plumb™ Business Systems Pre-Assessment Intake — Destination Roofing Pros

plumb© Business Systems Pre-Assessment Intake

destination roofing pros

we already have your core business, sales, lead, CRM, and accounting information.

this short intake covers the remaining information plumb™ needs to prepare detailed BusinessOS discovery.

most questions should take only a few seconds. if you are unsure, choose not sure. we will work through the deeper details with you later.

1. your team

we already know DRP has approximately 1–3 employees and 2–3 salespeople.

who besides you has meaningful responsibility for running part of the business?

add only people who regularly own work, make decisions, or manage an area of the company.

Name 1

Role 1

Name 2

Role 2

Name 3

Role 3

which areas currently have someone clearly responsible for them?

sales

inspections

estimating

insurance / supplements

production

scheduling

materials

crews

customer communication

invoicing

collections

bookkeeping

warranty / service

none are clearly assigned

not sure

2. leads + sales ownership

we know DRP currently generates business through Facebook advertising, door knocking, and referrals, with approximately half of the business coming through Facebook.

Facebook leads currently begin when someone clicks the ad and sends a text message.

when a new Facebook lead texts in, what happens next?

I respond

I decide which salesperson gets it

I send the lead to a salesperson

a salesperson receives it automatically

someone enters it into Roofr

it enters Roofr automatically

I check later to make sure it was handled

other

not sure

when a referral comes in, how is the salesperson responsible for it decided?

assigned by me

assigned automatically

whoever receives it

based on territory / availability

shared among the team

depends on the referral

not clearly defined

can one salesperson's lead ever be reassigned to another salesperson?

yes

sometimes

not sure

if yes, what usually causes reassignment?

3. lead attribution + salesperson pay

we already know that for door-to-door generated leads, the salesperson who generates the lead receives:

$125 for generating the lead
$500 when that lead becomes a signed deal

the questions below only help us understand how BusinessOS should track and automate this correctly.

when should the $125 lead payment be earned?

as soon as the lead is submitted

after DRP verifies the lead

after contact is made

after an appointment / inspection is scheduled

another point

not sure

if one salesperson generates the lead and another salesperson closes the deal, who should receive the $500 signed-deal payment?

the salesperson who originally generated the lead

the salesperson who closed the deal

split between them

depends on the situation

not sure

if a lead is reassigned, should the original salesperson remain attached to the lead for payment and attribution?

yes

depends on why it was reassigned

not sure

when should the $500 signed-deal payment become payable?

when the contract is signed

when a deposit is received

when the job begins

when the job is completed

when DRP receives payment

another point

not sure

how are these payments tracked today?

Roofr

QuickBooks

spreadsheet

manually

salesperson keeps track

several of these

not clearly tracked

4. expanding lead generation

would you want salespeople to be able to generate new opportunities without physically door knocking?

prospect from home

prospect between appointments

prospect while waiting on jobs

work targeted lists of potential customers

follow up older leads

reactivate previous customers

ask for / work referrals

use AI to help identify and prepare prospects

automate appropriate outreach and follow-up

door knocking should remain the primary method

not sure yet

what would you want to know about each salesperson's lead-generation activity?

leads generated

lead source

contact attempts

appointments created

inspections created

estimates created

signed jobs

revenue generated

close rate

lead payments earned

signed-deal payments earned

follow-up activity

time without activity

other

5. inspections + estimating

we already know quotes are generated through software, usually delivered within 1–2 days, and estimating is the main point where delays occur.

who usually performs the inspection?

salesperson

dedicated inspector

multiple people

subcontractor

other

who usually creates the estimate?

salesperson

estimator

office / admin

outside service

multiple people

what software is used to create estimates?

what usually causes estimating to become the bottleneck?

waiting on inspection information

measurements

photos

insurance information

pricing

scope development

estimate preparation

approval

workload / capacity

information is spread across systems

other

not sure

6. insurance work

how much of DRP's work involves insurance claims?

most jobs

about half

some jobs

very little

none

not sure

who primarily manages insurance-related work?

salesperson

office / admin

dedicated claims / supplement person

outside company

several people

not clearly assigned

does DRP handle supplements?

yes, internally

yes, through an outside company

both

rarely

not sure

can you quickly see the insurance status of every active insurance job today?

yes

mostly

not sure

7. sold job → production

once a job is sold, who takes responsibility for getting it ready for production?

salesperson

production manager

office / admin

several people

not clearly assigned

what normally has to be complete before a job can be scheduled?

signed contract

deposit / payment

insurance approval

final scope

measurements

material selection

color selection

permit

materials ordered

crew available

customer approval

other

varies significantly by job

how does the team know a sold job is ready to move into production?

Roofr status / stage

automatic notification

text / call

meeting / verbal handoff

spreadsheet / calendar

someone checks manually

several of these

not clearly defined

can you quickly tell whether every sold job is ready for production?

yes

mostly

not sure

8. scheduling + production

who currently controls the production schedule?

production manager

office / admin

salesperson

another person

several people

not clearly assigned

where is the production schedule currently maintained?

