Roofing Company Snapshot — GoHighLevel snapshot

1. CH-01

   1 AI Receptionist

   Capture

   SYSTEM COMPONENT 01AI Receptionist

   A hailstorm turns a normal Tuesday into two hundred calls, and the roofer who answers the third one gets the job. This picks up at two in the morning, takes the address, asks whether water is coming in right now, records whether they intend to claim on insurance, and books the inspection before the next company calls back. Storm volume does not put anyone on hold.

   • Asks about active water ingress before anything else
   • Records insurance-claim intent on the first call
   • Books the inspection inside the call, at storm volume
   • Emergency tarping requests routed straight to the crew

   THE FAULT

   A hail line moves through at four in the afternoon and by six the office has two hundred callers, most of whom will have spoken to an out-of-state crew knocking their street before anyone in your building picks up.

   ONCE IT IS RUNNING

   Every caller is answered at storm volume with nobody on hold. The first question is whether water is coming into the house right now, then the address, then whether they intend to claim, and the inspection is booked against the crew working that zip.

   THE RETURN

   Run it on a storm week: two hundred calls, sixty ringing out, an $11,000 average re-roof and a close rate near one in five. Recovering ten of those sixty stops the conversation being about what the snapshot cost at all.

2. CH-02

   1 AI Chatbot

   Capture

   SYSTEM COMPONENT 03AI Chatbot

   After a storm the questions are all the same three: will insurance cover it, how long until someone can look, and are you actually local. This answers those on the site and in the Facebook inbox where storm traffic goes first, captures the address and the carrier, and books the inspection without anyone waiting for the office to open.

   • Answers the insurance question honestly, at volume
   • Captures address and carrier before booking
   • Runs on Facebook, where storm traffic actually goes
   • Books the inspection without waiting for office hours

   THE FAULT

   After an event the homeowner does not ring first. They post in a neighbourhood group, then message your Facebook page at eleven at night to ask whether the damage is worth claiming and whether you are actually local or a chaser passing through.

   ONCE IT IS RUNNING

   One assistant answers on the site, by text and in the Meta inboxes where storm traffic genuinely lands, explains how the carrier process runs without promising any outcome, records the address and the carrier, and books the inspection before the office opens.

   THE RETURN

   Say a storm push drives four hundred people to the site in a week and three per cent open a conversation. That is a dozen exchanges that used to end when nobody replied overnight; convert two into booked inspections at your own close rate on a re-roof.

3. CH-03

   Pipelines

   Capture

   SUBSTRATE — NO COMPONENT OF ITS OWN

   Not one of the nine, and not decoration either. This is part of what the nine run on: get it wrong and every component above it misbehaves in a way that is very hard to debug six weeks later.

   THE FAULT

   A retail replacement, a supplement waiting on an adjuster and a canvassed lead from a zip your crew left last Tuesday all sit on one list, so nothing tells you on a Thursday which files are stalled and which are about to pay.

   ONCE IT IS RUNNING

   Separate boards for the way roofing money actually moves: an inspection-to-contract board, a claim board that mirrors inspection, supplement, adjuster meeting, approval, build and final invoice, and a canvassing board organised by zip rather than by salesperson.

   THE RETURN

   Twenty-five live claims at an $11,000 average is a quarter of a million dollars in files. If two are sitting on a missing photo and one homeowner abandons the process each quarter, a board that surfaces them repays itself many times over.

4. CH-04

   Workflows

   Nurture

   SUBSTRATE — NO COMPONENT OF ITS OWN

   Not one of the nine, and not decoration either. This is part of what the nine run on: get it wrong and every component above it misbehaves in a way that is very hard to debug six weeks later.

   THE FAULT

   Claims stall in silence. A supplement waits three weeks on an adjuster date nobody chased, and the homeowner concludes you lost interest, which on a street with four other roofers working it is the moment they sign with one of them.

