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Overview

This guide takes you through a real roofing workflow in Zuper, from the moment a lead comes in to the moment payment is recorded. As you complete each stage, you will see how Zuper automates the hand-offs between your sales team, production crew, and back office — so nothing falls through the cracks. Plan for 30 to 45 minutes to complete the full walkthrough. You will use both the Zuper web app and the Zuper mobile app.
Before you begin: When you create your test customer, use your own email address as the customer name. This lets you receive every notification your customers would — inspection confirmations, proposals, invoices — so you can experience both sides of the process at once.

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What you need

  • Access to the Zuper web app
  • The Zuper mobile app installed on your device
  • The pre-built outside sales login below, or your own outside sales user if you have created one | Field | Value | |---|---| | Email | john@email.com | | Password | Zuper@123 |
The pre-built user, John, plays the role of your outside salesperson. He handles inspections and proposals on site throughout this trial.

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Phase 1: Qualifying the lead

Web app · approximately 5 minutes This phase creates your first customer and triggers Zuper’s automated lead workflow. Create a test customer
1

Go to Customers

Select Customers in the left sidebar, then select Add New Customer.
2

Enter customer details

Enter your email address as the customer name. Add any address using Pick from a map.
3

Save the customer

Select Save.
Zuper creates a Lead Qualification job the moment you save a new customer. Watch for workflow activity in the bottom-right corner of the screen — it might take up to 45 seconds to appear.
Find the job in the pipeline
1

Go to Jobs

Select Jobs in the left sidebar.
2

Switch to Kanban view

Select Kanban view in the top-right corner.
3

Open your job

Locate your job in the Prospects / Lead column and open it.
Schedule and assign a salesperson
1

Assign the salesperson

Assign the pre-built John login, or select your own outside sales user if you have created one.
2

Set the schedule

Set the schedule to now.
Run the lead qualification
1

Complete the intake form

Work through the lead intake form — communication preferences and what the customer is looking for.
2

Confirm the lead

When asked Is this a genuine lead?, select Yes.
3

Schedule the inspection visit

Schedule the inspection visit. This is the action that moves the job forward.
After you confirm the inspection visit, the job moves automatically from Lead to Inspection. The schedule and assignment are cleared — the job is now ready to be booked as an inspection appointment.

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Phase 2: Running the inspection

Web app and mobile app · approximately 15 minutes This phase covers the on-site inspection, checklist completion, proposal generation, and customer sign-off. Schedule the inspection — web app
1

Open the job

Open the job, which is now in the Inspection pipeline.
2

Set the schedule and assign your salesperson

Set the schedule and assign your salesperson.
Switch to the mobile app
1

Log in

Log in to the mobile app as your assigned salesperson.
2

Open the job

Open the job from the dashboard.
3

Update status to On My Way

Update the status to On My Way. This starts the travel timer and sends a live-tracking notification to the customer.
Arrive on site
1

Update status to Arrived

Update the status to Arrived. The travel timer stops and the inspection flow begins.
Fill out the inspection checklist Work through all checklist items and upload photos. Your responses here drive what appears in the proposal — Zuper uses the checklist to build the quote automatically. Two fields are pre-configured to demonstrate this: Handle the insurance question When the checklist asks whether this is an insurance claim, you have two paths to explore:
Select No to proceed with a standard proposal. Zuper moves into intelligent quoting and generates a Good, Better, Best proposal from your inspection findings. Continue with the steps below.
Generate and send the proposal
1

Submit the checklist

Submit the checklist and update the status.
2

Select the proposal template

Select the Good, Better, Best + Metal Roofing System template.
3

Create the proposal

Select Create Proposal, then swipe to refresh — the quote is already built.
4

Send the proposal

Select Send to email the proposal to your customer address.
Select Present to walk through the proposal on your device as you would with a real customer. The good, better, and best options, color picker, add-ons, and the pipe boots you flagged all appear in the presentation.
Collect the customer’s signature and deposit
1

Sign the proposal

Open the proposal email and sign off, or sign directly on the mobile app.
A deposit is collected automatically at the point of signature.
Approve the quote — web app
1

Return to the web app

Return to the web app and open the job.
2

Update the quote status

Update the quote status to Approved.
This is an intentional manual step. It gives your team a chance to review everything before work goes into production. Once approved, the quote line items are added to the job automatically and the job moves into the Production pipeline — schedule and assignment cleared, ready for the crew.

