The Problem
Bird's Eye Roofing was growing, but their operations weren't keeping up. Their tech stack had sprawled into a patchwork of disconnected tools: JobProgress for CRM, ClickUp for task management, Google Drive for documents, and a handful of spreadsheets filling in the gaps where those tools fell short.
Nothing talked to each other. Data had to be entered multiple times across systems, and it rarely stayed in sync. Their admin team of five was spending hours each week just keeping information current — and still falling behind.
In the owner's words: "We're not following up with leads, quotes get delayed by over a week, and we have no clear view of what's actually happening in the business."
With roughly 150 new leads coming in every month, every day of delay meant lost revenue.
The Solution
Rather than bolting on another tool, we replaced their entire stack with a single, purpose-built system designed around how their team actually works. JobProgress and ClickUp were eliminated entirely — along with their subscription costs.
Lead to Signed Contract — Same Day
The old process meant a lead could sit for a week before a customer even saw a quote. Now, when a new project enters the system, everything spins up automatically: a project folder is created in Google Drive, a calendar event is scheduled, and a project is set up in CompanyCam.
Sales reps select from pre-built estimate templates, and the system generates a polished PDF quote pre-filled with customer and job details. One tap sends it to the customer.
Digital Contract Signatures — No Subscription Required
We built a custom contract acceptance app that replaced DocuSign entirely. Customers receive a link, review the quote, and sign digitally. Once signed, a final PDF is generated automatically, the job status updates, and an invoice can be created in QuickBooks with a single click.
The client owns the tool outright. No per-signature fees, no monthly subscription — just a lightweight app built with modern AI-assisted development in a fraction of the time a traditional build would take.
Automated Review Capture
Reviews are one of the primary drivers of new business for roofing companies, but Bird's Eye had no system for consistently requesting them. Thousands of past jobs went without ever being asked.
We built a review management system that automatically creates a follow-up task when a job is marked complete. Each review request is assigned to a sales rep and tracked on a dashboard until it's resolved — either the review is received, the customer declines, or it's flagged for follow-up on their next job.
The system is smart about repeat customers: if a review has already been collected or the customer has opted out, it won't ask again. But if they were flagged for next time, a new request is automatically created on their next project.
Reviews are tracked across Google, Yelp, and BBB — the platforms that matter most for local service businesses.
Within weeks of launching, the system identified approximately 3,500 past jobs where a review was never requested — each one a recoverable opportunity.
Post-Sale Operations
Once a job is won, the system helps manage everything downstream: ordering materials, scheduling crews, and tracking job tasks through completion. Sales reps see all their leads and active jobs in a single dashboard with clear next steps.
The Result
Speed: Quote delivery went from over a week to potentially same day — a competitive advantage in an industry where the first quote often wins.
Efficiency: Five admin staff are saving an estimated 2+ hours per week each on manual data entry and system sync. The consolidation from three platforms into one eliminated duplicate work that was previously falling through the cracks.
Revenue protection: 150 leads per month are now tracked in a single system with clear accountability, reducing the risk of lost opportunities.
Cost reduction: Subscriptions for JobProgress, ClickUp, and DocuSign were eliminated. The new system is fully owned by the client with no recurring platform fees beyond their existing Google Workspace.
Growth engine: 3,500 previously missed review opportunities were surfaced immediately — a direct pipeline to the social proof that drives new business in home services.
Why It Worked
This wasn't a software implementation — it was an operational rethink. We didn't ask Bird's Eye to change how they work. We studied their process, identified where time and deals were being lost, and built a system that fits their workflow rather than forcing them into someone else's.
The result is a business that moves faster, loses fewer opportunities, and has clear visibility into every stage of every job — from first call to final review.