that, going to work order, right?

It's leading you right down the path. Very simple, very easy to understand and. It keeps the job card now as our single source of truth, like Gerard was saying earlier, right? It allows us to keep everything centrally located in here. All your communications on the right. So you know, if you did send a automated email or automated text out to the customer to get them to book that appointment, you're gonna see that here on the right hand side.

Maybe they text you back and ask a couple questions first. You're gonna see all that or emailed you back. You're gonna see all that living. Here on that right hand side in that activity feed. A really tight, organized situation here with the way that the information's flowing from the workflow stages into the job card.

So let's talk a little bit about the work. Hopefully that helps. If you have any other questions, be sure to shoot 'em over, but hopefully that kind of led you down how all that would flow.

Let's talk quickly about the workflows themself and how do we set up, let's say I want to have multiple workflows. Let's get these workflows set up. So you'll see here, he went into the settings at the top, Gerard went into the settings, and like I said, soon this will have multiple more than three.

But for now, you've got three workflows to work with. Now you can do a couple of things here. You can quickly rename them. If you click the three dots on the outside, I think it'll allow you to edit. And you can rename it right there. You can change the icon, right? The icons show up on the jobs.

If you select more than one workflow. In the main workflow, it'll actually show the icons on the job and then that way we can see them. But what you'll see here is the ability to change the names of these. Like I changed one of them to new construction earlier before we came on this, I changed the last one to new construction, right?

So, you can change these here and you can modify some stuff here, and then if you go to manage inside of those individual workflows.  

Gerard: Retail insurance or new construction?  

Pete: You can click any of them.  

Gerard: We'll go retail.  

Pete: Yep. And so what you'll see is once you click into manage, you'll see your workflows there listed at the top, and you'll see all the stages that you've created down the left hand side.

And you can go in and you can edit those stages if you need to change names or add a stage or whatever you need to do. Check the boxes to what stages you want in what workflows. Now a stage can work across all three. It can work in just one, however you wanna set that up.

But it's gonna allow you to set the stage for how you want these workflows to flow. Now you can really customize what they look like. You can change the name of everything in here and move 'em around like Gerard's doing so you can really get this set up exactly how you want it to flow and exactly how your business works.

Now I don't have to have a situation where I have to skip over stages. I remember back in the day when we first had, CRMs, you had one workflow more or less, and you had to say like, well, if I do insurance, I've gotta add insurance stages, and then I've gotta.

Constantly jump over them when I have retail jobs, or, oh, I got commercial stages, but I don't use half of them half the time. So maybe some of these are not as relevant, you want to have a workflow for them, but maybe you don't use them quite as often. So rather than clogging up your workflow with these things, now you can separate them out into their own workflow.

You know, how nice is this, Gerard, to have this streamlined capability, right? Of having multiple workflows running parallel to each other.  

Gerard: It's, incredibly powerful to say the least. It keeps everything organized. I'm a bit of a minimalist myself, so just having that organized and separated just helps with the brain.

And even if I'm a sales rep and I'm only focused on retail, well, then I'm only gonna have the retail workflow checked off and now I only see the retail stages. I don't have to be bothered with, the other workflows that are in there. So it just keeps everything nicely packed and, purposeful for the work that I'm doing for the business.

Pete: Yeah, I mean I, since Nic's not here, I'm gonna pick on Nic, but like when you get on a call with him and he is got 87 tabs open across the top of the screen, right? Rather than having 87 stages open right now, I can have this ability to filter not only by the type of work, but then even using the filters and the sorting inside of that, I can narrow it down even more.

So i'm with Gerard, like my OCD would go crazy, right? I gotta have it as streamlined as possible and as simplified as possible. So the last thing I want is a bunch of empty stages that I'm not really using. This just gives you the flexibility to be able to handle that and, clean that up a bit.

