Roofing production schedule: from signed contract to final inspection
Steps from signed contract to final inspection: materials, permits, crews, weather and updates.
Selling a roof is only half the job. Between the signed contract and the final inspection, a roofing company has to line up materials, permits, crews, dumpsters and inspections, often for many jobs at once and with weather changing the plan every week. A written production schedule keeps that from living in one person's head. This checklist is for residential roofing companies, including those doing insurance work.
1. Hand off from sales to production
When a contract is signed, production should receive everything needed to schedule the job without calling the salesperson.
- Signed contract and scope: tear-off or overlay, number of layers, decking replacement terms, ventilation, flashing and gutter work.
- Material selection: manufacturer, product line, color and accessories.
- Measurements and roof report, with photos.
- Access details: driveway, gate, landscaping concerns, pets, and where materials and the dumpster can go.
- For insurance work, the claim status and what has been approved so far.
2. Pre-production checks
- Permit: check whether the jurisdiction requires one, apply, and record the permit number and expiry.
- HOA: if there is a homeowners' association, confirm whether it must approve the material and color.
- Materials: confirm stock and delivery date with your supplier. Special-order colors can take longer.
- Insurance work: confirm what the carrier has approved and what is still pending, and that the homeowner understands their part before work begins.
- Homeowner decisions: final color confirmed in writing.
A job is ready to schedule only when every item is checked. Keep a ready-to-build list separate from the signed list.
3. Build the schedule
- Assign each ready job a crew and a target start date.
- Schedule material delivery for the day before, or the morning of, depending on your supplier and the site.
- Schedule the dumpster drop and pickup.
- Book any subcontractors, such as gutter installers, in sequence after the roof.
- Note the inspection type required by the jurisdiction and when it must be requested.
4. Plan for weather
- Check the forecast for the job's planned days before confirming with the homeowner.
- Decide your crew's rule for starting tear-off when rain is possible, and write it down.
- Keep a short list of backup jobs that are ready to build, so a crew is not idle when a planned job slips.
- When a job moves, move the delivery and the dumpster with it, and tell the supplier.
5. Keep the homeowner informed
Homeowners usually want three things: when you are coming, what will happen, and when you will be done.
- Confirm the start date a few days before, and again the day before.
- Send a short guide: move vehicles, take down wall hangings that may shake loose, keep pets inside, and expect noise.
- If weather delays the job, say so as soon as you know, with the next planned date.
- At completion, explain the cleanup, the inspection and what comes next on payment and warranty.
6. Production day checklist for the crew lead
- Confirm the scope, material and color against the contract before tear-off.
- Photograph the roof before work, decking issues found during tear-off, and the finished roof.
- Record any decking replaced or extra work, as the contract requires, and get approval before going beyond the agreed scope.
- Check flashing, ventilation and penetrations against the scope.
- Run a magnetic sweep and full cleanup before leaving.
7. Close the job
- Request the final inspection if one is required, and record the result.
- Send the final invoice. For insurance work, send the documentation the carrier needs to release remaining funds.
- Register the manufacturer warranty if applicable.
- Schedule the dumpster pickup if it has not happened.
- Ask for a review once the homeowner has seen the finished roof.
8. Weekly production meeting
Once a week, look at the full list together.
- Signed but not ready, and what each is waiting on.
- Ready to build, in order.
- Scheduled this week and next, with crews.
- Completed but not inspected, invoiced or paid.
Each job should have one owner for its next step and a date.
Where software fits
A production schedule is easier to keep when the contract details, photos, job status and homeowner messages are in one record. Monaxion is roofing CRM, scheduling and dispatch software that keeps the job record, shows the schedule by crew, and prepares homeowner updates that your team approves before sending. Book a demo to see your production list in it.
Published 2026-10-31 · General guidance only; follow the codes, labels and rules that apply where you work.
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