You might be leaving money, time, and efficiency on the table without realizing it.
Most roofing contractors invest in software hoping to save hours, land more jobs, and keep customers happy. But many only scratch the surface, leaving the software underutilized. It sits there, underperforming like a hammer without a handle—full of potential but clunky to wield.
If you’ve noticed jobs slipping through the cracks, slow quotes, or weak follow-ups, it’s more than just an annoyance—it’s costing you time and money. Roofing isn’t an office job, but too many roofers spend more time glued to screens than on roofs. The right software should make your business run smoother and work as hard as you do. If it’s not, it’s time for a change.
This article covers six reasons why your roofing software might be underperforming—and how to fix it. These aren’t theoretical ideas but practical, battle-tested strategies that roofing pros have already used to unlock their software’s potential. Stick with it, and by the end, you’ll know exactly what steps to take to supercharge your results. Let’s dive in.
1. You’re Using the Wrong Software
Not all roofing software is created equal. Some tools slow you down and make everyday tasks harder than necessary. If your software feels clunky or doesn’t fit your needs, ask yourself: is it helping or hurting your business? Good software should streamline operations, not add to your workload.
Is Your Software Holding You Back?
If your software can’t handle quotes, automate follow-ups, or provide solid reports, it’s not pulling its weight. A system must do more than just organize—it should move your business forward.
Does your software integrate well with your CRM, accounting tools, or project management systems? If not, it’s creating extra work. An outdated or confusing interface also wastes time and frustrates your team, keeping your business behind the curve.
The Hidden Costs of Bad Software
Every wasted hour spent navigating a poor system costs time that could be spent closing deals or booking jobs. Without automation and real-time tracking, you miss leads, fall out of sync with projects, and bleed time.
What to Do Next
Evaluate your current software. Does it meet your needs or slow you down? Focus on core tasks like quoting, scheduling, and follow-up. Your tools should simplify your job. Look for software that integrates smoothly with what you already use and helps your business grow.
2. You’re Not Using All the Features
Many roofing companies invest in software but barely tap into its potential. It’s easy to rely on the basics like scheduling and customer tracking, but these are only the tip of the iceberg. If your software offers more tools, why not use them?
Features You’re Missing
Still typing out follow-up emails one by one? Automation can handle that, saving you hours while ensuring every lead gets a response. Let the system do the heavy lifting so you can focus on closing deals.
If you’re bouncing between spreadsheets and apps to create quotes, you’re working twice as hard. Most roofing software includes built-in estimating tools that generate quotes in minutes. Use them to save time and impress clients.
Are you tracking jobs with sticky notes or in your head? That’s a disaster waiting to happen. Built-in dashboards offer an instant view of every project—what’s done, what’s next, and where things are falling behind.
Make the Most of What You Have
Dig deeper into your software’s feature list. Train your team to use tools you’ve overlooked. Pick one feature, like automation or project tracking, and assign someone to master it. The more you use these tools, the more your business will benefit. Don’t leave easy wins on the table.
3. You’re Not Seeing the ROI You Expected
Many roofers invest in software with high hopes, but when the return on investment (ROI) doesn’t show up quickly, frustration builds. The truth is, software alone can’t fix everything. It’s only as good as the processes behind it. Even the best tool falls short without the right processes in place.
Why It’s Not Working
Are you still manually creating reports? Your software should automate tasks like quoting, scheduling, and reporting. If you’re doing these manually, you’re the bottleneck, not the software.
Are you tracking key performance indicators (KPIs) like lead generation, sales, or job completion times? Without tracking, you can’t see if your software is driving results. KPIs reveal whether your business is moving forward—or stuck.
Make Data Work for You
Your software probably has built-in reporting tools. Are you using them? These tools track job profitability, customer acquisition costs, and crew efficiency. If you’re not using them, you’re missing valuable insights. Quicker quotes and better follow-ups should improve customer satisfaction. If they don’t, you might not be using the software fully.
Set up regular KPI tracking. Establish clear goals and review the software’s performance each month. Use the reports to tweak your strategies, whether it’s sales or job management. Adjusting as you go will help you maximize your ROI.