Gerard: And as your business grows so too does your workflow and your stages. You know, nothing's, uh, set in stone. It's always there for you to customize and, to grow with you as well. And I love that aspect of it.  

Pete: Yeah. And especially when you first get on, right? If you're first getting on Roofr, and maybe you've.

Never been on a CRM before, or if you're fairly new to CRMs or the first time using a roofing CRM like this, don't be surprised if you have to go in there multiple times and make adjustments, right? When I used to help set people up and train them, we would tweak it at least a minimum of two times.

We'd set it up, then they'd run it for about a week or two and they'd come back and they'd be like, you know what? This stage doesn't make sense here. I need to move this one, I need to rename this one. Right? And so we would tweak little things like that and we would do that probably two or three times before we would really dial it in.

This is something that we should be doing. In our business probably every year at least, right? Like even if you feel like you're running a well-oiled machine, you know at this is the perfect time. Right now, we're probably slow or we're off, right?

If you're in some northern states, you know where it's super cold and you're not working right now, this is a great time to sit down with the team and be like, Hey, how did it go last year guys? Let's walk through this step by step.

Is there anything that was a huge bottleneck for us? And you'll see it. If you start to look through here, you'll see the bottlenecks, you'll see the stages that have a hundred jobs sitting in them, and half of 'em are from three months ago.

I remember working with a contractor very early on and he had a stage called follow up.

And the follow up stage had $650,000 worth of jobs sitting in it. And I said, what is this stage? And he said, well, after a certain amount of time, after we submit a proposal to a customer, we move them to follow up. And the idea is they're gonna go in there and we're. Follow up with them.

And he goes, but nobody ever really does it. Like they just kind of go there and sit. And there were jobs in that follow up stage that had been there for months, it was the land of forgotten jobs. But that's a perfect example, right? Because he had it in his CRM and he had that stage.

We had that visibility. We could see the number of jobs that were in it. We could see the massive dollar amount that was associated with it and realized, hey. There's a bottleneck here. Like there's a huge opportunity, there's a lot of jobs sitting, you know, and that in this case would be an awesome opportunity to maybe put in automation or a couple automations into play to kind of nudge those customers and get 'em outta that follow up and get 'em, onto some side contracts.

But little things like that, if you're, revisiting your process, looking at it, seeing what we can do to improve the workflow. Having this workflow set up and digitized where I can look at it, in my Roofr account or your CRM is a great opportunity to go in there and look at it and say, we have a massive jam up here. What can we do to fix it? Is it a process thing? Is it a performance thing?

Is it just our, the way our workflow is set up? What's happening there, right? So we can address all these things and like I said, involve the team. Involve the team. 'cause they're gonna have tremendous insight into why. Take advantage of that.

Gerard, let's talk about performance, right? If you guys go to the performance dashboard, we have a workflows tab on there at the top, and if you click on that, what I like about it is it kind of just breaks down your workflow at a glance, right?

So you can kind of see how your workflow is performing, speed to lead. This is one of my favorite ones. How quickly are we attacking those leads?

So, hey, here's the speed to lead. How long is the job? Sitting in the new lead section without being touched. How many new leads are coming in, right? We can kind of see that here. Close rates, lead performance, this is a big one. We talked about our lead sources. How are they performing?

You know, now we can get some insight into that. Maybe all of a sudden we're losing jobs. We want to know why, find out lost jobs and the reason for lost jobs. What's the most popular reason for lost jobs?

All these things we can kind of find out at a glance. It's a great way to get in there and see how it's performing as a whole. And that can give us some good insight into like, maybe we need to make some tweaks, right?

Maybe we're not performing like we hoped we would. You know, so this is a great way to kind of indicate that.

Yes, our measurements are integrated into our proposals.

It calculates the quantities on the proposal for you. Uh, you set up that mapping in your catalog when you add, and we now we have the ability to quickly set up the catalog. Our implementation team can help you guys with that and get that all set up.

You can integrate your supplier's account.