Roofr

Google Calendar

another calendar

spreadsheet

project management system

whiteboard / paper

text messages

several places

other

are roofing crews primarily:

employees

subcontractors

both

what most often delays an active or scheduled job?

weather

insurance

materials

crew availability

customer availability

permits

scope changes

payment

missing information

internal coordination

other

delays are uncommon

9. systems + information

we already know DRP uses Roofr as its CRM and QuickBooks for accounting.

what other systems are important to running DRP?

only include systems that contain business information or are used to complete work.

examples: CompanyCam, Google Workspace, Xactimate, calendars, payment platforms, file storage.

System 1

System 2

System 3

System 4

where does important business information live outside Roofr and QuickBooks?

text messages

phone contacts

Google Drive / cloud storage

spreadsheets

estimating software

photo software

calendars

individual salesperson accounts

computer folders

paper / handwritten notes

other

very little lives outside these systems

can you currently see the complete history of a customer and their job in one place?

yes

mostly

not sure

where are job photos primarily stored?

Roofr

CompanyCam

phone

Google Drive / cloud storage

another system

several places

not sure

10. money + job performance

we already know DRP uses QuickBooks, tracks revenue monthly, averages approximately $105,000 in monthly revenue and $15,000 per job, and estimates gross margin at 20–30%.

after a job is finished and paid, how easy is it to see the money DRP kept after paying the direct costs of that specific job?

I can see it immediately

I can get it, but have to pull information together

I can only estimate it

I cannot easily see it

not sure

can you quickly see which customers still owe DRP money and how much?

yes

mostly

not sure

who primarily handles bookkeeping / accounting?

employee

outside bookkeeper

accountant / CPA

several people

other

11. your executive view

BusinessOS is intended to give you control of the business without requiring you to spend your day reconstructing what is happening.

within a few minutes, what should you be able to know?

what needs my attention today

what decisions are waiting on me

whether every new lead is being handled

which opportunities need attention

what is likely to close

how much revenue is in the pipeline

where estimating is getting stuck

which sold jobs are ready for production

which jobs are delayed

why jobs are delayed

today's / this week's production schedule

whether we have enough team / crew capacity

which customers need attention

how much money has been collected

what money is still outstanding

what we made on completed jobs

how each salesperson is performing

what salesperson payments are owed

whether anything important is being missed

what risks need my attention

other

when you need this information today, what do you usually have to pull together?

Roofr

QuickBooks

bank information

calendar

text messages

spreadsheets

another system

updates from team members

most of what I need is already in one place

which information currently takes too much of your time to figure out?

12. your attention + decisions

what should interrupt you immediately?

valuable lead is not being handled

large proposal needs approval

important opportunity is at risk

job is stalled

customer has a serious issue

insurance issue is blocking a job

production schedule has a problem

job may lose money

significant payment is overdue

salesperson performance needs attention

team / crew capacity is becoming a problem

something requires an owner decision

other

what are you currently doing yourself that you would rather have the team or BusinessOS handle unless there is a problem?

what decisions do people currently have to come to you for that you think could be handled without you?

13. BusinessOS control

what should BusinessOS help you see, manage, or control?

company state

priorities

owner decisions

leads

Facebook lead response

lead ownership / attribution

sales activity

sales pipeline

estimating

insurance

sold-job handoff

production readiness

scheduling

crews / capacity

active jobs

customer communication

team responsibility

salesperson performance

salesperson payments

revenue

collections

job costs / margins

risks / exceptions

reporting

other

14. preparing DRP to grow

we already know lead volume is DRP's primary current growth limitation and the business estimates it could support approximately 5–10 additional jobs per month.

if those additional jobs started coming in next month, what would be under the most pressure?

sales response

inspections

estimating

insurance / supplements

sales-to-production handoff

scheduling

crews

production management

materials

customer communication

invoicing / collections

cash flow

management / my own time

team accountability

our current software / systems

not sure

other

as DRP grows, what do you expect the business will need more of?

leads

salespeople

estimating capacity

crews

production / operations staff

office / admin support

management

new service areas

new services

advertising

automation

better reporting / visibility

stronger processes

not sure yet

other

what would you most want to avoid as DRP gets bigger?

15. discovery readiness

do you control or have administrator access to Roofr, QuickBooks, Facebook advertising, and most of the other systems DRP uses?

yes

mostly

not sure

who else should plumb™ speak with to understand how DRP actually operates?

Name 1

Role 1

Name 2

Role 2

final question

six months from now, what would need to be different for you to say BusinessOS materially improved the way you run DRP?

thank you.

plumb™ will use this information to prepare the next stage of BusinessOS discovery.

we will work through the deeper workflows, rules, systems, data, automation, permissions, and integrations with you. you do not need to design that architecture yourself.

plumb™. building better business systems.

plumb© Business Systems Pre-Assessment Intake

destination roofing pros

1. your team

who besides you has meaningful responsibility for running part of the business?

2. leads + sales ownership

3. lead attribution + salesperson pay

4. expanding lead generation

5. inspections + estimating

6. insurance work

7. sold job → production

8. scheduling + production

9. systems + information

what other systems are important to running DRP?

10. money + job performance

11. your executive view

12. your attention + decisions

13. BusinessOS control

14. preparing DRP to grow

15. discovery readiness

who else should plumb™ speak with to understand how DRP actually operates?

final question

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