Make your quality known

By Corey Mann, Leap. 

By utilizing CRM software, you can establish a quality control plan that benefits your team and your clients. 

In a project-based industry, quality is crucial to succeeding. Setting up a quality control plan in your roofing business makes sure that every customer gets the highest standard of service. It also benefits from a legal perspective, ensuring that each project meets safety standards and other regulations. One of the keys to creating a successful quality control plan is Customer Relationship Management (CRM) software. The experts here at Leap have put together a comprehensive guide on using CRM software to create a quality control plan for a contractor in the roofing industry.  

Using CRM to create a roofing quality control plan 

CRM software can enhance quality control in roofing projects. However, it’s essential to have a clear understanding of what quality control means in the first place.  

Quality control involves a systematic approach to monitoring and maintaining the quality of work throughout a project’s lifecycle. For example, it encompasses various aspects, including:  

• Sales: Use standardized estimates and contracts to ensure you don’t sell a product that is out of stock or unavailable.  
• Material selection: Ensuring the right roofing materials are used, adhering to manufacturer specifications and industry standards.  
• Workmanship: Monitoring the skills and practices of roofing crews to ensure proper installation techniques and compliance with safety regulations.  
• Documentation: Keeping detailed records of all project-related documents, including permits, inspections, warranties and change orders.  
• Inspections: Conducting regular inspections at various stages of the project to identify and address any issues promptly.  
• Communication: Facilitating effective communication among project stakeholders, including customers, subcontractors and team members.  

Now that we have a clear understanding, let’s explore how CRM software can be leveraged to streamline your roofing quality control plan.  

Building daily roof inspection reports 

Daily roof inspections are a critical component of quality control. They allow roofers to identify potential issues early, address them promptly and ensure the project stays on track. CRM software offers several features that can help streamline the creation and management of daily roof inspection reports.  

1. Customizable inspection templates: CRM software can provide customizable inspection templates tailored to the specific needs of roofing projects. These templates can include predefined checklists for different project phases, from initial site assessments to final inspections. Moreover, roofers can modify these templates to align with their unique quality control requirements.  
2. Mobile accessibility: Most CRM software solutions offer mobile applications that allow field personnel to input inspection data directly from the job site. Roofing teams can use smartphones or tablets to capture photos, videos and notes during inspections. This ensures that all relevant information is recorded in real time.  
3. Automated reporting: Automation is a key advantage of CRM software. Roofers can set up automated reporting schedules to generate daily inspection reports and send them to project stakeholders, including customers and team members. These reports can include inspection findings, photos, videos and recommendations for corrective actions. 
4. Data analysis: CRM software can compile and analyze inspection data over time. In general, this enables roofers to identify trends and patterns related to quality control. This data-driven approach allows for continuous improvement and the implementation of preventive measures to avoid recurring issues.  

Centralizing documentation and project details 

Efficiently managing documentation and project details is important for creating a roofing quality control plan. CRM software provides a centralized platform to organize and access all project-related information. This includes compliance documents, permits, warranties, contracts and change orders.  

1. Document management: Robust document management capabilities allow roofers to upload, store and categorize all project documents in a secure digital repository. This centralization ensures that documents are easily accessible to authorized personnel and reduces the risk of misplacement or loss.  
2. Compliance tracking: Maintaining compliance with industry regulations and safety standards is a top priority in roofing. CRM software can include compliance tracking features that help roofers stay up to date with changing requirements. It can send reminders for inspections, permit renewals and other compliance-related tasks.  
3. Task and workflow automation: Roofers can use CRM software to create automated workflows for document approval, change order requests and permit applications. This streamlines processes, reduces manual errors and ensures that all necessary steps are followed to maintain quality control.  
4. Historical data retrieval: Having historical project data readily available is valuable for assessing past performance and making informed decisions. CRM software enables users to retrieve past project details, documentation and quality control records quickly. This aids in benchmarking and continuous improvement efforts.  

Photo reports and video capture 

Incorporating visual data into your roofing quality control plan can significantly enhance its effectiveness. CRM software can integrate with imaging tools to capture photo reports and video footage. This allows roofers to document and communicate project details more comprehensively.  

1. Photo reports: Integrating CRM software with photo reporting tools enables roofers to document project progress and issues visually. Field personnel can take photos of critical areas, potential concerns and completed work. Next, you can attach these images to inspection reports or project updates. This visual documentation provides a clear and objective record of project status.  
2. Video capture: Incorporating video capture capabilities allows for in-depth project documentation. Roofers can record video walkthroughs of the project site, explaining specific quality control measures or demonstrating compliance with safety regulations. Video footage can also be used for training purposes and as a reference for future inspections.  
3. Communication enhancement: Visual documentation, such as photo reports and videos, enhances communication among project stakeholders. Customers can better understand the project’s progress and any issues that arise, fostering transparency and trust. Additionally, video conferences or calls can be scheduled directly within CRM software to discuss quality control matters in real time.  

Master quality control with leap 

Quality control is essential for delivering high-quality roofing projects. It ensures safety compliance and helps you meet customer expectations. That’s why the Leap platform offers a robust set of tools and features that can significantly enhance quality control processes in the roofing industry.  

From building daily roof inspection reports with customizable templates to centralizing all project documentation and compliance details, Leap streamlines your quality control efforts. Leap also provides partner integrations that can take your processes to the next level.  

For instance, Leap partners with CompanyCam to provide visual reports and video capture capabilities. This integration includes report templates, document scanning and photo annotations as well. With CompanyCam, you can capture high resolution photos and videos that will give you a clearer picture of work throughout a project’s timeline.  

Leap helps roofing companies improve their quality control practices, but that’s not all. From lead nurturing and sales to digital estimates and contracts, you can now deliver exceptional roofing projects and a more professional experience for your customers.  

Original article source: Leap