   ONCE IT IS RUNNING

   Stage-level automations chase both sides: a seventy-two hour stall alert on any claim that stops moving, a document checklist that nags for the photo or the scope sheet, supplement follow-up on its own clock, and one trigger that launches the entire storm response.

   THE RETURN

   Twenty-five open claims chased three times a week at four minutes a touch, once you count finding the file, is five hours of a project manager. Cost that at your own rate, then add the claims that only settle because something chased the adjuster date.

5. CH-05

   Appointment reminders, confirmations and no-show recovery

   Booking

   SYSTEM COMPONENT 05Smart Appointment System

   Inspections are the appointment that decides the job, and a missed one during a storm week is a slot somebody else wanted. The confirmation gives the window, asks whether there is attic access and whether a ladder can be placed. Reminders at twenty-four hours, an hour and fifteen minutes, and the recovery call goes out inside the hour because the crew is already in that postcode.

   • Confirms attic access and where a ladder can be placed
   • A day out, an hour out, and a final one at fifteen minutes
   • Recovery call while the crew is still in the postcode
   • Reschedule in one tap during a storm week

   THE FAULT

   During a storm week the ladder goes up on a dozen roofs a day, and a homeowner who is not home when the crew arrives costs a slot four other households wanted. Nobody rebooks it, because the crew has already driven to the next street.

   ONCE IT IS RUNNING

   The confirmation states the window and asks whether the attic is accessible and where a ladder can safely be placed. Reminders land at twenty-four hours, one hour and fifteen minutes, and a missed inspection triggers a recovery call within the hour, targeting seventy per cent recovery.

   THE RETURN

   If thirty-five inspections are booked in a surge week and six go unattended, each one is a crew hour and a drive across town. Recovering four at your own average contract value puts a genuine job or two back into the build schedule.

6. CH-06

   Funnels

   Capture

   SUBSTRATE — NO COMPONENT OF ITS OWN

   Not one of the nine, and not decoration either. This is part of what the nine run on: get it wrong and every component above it misbehaves in a way that is very hard to debug six weeks later.

   THE FAULT

   A storm-damage homeowner, a homeowner replacing a twenty-five year old roof out of their own pocket and a property manager with eight buildings are three unrelated buyers, and most roofing companies push all of them at one free-inspection button.

   ONCE IT IS RUNNING

   Distinct paths for buyers who behave nothing alike: a storm inspection path that can be scoped to the zips you are working, a retail replacement path with financing framing for the homeowner paying themselves, and a claim-process explainer path for the researcher who has not decided whether to file.

   THE RETURN

   If a geo-scoped paid page pulls forty leads in a push at a fifteen per cent close on an $11,000 roof, one event funds the account for years. Between storms that page is switched off, which is exactly why you should model both kinds of week.

7. CH-07

   AI Studio website

   Capture

   SYSTEM COMPONENT 04Professional Website

   A storm-response site: the towns you cover named on their own pages so a search for a specific suburb finds you, the storm-damage path separate from the retail replacement path, and a claim-process page that answers the questions your competitors make people ring to ask. The inspection form takes the address and the carrier before the email.

   • Storm-damage and retail replacement on separate paths
   • Town-level pages so local searches actually land
   • A claim-process page that pre-answers the phone calls
   • Inspection form collects address and carrier first

   THE FAULT

   Between storms your site is read by a homeowner comparing four companies for a planned replacement, and a single page of drone footage with a form under it answers none of the questions that decide a twenty-year purchase on a house.

   ONCE IT IS RUNNING

   A full site: town-level pages for the suburbs you cover, storm and retail kept on separate paths, a claim-process page that pre-answers the calls competitors force people to make, material and warranty pages, and an inspection form that takes the address and carrier first.

   THE RETURN

   Town pages are the only demand in this trade that does not stop when the weather is calm. If one suburb page yields two retail enquiries a month at a twenty per cent close on an $11,000 roof, that page carries the account through a quiet season.

