Thursday, 4 September
9 crews out, 3 inspections booked, 2 contracts waiting on a signature.
Pipeline by stage
Today
Activity
Ana Reyes signed the contract on J-5417 · 812 SE Riverside Dr for $28,410. Job moved to Approved and a production slot was held.
Workflow Estimate follow-up sent day-3 email to Terry Boyd on J-5402.
Marco Villa added 46 photos to J-5411, tagged Tear-off Decking. Ana Reyes was notified in the portal.
Webhook Facebook Lead Ads created Dana Whitfield, source Paid › Meta › Storm campaign, assigned to Ray Ochoa by round robin.
Payment of $14,205 received on invoice INV-2291. Commission of $1,278 released to Ray Ochoa.
Dave Merrick approved the material order for J-5409, 34 sq Timberline HDZ, delivery Friday.
Needs you
3 leads untouched for 48 hours. Escalation rule fires at 72.
INV-2274 is 41 days past due at $18,600. Third reminder was sent Tuesday.
2 change orders waiting on your approval before Friday production.
Lead sources this month
Leads
Everything that came in, where it came from, and who owns it.
Lead intake — nobody types these in
The same phone number or address inside 30 days merges into the lead you already have instead of opening a second one, and anything that fails a rule still lands — in Unrouted, with a notification, so a lead is never quietly lost.
| Lead | Address | Source | Tags | Rank | Owner | Age | Est. value |
|---|---|---|---|---|---|---|---|
| Dana Whitfield (772) 555-0139 · dana.w@mail.com |
3318 SE Cove Rd | Meta › Storm | Wind Insurance | A | Ray Ochoa | 2h | $26,800 |
| Terry Boyd (972) 555-0188 |
1140 SW Mapp Rd | Referral › Past customer | Full replace Shingle | A | Kim Doyle | 1d | $34,100 |
| Priya Raman (469) 555-0110 |
7702 SW Leighton Farm Ave | Google › LSA | Repair Low slope | B | Ray Ochoa | 1d | $4,250 |
| Marcus Hall (772) 555-0164 |
2205 SE Salerno Rd | Canvass › Sewall’s Point | Wind Universal | A | Kim Doyle | 2d | $41,900 |
| Gloria Estrada (682) 555-0122 |
512 SE Osceola St | Referral › Ana Reyes | Metal Standing seam | A | Ray Ochoa | 2d | $58,600 |
| Owen Brady (772) 555-0195 |
9021 SE Bridge Rd | Yard sign | Gutters | C | Unassigned | 3d | $3,400 |
| Helen Ngo (945) 555-0173 |
1780 NE Jensen Beach Blvd | Meta › Retarget | Inspection | B | Kim Doyle | 4d | $19,200 |
| Carl Jessup (772) 555-0107 |
640 NE Dixie Hwy | Insurance › Adjuster | Claim Supplement | B | Ray Ochoa | 5d | $22,750 |
Every lead carries source hierarchy, tags, rank, owner, description, notes, and its full timeline. Inbound webhooks from Meta, Google and the site create these rows without anyone typing.
Pipelines
Your six live pipelines, with every stage exactly as you run them today. All of it is custom — the pipelines, the stages, the tasks, the notifications, the AI campaigns and the triggers that move a job on are built to your process, and rebuilt the day it changes.
Nothing here is off the shelf. Every pipeline, stage, task, notification, AI campaign and trigger on this screen was built for the way you work — and any of it can be added, renamed, reordered or rewired on demand.
AI follow-up campaigns
Every campaign is attached to a pipeline stage. A job entering that stage enrols itself; a reply, a booking or a payment takes it back out.
Ana Reyes J-5417
Milestones
Job details
Notes
Homeowner wants the ridge vent replaced even though the adjuster left it off. Priced as a change order, she is fine paying out of pocket.
Driveway is narrow, no dumpster in front. Use the alley and put the trailer at the south gate. Neighbour notified.
Referred by Gloria Estrada on Osceola. Send Gloria the $250 referral card once this one collects.
Customer
Money
148 photos on this job
Estimates
Worksheet
| Item | Type | Vendor / crew | Qty | Unit | Cost |
|---|---|---|---|---|---|
| Timberline HDZ · Weathered Wood | Material | ABC Supply | 34 sq | $118.40 | $4,025 |
| Synthetic underlayment | Material | ABC Supply | 10 rl | $96.00 | $960 |
| Ice & water shield | Material | ABC Supply | 6 rl | $88.50 | $531 |
| Ridge vent · 60 lf | Material | SRS Distribution | 60 lf | $7.20 | $432 |
| Tear-off and install labor | Labor | Villa Roofing (sub) | 34 sq | $185.00 | $6,290 |
| Decking replacement | Labor | Villa Roofing (sub) | 9 sh | $62.00 | $558 |
| Dumpster and haul-off | Other | Metro Waste | 1 | $625.00 | $625 |
| Permit · Martin County | Other | — | 1 | $284.00 | $284 |
| Sales commission · Ray Ochoa | Commission | — | 9% | — | $1,053 |
Invoices and payments
Material and labor orders
Documents
Ana Reyes
Internal
Everything that happened on this job
Stage changed Contract out → Approved by signature event.