Gerard: I'll demonstrate here. We've got a measurement.

I found a job card with a measurement in it. So to answer Pierre's question, you have your measurement with a series of, maybe just a couple clicks. I can create a proposal, so I'll just click down the proposal. It seems like there's a few proposals in here already. And I just click on create proposal.

It'll say, Hey, you have one measurement in the job card. Is this the measurement you want to use? Click yes. Use that measurement. And now I'm a task with, okay, what template am I going to use to quote this homeowner? And you create a template once and you can re use it for all of your jobs. So again, it's that repeatability and scalability.

We're quoting metal cedar shingle. I'll use that template. And now Roofr's taking all that measurements data, it's calculating and bouncing all those calculations off of your pricing, and it's putting it into a proposal. Your proposals already set up and already customized based off of your business.

You can save in, your about us page. Why a homeowner should do business with you and have that customize to how you sell your roofs, your work.  

Pete: The beauty of this, like you saw when Gerard did that is, those measurements not only mapped to an option, it mapped to multiple options.

That's right. You know, so if you're like a good, better and best person, or maybe you're offering, shingles, metal and something else, you have the ability to go in there and create multiple options for this customer. In this case, Pierre, maybe you want to give them, a roofing, a siding, and a window.

Quote and, and let them cherry pick which ones they want to do. You could have that multiple option opportunity in here, and you can take those measurements and map 'em to those items you know, and figure out the quantities. It can essentially build multiple quotes in the matter of seconds.

Because we have the ability to drop, the about us pages and the PDF pages and all of our terms and conditions into here.

It essentially becomes your in-home presentation. Right now you have the ability to take your presentation and turn it into more or less like slides, right? The PDF pages become like slides and your team can literally just walk through this proposal as they're presenting. You know, a lot of our guys that do like high-end work, like metal and stuff, they're still doing a pretty substantial in-home presentation.

Sign here at the bottom right, and then we can go in and the customer can roll through it and make the signatures that they need.

Uh, Esmerelda said, can we hide stages or workflows from certain users? If they're assigned to a job, they're gonna have the visibility, right?

What they can do is if you don't want 'em to have access to certain stages, you could, set up filters to where they don't see those stages, they don't access those stages. If they are a member right now, they would only see the jobs that are assigned to them.

For instance, if gerard's a salesman and I'm a salesman and you don't want Gerard seeing my jobs. He becomes a member and then he's only seeing the jobs that are assigned to him. He is not seeing the jobs that are assigned to me. You know, but as far as hiding, completely hiding stages from individuals, not at this point, you would have to do it by filtering the view.

Anything else? Did I miss any?

Thank you everybody for hanging with me. It was, I was long-winded today.

Gerard: They don't call you process Pete for no reason.  

Pete: Randall said. Is there a way to retro add a job from company cam? No, I don't believe so. If you're trying to sync a job after the fact, I don't think you can do that. It's gotta be synced from the initial get go. You can't sync it after the fact, unfortunately.

Just 'cause of the way it's set up. But yeah. I appreciate you guys jumping on. I appreciate you Gerard, joining me and, filling in for Nic here today. And manning the screen share for me, allowing me to ramble while you navigated there. If you guys ever have questions about process, workflow, any of that stuff definitely feel free send me an email, send Gerard an email, send Nic an email or any of the other, folks on the team.

Socks. Joel Socks. I almost forgot. The final sock draw on big marker. Josh is the secret sock winner here of the limited edition Pete and Nic Socks that you can only get on the masterclass. So if you're a Roofr sock collector, you know that we have tons of socks that we bring to all the events and they're always a huge hit.

Once again, thank you everybody for jumping on. Really appreciate you guys taking the time to, jump on and learn a little bit about the workflow today. And check out the rest of the other masterclasses and the podcasts on our YouTube channel and, we will see you guys next time on the Roofr Masterclass.

Thank you everybody. Bye.

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