8. CH-08

   Nurture campaign

   Nurture

   SYSTEM COMPONENT 02AI Outbound Caller

   Roofing quotes die in the gap between the inspection and the adjuster. This calls at day five with the inspection findings, at day fifteen when most homeowners are still waiting on the carrier, and at day thirty when the claim has either settled or stalled. It also chases the supplement, which is where roofers actually lose money, and flags anything sitting past seventy-two hours.

   • Follows the claim timeline, not a generic quote timeline
   • Chases the supplement, which is where the margin is
   • Flags anything stalled past seventy-two hours
   • Voicemail references the inspection date, so callbacks are warm

   SYSTEM COMPONENT 08Database Reactivation

   The most valuable list a roofer owns is the inspections that found damage the homeowner decided to live with. Six months later the sequence goes out with the original findings attached, because the argument is not a discount — it is that the deductible has not changed and the damage has. Old retail quotes get worked on the same trigger.

   • Six months after the inspection, the sequence starts
   • Original inspection findings attached to the message
   • Argues from the damage, not from a discount
   • One reply and the homeowner is back in the pipeline

   THE FAULT

   Every inspection that found damage a homeowner decided to live with is still on file, and so is every retail quote that went quiet in August. Between events nobody touches either list, while the budget goes on buying fresh storm leads.

   ONCE IT IS RUNNING

   Stalled contracts are worked with the original inspection findings attached rather than a discount, the outbound AI call goes out as the claim window closes, and homeowners quiet for six months get a re-inspection offer that names what was actually found on their roof.

   THE RETURN

   Take a database of nine hundred past inspections. A reactivation pass where half a per cent book at an $11,000 average is four roofs from a campaign that costs the sending. Put your own list size and damage rate in and the shape holds.

9. CH-09

   Review automation

   Proof

   SYSTEM COMPONENT 06Review Harvesting

   The ask waits until final invoice rather than firing at job completion, because a roof is not finished for the homeowner until the claim has settled and the skip has gone. Two hours after that, the satisfaction question goes out and a happy answer gets the Google link while the new roof is still the most visible thing about the house.

   • Fires after final invoice, not after the last shingle
   • The mood is read before the Google link is offered
   • One tap to Google, one to Facebook
   • A poor answer goes to the owner, not to a listing

   SYSTEM COMPONENT 07Review Automation

   Roofing review profiles live or die on recency, and storm work arrives in clumps. The cadence spreads the asks from a single storm across the following weeks rather than firing forty in one afternoon, follows up once on a different channel, and answers every review — including the one from the homeowner whose claim was denied, which is the review that needs a person.

   • Spreads storm-week asks across the following weeks
   • One more attempt, three days later, on another channel
   • Denied-claim reviews escalate to a human, not a bot
   • Target: 5–10 reviews a month outside storm season

   THE FAULT

   Roofing reviews arrive in clumps after an event and then stop for eight months, and the profile a homeowner reads in March is judged on recency. The households whose roofs went on without incident are usually the ones nobody remembered to ask.

   ONCE IT IS RUNNING

   The ask waits for final invoice rather than the last shingle, because a roof is not finished for the homeowner until the claim has settled and the skip has gone. Storm-week asks are spread across following weeks, and a denied-claim review escalates to a person.

   THE RETURN

   The target is five to ten a month, held through the quiet season rather than fired in one post-storm burst. Against your current cost per inspection lead, a profile that stays current changes what the same ad budget buys in ordinary weather.

10. CH-10

    Seasonal automation

    Retention

    SYSTEM COMPONENT 09Lifetime Nurture Campaigns

    A roof is a twenty-year purchase, so the long game is warranty, weather and referrals. Annual inspection reminders go out on the install anniversary, a message lands before storm season with what to check, and the referral prompt runs monthly — which matters more in roofing than in any other trade, because a neighbour who watched your crew work is the warmest lead there is.