Workflow On approval ran 5 actions: production slot held, PO drafted, customer welcome sent, crew notified, commission scheduled.
Production booked for 11 Sep, Crew A, 2 days.
Ray Ochoa added change order Ridge vent, $470 to estimate v3.
Lead created from Referral form, assigned to Ray Ochoa, rank A.
Estimate v3 · J-5417
Built from the price book, sent for signature, signed on a phone in seven minutes.
2885 SE Jefferson St, Stuart FL 34997
(772) 872-8030 · themetalroofexperts.net
Florida Certified Roofing Contractor
| Item | Qty | Unit price | Total |
|---|---|---|---|
| Remove existing roof Tear off to decking, haul away, magnetic sweep | 32.4 sq | $96.00 | $3,110.40 |
| GAF Timberline HDZ · Weathered Wood Installed per GAF Golden Pledge specification | 32.4 sq | $412.00 | $13,348.80 |
| Synthetic underlayment and ice & water Valleys, eaves and penetrations | 32.4 sq | $68.00 | $2,203.20 |
| Decking replacement allowance Billed per sheet used, 9 estimated | 9 sh | $92.00 | $828.00 |
| Drip edge, pipe boots and flashing | 1 ls | $1,240.00 | $1,240.00 |
| Ridge vent · change order Added 28 Aug, approved by customer over text | 60 lf | $24.50 | $1,470.00 |
| Permit, dumpster and cleanup | 1 ls | $1,180.00 | $1,180.00 |
Signing is built in. No per-packet fee, no third-party signature vendor, no separate login for the customer.
Workflows
Stage changes, dates, forms and webhooks trigger the work. This replaces the GoHighLevel side entirely.
On approval
Sales pipeline · fires once per job
Otherwise skip to the customer email only
First open crew day, 2 days
Template: what happens next
Vendor ABC Supply · waits for production manager approval
Push to Marco Villa · job card added to his day
Then send the customer and neighbour notice
9% of margin to Ray Ochoa, released when the final payment clears
Schedule
Crews, inspections, adjuster meets and deliveries on one board. Customers see their own date in the portal.
| Resource | Mon 7 | Tue 8 | Wed 9 | Thu 10 | Fri 11 | Sat 12 |
|---|---|---|---|---|---|---|
| Crew AMarco Villa · 5 | 4127 Hunt ClubTear-off · 32 sq |
4127 Hunt ClubInstall day 2 |
DeliveryABC Supply 7:00a |
812 RiversideJ-5417 · tear-off |
812 RiversideInstall day 2 |
|
| Crew BLuis Ortega · 4 | 6401 AnchorageRepair · low slope |
6401 AnchorageFinal walkthrough |
1140 Cedar SprTear-off · 28 sq |
1140 Cedar SprInstall day 2 |
||
| Crew CMetal · 3 | 990 BrittStanding seam d1 |
990 BrittDay 2 of 3 |
990 BrittDay 3 · trim |
Shop dayBrake and cut |
3318 CoveMetal · 18 sq |
|
| Ray OchoaSales | 9:00a Inspection812 Riverside 2:00p Inspection7702 SW Leighton Farm Ave |
11:15a Adjuster2205 SE Salerno |
10:00a Inspection512 Osceola |
1:00p Sign appt3318 Cove |
9:00a Inspection1780 Jensen Beach |
|
| Kim DoyleSales | 8:30a Inspection1140 SW Mapp Rd |
3:00p Inspection9021 SE Bridge Rd |
9:00a Adjuster640 Dixie |
2:00p Sign appt2205 SE Salerno |
||
| Dave MerrickProduction | Permit runMartin County |
QC · 4127 Hunt ClubPhoto review |
3:30p Walkthrough6401 Anchorage |
Photos
Every job documented from the truck. This is the CompanyCam replacement, built into the same job file.
812 SE Riverside Dr · J-5417
Before and after
Active projects
Invoices and payments
Deposits, progress billing, final invoices and card or ACH payment, all triggered by the pipeline.
