Before you start
When setting up your test customer, use your own email address as the customer’s email. This lets you receive the same notifications your customers would — inspection confirmations, proposals, invoices, and updates — so you can see the full customer experience alongside the back-office view.Mobile app — trial outside sales login
- Email: Your email ID.
- Password: <your company login name>@123
Step 1: Qualifying the lead
Where: Web app · Time: 2–5 min
Create the test customer
1
Go to Customers
In the sidebar, go to Customers → Add New Customer.
2
Enter customer details
Enter the customer name and your email address — this is your test customer for the trial.
3
Add an address
Add any address using Pick from a Map. Choose something local to you.
4
Save
Select Save.
1
Go to Jobs
Go to Jobs in the sidebar.
2
Select the Prospects pipeline
Select the Prospects pipeline at the top left. This switches to Kanban view, filtered by leads only.
3
Locate your job
Your job appears in the Prospects / Lead pipeline, ready to advance.
1
Drag the pipeline card
Drag the pipeline card for your lead and drop it into Qualifying on the Kanban board.
2
Complete the intake form
Work through the lead intake form — communication preferences, what the customer is looking for. These are all customizable fields you can configure in the back end.
3
Confirm the lead
When asked “Is this a genuine lead?”, select Yes and submit.
What just happened: The job moved from Lead to Inspection automatically, with the status updated at each step. The job is now ready to be booked as an inspection appointment.
Step 2: Running the inspection
Where: Web app + mobile app · Time: 5–10 min
Schedule and assign a salesperson
1
Assign a user
At the top right of the job, select + under Users/Teams Assigned to assign the pre-built John Wayne mobile app user.
2
Schedule the inspection
Select the Schedule calendar icon at the top left, under the job title. Schedule for right now.
3
Enter measurements
Go to the Measurements tab on the left side and manually enter measurements.
Measurements populate automatically once you integrate your measurement provider. You can also upload a measurement file instead of entering values manually. Intelligent quoting relies on measurements to calculate — if you do not enter them, the proposal will not populate.
1
Log in
Log in as your assigned salesperson.
2
Open the job
Open the job on the dashboard.
3
Update status to On My Way
Update the status to On My Way — this starts the travel timer and sends the customer a live-tracking notification.
Insurance claim — two paths to explore This is a good point to try both flows. Each follows a different process in Zuper.
- No — Standard quote flow
- Yes — Insurance claim flow
Select No to proceed with a standard proposal. The system moves into intelligent quoting and generates a Good, Better, Best proposal from your inspection findings. Follow the remaining steps in this phase.
We suggest selecting No first, then returning to explore the Claim flow later.
Fill out the inspection checklist Work through all items and upload photos. Your responses directly drive what appears in the proposal — Zuper uses the checklist to build the quote automatically using intelligent quoting. Two fields are pre-configured to demonstrate this in the trial:
- Ventilation: Select Box Vents — this is enough to include it in the proposal.
- Roof penetrations: Select Pipe Boots — mark the condition as Failed and enter the quantity to include them.
Generate and send the proposal
1
Submit and update status
Submit the checklist and update the status to Create Proposal.
2
Choose a template
Choose a proposal template and select Create Proposal.
3
Find the quote on mobile
In the mobile app, go to the Associated tab. Swipe down to refresh — the quote is built and waiting toward the bottom.
4
Add a cover image
Select the quote, then choose a proposal cover image from the job gallery or your device.
5
Send to customer
Select Send to email it to your customer.
6
Review from email
Go to your email, open the notification, review the quote, sign off on an option, and select color choices and any optional add-on products.
Present on the mobile app (optional) Select Present to walk through the proposal on your device. The good/better/best options, color picker, add-ons, and the inspection items you flagged — pipe boots and vents — are all reflected here. Customer accepts and signs — deposit collected Sign off on the proposal from the email or on the mobile app. When Zuper Pay is enabled, a deposit is collected automatically at the point of signature. Approve the accepted quote — web app Back on the web app, the quote status updates to Accepted and the job updates to Won automatically. Update the status to Approved.
This is an intentional manual step — it gives your team a chance to review before anything goes into production.
What just happened: The quote line items were added to the job automatically. The job has moved into the Production pipeline — schedule and assignment cleared, ready for the crew.
Step 3: Managing production
Where: Web app + mobile app · Time: 5–10 min
Manage production The inspection job automatically updates to Production with a status of New-Production. Update the status to Pre-Production from the web app. Purchase order created A purchase order (PO) is generated automatically from the accepted quote line items when the job enters New-Production status. The PO starts in draft.
1
Open Purchase Orders
In the right-hand sidebar, select Purchase Orders.
2
Review the PO
Review the PO, then select Send to Vendor.
3
Choose a template and send
Choose the standard PO template and send.
Receive materials Once materials arrive, mark quantities received in the purchase order.
An “Accept All” one-click option is coming soon to streamline materials receipt.
1
Assign the production team
In the upper-right Users/Teams Assigned section, select + to assign the production team.
2
Set the schedule
Select the Schedule calendar icon at the top left of the job to set the date and time. The customer receives a notification to confirm the schedule.
Scheduling can also be done from the calendar or dispatch board. Follow these steps manually here to complete the flow.
On site — update statuses via mobile app
1
Confirm the schedule
Update the status to Schedule Confirmed.
2
Update job statuses on mobile
In the mobile app — make sure John Wayne is still assigned to the production job — update the job status through each stage:
- On My Way
- Arrived
- Site Preparation (complete checklist)
- Roof Installation
Complete tasks in order Tasks must be completed sequentially. Select each task on the mobile app to reveal its checklist, complete it, then mark it as completed.
Tasks can be configured for parallel execution if sequential completion is not required.
1
Update status to Change Order
Update the status to Change Order in the checklist.
2
Select item and enter quantity
Select the item needed, then enter the quantity in the respective field — for example, eight additional pieces of decking.
Complete the job
1
Update status to Job Complete
Update the job status to Job Complete.
2
Add completion photos
Add completion photos in the checklist.
3
Log unused materials
Log any unused materials — Zuper either returns them to inventory or generates a Return Material Authorization (RMA) for the supplier automatically.
Multiple production phases — for example, gutters or siding If the job requires further production work after roofing, Zuper handles this within the same job — no new job needed. At the Closed status, a checklist prompts the team to select the next production category. The job cycles into that phase automatically, with the schedule and assignment cleared for the next crew. This continues until all production work is complete.
Multi-category production is not configured in this trial account.
Customer signs off on site The customer signs the completion form and rates the job using the three-tier feedback system.
What just happened: The production job is complete. Zuper moves it into the Revenue pipeline automatically and generates the invoice.
Step 4: Invoicing and payment
Where: Web app · Time: 2–5 min
Invoice generated from production The invoice includes everything from the original quote plus any approved change orders. It starts in draft. Review and send
1
Open the invoice
In the right-hand sidebar, select the invoice under Invoices.
2
Send to customer
Review it, then select Send. The customer receives an email with the invoice and can pay directly from there.
Record payment Once paid, Zuper automatically records the transaction based on the selected payment method. The job status updates to Paid in Full automatically. Partial payments and overdue invoice statuses are tracked and updated the same way.