Lead Intake & Inspection Booking: the full procedure
Capture every incoming lead consistently and book the inspection so no opportunity is lost and every customer gets a prompt, professional first touch.
- Applies to: Owner / Office / Estimator
- Frequency: Per inbound lead
- Scope: Covers receiving, qualifying, and scheduling leads into the inspection pipeline. Does not cover the rooftop inspection itself (see Roof Inspection & Measure).
What you need
- CRM or lead tracker
- Phone/email/web-form intake
- Shared calendar
- Intake script/checklist
- Service-area map
The procedure, step by step
- Capture the lead immediately — Log name, address, phone, email, and source the moment a lead arrives so nothing is lost.
- Qualify the request — Determine repair vs. replacement, active leak urgency, insurance involvement, and whether the address is in the service area.
- Respond fast — Contact the lead within the business’s response-time standard; speed-to-lead is the biggest driver of close rate.
- Set expectations — Explain the inspection process, what it covers, and any inspection fee policy.
- Book the inspection — Schedule on the shared calendar with address, gate/access notes, and the assigned estimator.
- Confirm and remind — Send a confirmation and a reminder before the appointment to cut no-shows.
- Brief the estimator — Pass the qualified lead packet (notes, photos, urgency) to the assigned estimator.
- Track the lead status — Update the pipeline stage so follow-up is owned and nothing stalls.
Quality check before you finish
- Every lead logged with source and contact info
- Response made within the response-time standard
- Repair/replacement and insurance status qualified
- Inspection booked with access notes and assigned estimator
- Confirmation and reminder sent
- Estimator briefed with the lead packet
- Pipeline stage updated and owned
This is a free, source-anchored standard operating procedure (SOP) you can print and hand to staff. It documents the work sequence for a Roofing business — not safety or regulatory rulings, which defer to the cited authorities, the applicable code, and your own health-and-safety plan. Open the tool above to print it, toggle ink-saver, or (with a free ToolFluency Business account) edit it to match your own workflow.
Sources
- NRCA (nrca.net)
- Better Business Bureau (bbb.org)
- U.S. Small Business Administration (sba.gov)
About Free Roofing Lead Intake SOP
Free printable lead intake and inspection booking SOP for roofers — capture, qualify, and schedule every lead so none slip through.
How to use
- Read the full procedure top to bottom before the work — the SOP runs in order and each step builds on the last.
- Toggle Ink-saver (black & white) for a cheaper mono print for the binder; leave it off for the full-color version.
- Click Print SOP to print or save as PDF. Print one per crew, laminate it for the binder, or attach it to the job in your scheduling system.
- Train new hires on it and have staff sign off. Found something out of date? Use the feedback link — flagged SOPs are re-researched against the source list.
Frequently asked questions
How fast should a roofing lead be contacted?
As fast as possible — speed-to-lead is consistently the strongest predictor of conversion, so set a written response-time standard (often measured in minutes for active leaks) and hold to it. Slow responses lose customers to the next contractor. This SOP makes the response time a tracked step rather than an afterthought.
Should you charge for a roof inspection?
That is a business-model choice; many roofers offer free inspections for sales while others charge for diagnostic or insurance-documentation visits. The key is a consistent, disclosed policy so every lead is treated the same. State the policy during intake to set expectations.
Part of ToolFluency’s library of free online tools for Printables. No account needed, no data leaves your device.