Open invoices
| Invoice | Job | Customer | Issued | Status | Amount | Balance |
|---|---|---|---|---|---|---|
| INV-2274 | J-5388 | Nathan Cole | 25 Jul | 41 days past due | $18,600 | $18,600 |
| INV-2281 | J-5394 | Bridget Cain | 8 Aug | 27 days | $11,240 | $5,620 |
| INV-2296 | J-5401 | Hugo Marin | 19 Aug | 16 days | $42,880 | $42,880 |
| INV-2303 | J-5407 | Sylvia Boone | 28 Aug | Current | $9,410 | $9,410 |
| INV-2288 | J-5417 | Ana Reyes | 26 Feb | Paid 27 Feb | $8,523 | $0 |
| INV-2311 | J-5412 | Doug Whitmore | 1 Sep | Current | $31,700 | $31,700 |
Recent payments
The past due ladder
Day 7 — friendly email with the pay link and the photo report attached.
Day 21 — SMS plus a task on the account manager.
Day 41 — final notice, flag for lien filing, escalate to the owner.
Team communication
One place the whole company talks — office, sales, production and crews. Tag a person and it reaches them. Drop in a job or a lead and everyone sees the file behind it. Share a document without digging through email.
Channels, who sits in them, what a tag does, which crews get a text and which documents auto-post — all of it is set up for the way your company already talks, and changed whenever you want it changed.
Commissions
Calculated off real margin, held until the money clears, paid in a run. Nobody rebuilds this in a spreadsheet.
By rep · September
| Rep | Plan | Jobs | Sold | Margin | Tier progress | Earned | Released |
|---|---|---|---|---|---|---|---|
RORay Ochoa |
Tiered margin | 9 | $186,400 | $74,120 | 11% |
$14,890 | $7,120 |
KDKim Doyle |
Tiered margin | 7 | $142,900 | $56,180 | 9% |
$10,420 | $5,380 |
JTJared Tomlin |
Flat 6% of sale | 6 | $98,300 | $38,400 | flat |
$5,898 | $3,140 |
MBMonica Bell |
Tiered margin | 5 | $74,600 | $29,880 | 7% |
$4,180 | $1,600 |
CSChris Sandoval |
Setter 2% + $75 | 14 | $212,700 | — | setter |
$5,304 | $1,000 |
DMDave Merrick |
Production override 1.5% | 23 | $486,200 | $198,400 | override |
$1,168 | $0 |
Commission rules
Percentage, flat dollars, tiers, setter splits or straight manual entry — each rep can sit on a different rule. Set what triggers the commission, what holds it back, the date it pays, and whether it leaves the bank on its own or waits for your approval.
Ray Ochoa · job detail
Payout run · Friday 5 September
How it is calculated
You type the amount for this rep on every run. Everything else on this rule still applies — the hold, the pay date and the approval.
When it is earned and held
When and how it pays
Reports
All twenty-two reports they use today, plus the ones AccuLynx charges extra for.
Sold vs collected
Close rate by source
Customer portal
What Ana sees on her phone. No app store, no password, one link that keeps working.
What publishes automatically
812 SE Riverside Dr
Ana, your roof starts Friday at 7:00am
Where things stand
Latest photos
46 new photos from your crew today
Your balance
Card or bank transfer · receipt is instant
Questions?
Ray Ochoa is your rep. Messages here go to your whole job team, so somebody always answers.
Everything your company does, in one place — and here is how to drive it.
Pick your role below. You will see the exact path your work takes, what the system does for you automatically, and a two-minute demo of every screen you actually touch. Nothing to install, nothing to memorise.
A sales rep’s day
- 1Open Pipeline. Your leads only. Drag a card right when the customer says yes — that single move fires the whole next stage.
- 2Run the inspection. Photos upload from the roof and land on the job file, tagged, timestamped and GPS-stamped.
- 3Build the estimate. Pick a template, adjust squares, send. The customer signs on their phone.
- 4Watch the commission. The moment the job is paid, your split appears in Commissions with the math shown.
A field crew day
- 1Check Schedule. Today’s address, gate codes, material drop time and the customer’s phone number, in one card.
- 2Shoot the photo checklist. Before, during, after. The app tells you which shots are still missing before you can close out.
- 3Mark complete. The customer gets their photo report automatically and the invoice goes out the same minute.
An office day
- 1Clear the Inbox. Every text, email and portal message for every job, in one thread per customer.
- 2Check the exceptions. The dashboard shows only what is stuck: unsigned agreements, missing photos, overdue invoices.
- 3Push the paperwork. Permits, supplements and material orders all attach to the job file, so nothing lives in an email folder.
- 4Close the week. Invoices, payments and commissions reconcile themselves; you approve rather than assemble.
An owner’s week
- 1Monday: Reports. Sold, produced, collected, gross margin by job type — not last month’s guess.
