Elevate Roofing Streamlines Sales, Service, and Billing with HubSpot

Elevate Roofing & Exteriors is a full-service roofing and exterior company serving homeowners and businesses across the Southeast. Known for exceptional craftsmanship and a customer-first approach, they’ve built a reputation for getting the job done right—from  small repairs to major commercial projects.

Despite their success with customers they were struggling internally with their current systems working together. Tracking leads, managing projects, and communicating with customers felt more painful than it needed to be. Their COO, Chris knew that he needed to find a better path forward or this would hold them back from their growth goals

The mission to disrupt the status quo and go all in on digital transformation included streamlining operations, improving efficiency and unlocking growth potential with HubSpot—their platform of choice.

Challenges

• Their business relied heavily on Acculynx, a costly and clunky tool that created disconnected systems, data silos, and made it difficult for the team to work efficiently and see the full picture of their operations and get to historical data.
• Exporting historic data required 3 distinct CSVs for each branch of the business, which would require stitching together 25-30 CSVs with thousands of rows of data manually.
• Fragmented data and reporting from different branches of the business made it difficult to get a 360° picture of the business, hindering reliable reporting a company needs to make business decisions.
• Missing crucial project management of vendors, suppliers, and subcontractors tied to projects.
• Many roofing projects could require 75–80 photos for each project, and other files such as contracts, permits, insurance claim information, labor and material receipts, in order to legally complete their work
• Sales team was manually writing invoices, contracts and quotes from their office and in the field.
• Tracking of job expenses was manual and cumbersome relying on spreadsheets.
  

Solutions

Implementing HubSpot

Due to the complexity of manually exporting and importing data from Acculynx, a mutual decision was made to start fresh with HubSpot, import some critical contacts and companies, and phase out Acculynx as the jobs tracked there were closed.

Starting with detailed Discovery, the Elevate and media junction teams worked to document current processes and looked for ways to improve them. This included:

1. Setting up Pipelines: 4 Deal pipelines accounting for residential and commercial properties and whether insurance was involved or not were created. Required properties served as guardrails to make sure reps were entering the information the company needed. A production pipeline was created in Service Hub with similar required properties and ticket creation was tied to Deals being closed won with a workflow.

2. Association Labels: Custom labels for Insurance Companies, Agents, Adjustors, Material Suppliers, and Sub-contractors, along with a Client label were created so everyone knows the roles involved.
   

3. Record Customization: Creating a way to approve Deals without upgrading to Enterprise was accomplished by using a custom record card only visible to sales managers. Workflows to move deals along the pipeline were triggered by these properties and also moved the Deals back if they were moved forward without approval.
   

4. Routing and Notification Workflows: Notifications were needed when deals entered various stages. Since Elevate works in several states, a company branch property was used to route alerts and notifications. Ticket workflows would also trigger a notification to the Deal Owner to send a final bill when the job was completed.
   

5. Expenses Custom Object: A custom object to track expenses for each deal was created. Rollup properties on the Deal could show reps running profitability throughout the lifecycle of the job. Additionally, the team needed a way to track job expenses in HubSpot with field level permissions, so that the finance team could enter expenses as they came in, and reps could see (but not edit) the profitability of their deals.
   

6. Setting up Commerce Hub: Elevate now quotes, invoices, and accepts payments through HubSpot. The number of trips to the bank to deposit physical checks is greatly reduced as payments come in faster through ACH.

7. Integrating CompanyCam with a Custom Coded Workflow: While there is a native integration between CompanyCam and HubSpot, it is limited to creating notes in the record activity but doesn’t sync properties. To support the two systems fully required a custom coded workflow tied to their OpsHub to grab the documents from notes created by the CompanyCam integration and place them in the appropriate custom file properties. The workflow relies on a standard naming convention. A catch-all property was created for misnamed files that creates a HubSpot notification alerting managers to review files.
   

Results & Insights

Significant Cost Savings from System Consolidation

By migrating from Acculynx to HubSpot, Elevate Roofing avoided hiring a full-time administrative assistant and will sunset Acculynx, saving an estimated $70,000–$100,000 annually in salary and software costs..

Increased Efficiency

Routing and notification workflows allow the team to focus on higher-value work, saving an estimated 40+ hours per week across the organization.

The Bottom Line

With Hubspot, Elevate Roofing transformed their business from fragmented and manual to integrated, efficient and ready to scale.