    • Annual inspection reminder on the install anniversary
    • Pre-storm-season message with what to look for
    • Monthly referral prompt, because neighbours watched the job
    • Warranty registration and renewal handled automatically

    THE FAULT

    A roof is a twenty-year purchase, so once the build is signed off most roofing companies have nothing to say to that household ever again, including the year the warranty registration lapses and the season the neighbours finally start asking around.

    ONCE IT IS RUNNING

    Install-anniversary inspection reminders, a pre-storm-season message telling homeowners exactly what to look at, warranty registration and renewal handled off the record rather than a spreadsheet, and a monthly referral prompt aimed at the street that watched your crew work for three days.

    THE RETURN

    Six hundred past builds, an annual inspection reminder, two per cent booking a paid maintenance visit and one in ten of those finding real work: run it on your own install list and your own repair ticket to see what the quiet months are worth.

11. CH-11

    Custom values

    Capture

    SUBSTRATE — NO COMPONENT OF ITS OWN

    Not one of the nine, and not decoration either. This is part of what the nine run on: get it wrong and every component above it misbehaves in a way that is very hard to debug six weeks later.

    THE FAULT

    The zips you are working change with the storm, the carrier list changes with the market, and the hours you allow a claim to sit still is a policy decision. All of them are currently typed into individual messages nobody wants to open during a surge.

    ONCE IT IS RUNNING

    Storm trigger zips, the stall threshold in hours, the emergency tarping number, the financing partner, the workmanship warranty term and the inspection window length are set once at the top of the account and read by every message, pipeline alert and page that mentions them.

    THE RETURN

    A storm arrives and you re-scope the account in two minutes rather than an afternoon. For an agency carrying roofing clients across three storm markets, that is the difference between launching on the day of the event and launching on the Friday.

12. CH-12

    Custom fields

    Capture

    SUBSTRATE — NO COMPONENT OF ITS OWN

    Not one of the nine, and not decoration either. This is part of what the nine run on: get it wrong and every component above it misbehaves in a way that is very hard to debug six weeks later.

    THE FAULT

    Roof age, pitch, storey count, carrier, claim number, deductible and whether there is attic access get written into a job note, so nobody can pull the list of every inspection that found hail damage on a roof already older than fifteen years.

    ONCE IT IS RUNNING

    Roof material and age, storey count and pitch, attic access, carrier and adjuster name, claim and policy number, deductible, supplement status and the recorded inspection findings are structured fields, filled on the roof and usable as campaign triggers a year later.

    THE RETURN

    A queryable list of every damaged-but-unclaimed roof you have already inspected is a campaign that costs the sending. If that list runs to three hundred households and one per cent proceed this year at $11,000, the arithmetic makes itself.

13. CH-13

    Forms and surveys

    Capture

    SUBSTRATE — NO COMPONENT OF ITS OWN

    Not one of the nine, and not decoration either. This is part of what the nine run on: get it wrong and every component above it misbehaves in a way that is very hard to debug six weeks later.

    THE FAULT

    A canvasser standing on a driveway with a phone should not be typing a name into a notes app. By the time it reaches the office the address is half right, the appointment was never made, and the homeowner has already spoken to two other crews.

    ONCE IT IS RUNNING

    A field form that creates the homeowner, the property record and the inspection appointment in one submit against the zip being worked, an inspection findings form that writes photographs and damage type to the record, and a post-build survey that gates the review ask.

    THE RETURN

    If a canvassing crew knocks four hundred doors a week and produces twenty appointments, a form that stops three of them being lost to bad handwriting or a forgotten callback is three more inspections at your own close rate on an $11,000 roof.

Every figure in a return line above is an illustrative scenario with its assumptions in the sentence, so you can substitute your own. None of it is measured customer data. The only performance figures we publish as targets are the 70% no-show recovery on the recovery call and five to ten reviews a month.