How to track a roofing job from lead to payment
The job does not begin when it reaches the calendar. It begins with the first homeowner inquiry and remains open operationally until completed work is paid.
Published by FlowSimple · Updated August 31, 2026
Sales: lead to accepted estimate
Capture the homeowner and property, log the first meaningful contact, schedule the site visit, and move the opportunity to Quoted only after sending an estimate.
The public estimate should preserve pricing snapshots and let the customer accept, decline, or request changes. Acceptance must create no more than one job.
Operations: unscheduled to completed
An accepted roof job begins as Unscheduled until it has a date. Assign the full Crew, warn about conflicts, and carry scope, access notes, directions, tasks, and photos into the field view.
- Unscheduled
- Scheduled
- In progress
- Completed
- Cancelled
Finance: unpaid to paid
Do not use Completed to mean Paid. Keep payment status independent so the office can find every finished job that still needs collection.
Record paid amount, method, date, and actor, then include the result in revenue and average-job-value Insights using the workspace timezone.
Frequently asked questions
When should a roofing lead become a job?
Create the job when the customer accepts the estimate or another authorized approval process confirms the work. The transition should be transactional and duplicate-safe.
Should Paid be a roofing job status?
No. Paid describes a financial state, while Scheduled, In progress, and Completed describe the work. Separate statuses produce clearer operations and collection lists.
What job information should roofing Crew see?
Assigned Crew need schedule, property, contact actions, directions, scope, checklists, notes, and photos. They should not receive estimate cost, margin, pipeline, billing, or reporting data.
Related contractor resources
How to stop losing roofing leads without expensive software
Most roofing leads are not lost because the company cannot do the work. They are lost in the quiet gap between the first call, the site visit, the estimate, and the next follow-up.
GuideHow to send a contractor estimate from your phone
The fastest estimate is not the one with the fewest lines. It is the one that reuses known information, makes the scope understandable, and starts the next workflow when the customer approves.
TemplateFree contractor estimate template
Use this practical estimate structure for roofing, HVAC, plumbing, landscaping, and other home service work, then adapt the language to your trade and local requirements.