- 2Any day: Pipeline value. What is actually in play, by stage, with age warnings on anything gone quiet.
- 3Friday: Commissions. Approve the run once. Splits, tiers and holdbacks are already calculated.
- 4Anytime: Workflows. Change how the company follows up without calling anybody’s developer.
Three rules that make the whole thing work
- ●The stage is the switch. Moving a job to a new stage is what sends the email, books the crew and raises the invoice. Move the card and the company moves.
- ●The job file is the truth. Photos, messages, documents, money — if it is not on the job file, it did not happen.
- ●Never retype. Anything captured once (address, measurements, carrier, price) flows into every document after it.
The road every job travels 8 stops
Click a stop to see who touches it, what the customer sees, and exactly what the system does on its own. Or press play and let it walk you through.
Watch how it works 60-second demos
Six things people do every day. Each one plays on loop — watch it, then click through to try it on real data.
Where everything lives 14 screens
The whole app, one line each. Click any tile to open it.
Admin setup first two weeks
You do this once. After that the company runs on it.
- Company profile, logo and licenceDone
Everything that prints on an estimate, invoice or customer email comes from here.
- Users, roles and permissionsDone
Four roles out of the box. A field crew user cannot see pricing or commissions unless you say so.
- Pipelines and stagesDone
Sales and Production, named the way your team already talks. Reorder by dragging.
- Lead sources and webhook keysDone
One URL per source. Angi, Google LSA, your website form and the referral line all land tagged.
- Estimate templates and price bookDone
Your real material and labour numbers, so a rep cannot sell at the wrong price.
- Email and SMS templatesIn review
Twelve written for you. Change the words, keep the timing — or change both.
- Commission plansNext
Per rep or per team, on gross or on margin, with tiers and a holdback until final payment.
- Payments, accounting and supplier linksNext
Card and ACH, the accounting export, and the supplier catalogue for material orders.
- →All open jobs with their stage, contacts, documents and photos
- →Closed jobs from the last 24 months, read-only, fully searchable
- →Your contact list, lead sources and historical revenue for reporting
- →CompanyCam photo library, re-tagged onto the matching job
Answers to the questions everyone asks
What happens to AccuLynx, GoHighLevel and CompanyCam?
Do I lose my photos and my job history?
What if somebody on the crew is not good with apps?
Can a rep see another rep’s deals or the company’s margins?
What does it cost, and what does it replace?
How long until we are actually running on it?
Inbox
Every text, email and portal message for every job, in one thread per customer. Nobody has to check their own phone.
Settings
Everything AccuLynx puts behind twelve settings pages, in one place, with plain language.
Company
Logo, licence numbers, time zone, locations and the branding that lands on every document and email.
- Logo
- Locations
- Time zone
- Document branding
Users and roles
Unlimited seats. Roles for admin, manager, office, sales and crew, with permissions per module.
- Roles
- Permissions
- Crew logins
- Territories
Pipelines and stages
Build any pipeline, name the stages, set what each one requires and what it triggers.
- Sales
- Production
- Insurance
- Stage rules
Lead sources and tags
The full source hierarchy they use today, plus tags, ranks, required fields and custom fields.
- Sources
- Tags
- Ranks
- Custom fields
Estimates and price book
Materials, labour rates, rounding, tax, disclaimers and the templates every estimate starts from.
- Price book
- Trades
- Tax rates
- Disclaimers
Money
Invoice numbering, deposit rules, payment processor, commission plans and the QuickBooks connection.
- Invoices
- Payments
- Commission plans
- QuickBooks
Photos and checklists
Photo and video tags, the shots each stage requires, watermarks and what the customer is allowed to see.
- Tags
- Required shots
- Watermark
- Portal visibility
Templates
Email, SMS, agreements and PDF documents with merge fields for any job or customer value.
- SMS
- Agreements
- Merge fields
Integrations
Inbound webhooks, outbound webhooks, an open API, and the keyed services when the client is ready.
- Webhooks
- API keys
- Payments
- Texting
- Aerial measurement
Vendors and subs
Supplier list, crew directory by trade, insurance certificate expiry watch and labour agreements.
- Vendors
- Crews
- COI tracking
- Trades
Documents
Folder structure applied to every job, retention rules and the warranty package that builds itself.
- Folders
- Retention
- Warranty pack
Security
Two-factor, session policy, a full audit log of who changed what, and an export of everything you own.
- 2FA
- Audit log
- Data export
- Backups
Team roles and what each one can see
Phone numbers, calls and calendars
Every user can carry their own company number. Calls in and out run through the app, get recorded against the job, and text threads land in the same inbox the office sees. Their calendar hangs off the same number — a customer books, it lands on that rep, and the job file already knows about it.