Keep crews producing when the weather and the adjuster control your calendar
Willowark builds AI automation and custom software for roofing contractors: tools that keep insurance claim jobs moving through the adjuster process, reschedule crews and material drops when the forecast turns, and make sure every door your canvassers knock becomes a followed-up lead.
We build around your existing sales CRM, accounting, and supplier ordering, then add what does not exist off the shelf: a claim pipeline with every document and deadline attached to the job, a weather-aware schedule that tells you who to move, and sub crew production tracked by square and reconciled against what you invoice.
A first roofing project usually starts with the file. We take the folder for a typical insurance job — the carrier estimate, the adjuster's scope, the supplement, the photos, the checks — and build the pipeline that tracks it, because that is where an office manager's week goes. Weather scheduling and sub crew pay sheets typically come next, since both depend on the same job record. We build around the CRM your sales team already lives in, on-site across the Capital Region and remotely with roofing companies nationwide, including storm-market contractors who follow the weather.
Reviewed
Sound familiar?
If you've said any of these, we should talk.
“Half our jobs are insurance and the paperwork is a full-time job by itself.”
We build a claim pipeline tracking each job through the stages that matter — adjuster meeting, scope agreed, supplement submitted, ACV received, build complete, depreciation released — with documents attached and deadlines flagged. Document processing pulls line items out of carrier estimates so nobody re-keys a scope.
“It rains Tuesday and I am rescheduling three crews and two material drops by phone.”
We build weather-aware scheduling that watches the forecast against your job calendar and surfaces conflicts days out instead of that morning. It proposes the moves, then notifies crews, homeowners, and the supplier in one action.
“Subs get paid by the square and we reconcile it off photos and text threads.”
We build production tracking that records squares, layers, pitch, and extras per job, captured by the crew lead with photos, then reconciled against the contracted scope into a clean pay sheet. Margin erosion shows while the job is still open.
“Storm leads come in on paper from door knocking and half never make it into the system.”
We give canvassers a fast mobile capture flow — address, homeowner, damage notes, photos, disposition — that lands directly in the CRM, with automated follow-up running from there. Leads stop dying in a truck console.
“Homeowners call every day asking where their job is, and the answer is somewhere in three people's inboxes.”
We give the homeowner an automatic status update at each stage — adjuster scheduled, materials ordered, build date set, inspection passed — by text or email, from the same pipeline the office works in. The calls drop because the answer arrived first, and when someone does call, anyone in the office can see the file.
How this industry actually runs
The operation as we usually find it.
Roofing schedules are written in pencil. A crew, a dumpster, and a material drop have to land on the same dry day, and one afternoon of rain reshuffles all three plus the homeowners expecting you. Storm work compounds it: a hail event floods a market, canvassers knock, and many jobs become insurance claims rather than retail sales. That means an adjuster meeting, a scope matching the carrier's numbers, supplements for what the adjuster missed, an ACV check up front, a depreciation release after completion, and often a mortgage company endorsing checks. Production crews are frequently subcontracted and paid by the square, so measurement, tear-off layers, and steep charges are money and get argued about. Permits, final inspections, and manufacturer warranty registration all apply, and someone has to photograph everything for the file.
From the phone and the truck to the office, without re-typing
Components:
- Calls, texts, forms (customers)
- Crews in the field (photos, hours, parts)
- Automation layer (AI + rules, review)
- Quotes & invoices (drafted for approval)
- Schedule & CRM (one source of truth)
Connections:
- Calls, texts, forms to Automation layer (capture)
- Crews in the field to Automation layer
- Automation layer to Quotes & invoices
- Automation layer to Schedule & CRM
What we build
Starting projects that fit Roofing.
- Insurance claim pipeline with adjuster stages, supplements, and depreciation release tracking
- Document processing that extracts scope and line items from carrier estimates
- Weather-aware crew and material scheduling with automatic notification of every change
- Mobile canvassing capture that puts storm leads into the CRM before the truck leaves
- Sub crew production tracking by square, layer, and extras, reconciled to contracted scope
- Permit, final inspection, and manufacturer warranty registration tracking per job
- Automated retail quote follow-up and review requests once the final inspection passes
- Automatic homeowner status updates at each stage of the job, from the same pipeline the office works
Capabilities we bring
What we'd build first
Three places a first project usually starts.
01
Insurance claim pipeline with adjuster stages, supplements, and depreciation release tracking
02
Document processing that extracts scope and line items from carrier estimates
03
Weather-aware crew and material scheduling with automatic notification of every change
On-site across the Capital Region and remote nationwide — see where we work.
Working in Roofing?
Tell us the line.
What runs by hand, what is not connected, what you are trying to build. An engineer replies within one business day with whether and how we would approach it.
Common questions
What Roofing teams ask first.
Can software really help with the insurance side, or is that always manual?
The judgment stays manual — what to supplement and how to argue it is your expertise. Automation handles tracking and transcription: knowing which of sixty open claims waits on the adjuster versus the mortgage company, and flagging a depreciation release that has sat three weeks.
How does weather-aware scheduling work in practice?
We pull forecast data for each job's location, compare it against scheduled build days, and flag conflicts a few days out with a suggested reshuffle. You decide what moves. The system then notifies the crew, homeowner, dumpster company, and supplier.
We use subcontracted crews. Can you track their production and pay?
Yes, and it is one of the higher-return builds in roofing. Squares installed, layers torn off, steep and high charges, and extras get captured on site with photos, then reconciled against contracted scope into a pay sheet both sides work from.
We follow storms into other states. Can the system travel with us?
Yes, and it should be built that way from the start. Everything runs in the cloud, so canvassers, sales reps, and crew leads work from their phones in whatever market you are in, and the office sees it the same day. Permits, licensing, and carrier practices differ by state, so we keep those as settings per market rather than hard-coding one. We work on-site across the Capital Region and remotely with contractors wherever the storm season takes them.
Can you read the carrier's estimate so we do not retype every line item?
Typically, yes. Carrier estimates arrive as PDFs in a handful of common formats, and document processing extracts the line items, quantities, unit prices, and totals into a structured scope on the job. That gives you a starting point for the supplement, since your measured quantities sit next to the adjuster's. Extraction is reviewed by a person before anything is relied on, and unusual formats get flagged rather than guessed.
Strategy. Software. Systems.
Engineering for Roofing.
Describe the problem in your own words. An engineer reads it — not a sales script — and tells you plainly what it would take.