4. Your Team Isn’t Trained Properly
Even the best software won’t help if your team doesn’t know how to use it. Poor adoption and lack of training render powerful tools ineffective. A system is only as strong as its users, and if your crew isn’t up to speed, your results will suffer.
Why Training Matters
Too many roofing companies invest in software but skip training. Without guidance, teams miss out on time-saving features. Familiarity with manual processes makes workers resist change, but that keeps them from benefiting from the software.
If you didn’t have a clear onboarding process, your team can’t make the most of it. Start with proper training from day one, and continue with regular updates, especially when new features are added.
Getting Your Team Onboard
Incentives work. Offer rewards to those who master the system and improve results. Show how the software makes their daily tasks easier, using real-world examples like faster quotes and smoother project tracking.
Reach out to your software provider for refresher sessions. A proactive approach ensures your team stays sharp. Set measurable goals, whether automating follow-ups or improving job tracking, to motivate your team to work smarter.
Measure and Reward Success
Track performance after training. See how well your team uses the software to meet goals, and reward those who succeed. Bonuses, time off, or public recognition can encourage your crew to embrace the tools and get better results.
5. You’re Not Customizing the Software to Fit Your Business
Roofing software is designed to handle various business models, but using it straight out of the box without customizing it leaves potential untapped. Tailoring your software ensures it works for you, not against you.
Why Customization is Key
Default settings rarely suit any business perfectly. Your company has its own way of operating, and without customizing the software to fit, you’re making more work for yourself. Customization streamlines operations and clears up bottlenecks.
What You Can Customize
Set up job-specific workflows so your crews handle tasks aligned with your process. Don’t force a generic system onto your team. Customize forms, quoting templates, and follow-up emails to reflect your brand. A polished system saves time and impresses clients. Finally, don’t settle for dashboards cluttered with irrelevant data—focus on what really matters, like your sales pipeline and job progress.
Review your workflows and look for bottlenecks. Customize templates for common tasks like estimates and invoices. Finally, adjust your dashboard to keep key performance indicators (KPIs) front and center.
6. You’re Not Integrating the Software with Other Tools
Roofing software works best when it integrates with other tools you rely on. If it doesn’t connect to systems like your CRM, accounting software, or industry-specific tools like LeadScout, CompanyCam, or EagleView, you’re creating extra work. Missed connections lead to clunky workflows, duplicated efforts, and lost data. Proper integration reduces manual tasks and keeps everything in sync.
Key Integrations to Consider
Does your software sync with your CRM or lead management tools like LeadScout? Without this, you’re stuck re-entering leads and losing valuable data. Integration ensures smoother lead tracking and better follow-ups.
Are you still manually inputting job costs and invoices? By integrating with accounting platforms like QuickBooks, you automate finances, speed up billing, and reduce errors.
Roofing-specific tools like EagleView can streamline quoting by automatically pulling in roof measurements. CompanyCam helps with job site documentation. When these tools sync with your other software, project management and communication become much easier.
The Risks of Not Integrating
Without integration, you create data silos. Teams working with separate data sets leads to confusion. Manual data entry also wastes time and invites mistakes. Every manual entry increases the chance of errors that cost you time and money.
List the tools your team uses—CRM, accounting software, LeadScout, CompanyCam, EagleView, and more. Check if your roofing software integrates with them. Once integrated, data syncs automatically, cutting down on manual tasks and improving workflow.
Conclusion
Maximizing your roofing software’s potential doesn’t have to be complicated. You’ve already made the investment, now it’s time to fully utilize it. Whether you’re using the wrong software, missing key features, or skipping integrations, these problems have solutions. Each missed opportunity is a chance to streamline operations, save time, and close more deals.
Take action. Evaluate your current tools, train your team, and customize your software to fit like a glove. Don’t let inefficiencies hold you back. Make the necessary changes, and your business will run smoother, faster, and more profitably. The right tools, used the right way, can transform how you work. Now it’s time to put them to work for you.
Oh, and speaking of software…
To see ProLine in action, check out our overview video on YouTube and get a feel for how it could fit into your business.
If you’re ready to take the next step, book a demo of ProLine and discover how it can streamline your operations.
Curious about other options? Check out our guide to the 8 best roofing CRMs to find the right fit for your company.