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Phase 3: Managing production

Web app and mobile app · approximately 10 minutes This phase covers purchase orders, crew scheduling, on-site status updates, and job completion. Review the purchase order
A purchase order (PO) is generated automatically from the accepted quote. It starts in draft.
1

Open and review the PO

Open the PO on the web app and review it.
2

Send to your vendor

Send it to your vendor using the standard PO template.
Receive materials
1

Open the purchase order

When materials arrive, open the purchase order.
2

Mark quantities received

Mark quantities as received.
Assign crew and schedule
1

Assign the production team

Assign the production team to the job.
2

Set the schedule

Set the schedule. The customer receives a notification to confirm.
Update statuses on site — mobile app Update the job status in order as the crew moves through the day:
1

On My Way

Update to On My Way — starts the travel timer and notifies the customer.
2

Arrived

Update to Arrived — travel time stops.
3

Site Preparation

Update to Site Preparation — triggers the OSHA checklist.
4

Production Started

Update to Production Started — work begins. Each status change is timestamped and logged.
Complete tasks in order Tasks must be completed sequentially. You cannot mark the job complete until all tasks are done.
1

Work through each task

Select each task to reveal its checklist and complete it.
2

Complete the permitting task

Complete the permitting task — it includes its own set of fields, for example jurisdiction details.
Handle a change order (if scope changes on site)
1

Flag extra materials in the checklist

Flag the extra materials in the checklist, for example 8 additional pieces of decking.
Zuper automatically generates a change order proposal, sends it to the customer for electronic signature, and adds the new line items to the job — no separate job or manual update needed.
Complete the job
1

Add completion photos

Add completion photos.
2

Log unused materials

Log any unused materials. Zuper will either return them to inventory or generate a Return Material Authorization for the supplier automatically.
Handle additional production phases If the job requires further work after roofing — for example, gutters or siding — Zuper handles this within the same job. At the Closed status, a checklist prompts the team to select the next production category. The job then cycles into that phase automatically, with the schedule and assignment cleared for the next crew. This continues until all production work is complete. Collect the customer’s completion sign-off
1

Collect the customer's signature

Have the customer sign the completion form on site.
2

Collect the rating

The customer rates the job using the three-tier feedback system.
The job is now complete. Zuper moves it into the Revenue pipeline and generates the invoice automatically.

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Phase 4: Invoicing and payment

Web app · approximately 5 minutes This phase covers invoice review, sending, and payment recording. Review and send the invoice
The invoice is generated automatically from the accepted quote and includes all approved change orders. It starts in draft.
1

Open the invoice

Go to the Accounting module and open the invoice.
2

Review line items

Review the line items.
3

Send the invoice

Select Send. The customer receives an email with the invoice and a payment link.
Record payment
1

Open the invoice

Once the customer pays, open the invoice.
2

Record the payment

Select Record Payment.
3

Select a payment method

Choose your preferred payment method.
The job status updates to Paid in Full automatically. Partial payments and overdue statuses are tracked and updated the same way.

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What Zuper handled automatically

Throughout this walkthrough, Zuper automated six key hand-offs so your team did not have to:

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Frequently asked questions

  1. Can I use my own login instead of the pre-built John account?
    Yes. Create your own outside sales user in the account settings and assign that user during scheduling. The pre-built login is provided as a convenience so you can get started immediately.
  2. What happens if I select Yes for the insurance claim?
    The job category updates to Claim and a different process flow begins. You can explore this path independently. Return to the standard flow by selecting No in a fresh run to see the Good, Better, Best proposal experience.
  3. Can I try both the insurance and standard quote flows?
    Yes. Run through the inspection checklist twice — once selecting Yes and once selecting No — to compare both workflows within the same trial account.
  4. What if the Lead Qualification job does not appear after I save the customer?
    Wait up to 45 seconds and watch for workflow activity in the bottom-right corner of the screen. If the job still does not appear, refresh the page and check the Jobs module in Kanban view. If the issue continues, contact Support.