In the roofing industry, most contractors are world-class “hunters.” You are excellent at finding leads, closing deals, and building high-quality roof systems. However, as your business grows, the administrative “cooking”, the permitting, billing, scheduling, and constant follow-ups, often becomes a burden that stalls your momentum.
If you find yourself overwhelmed by the backend of your business, it’s time to rethink your operations. Drawing on insights from Thais Saenz of Saenz Global on the Roofer’s Helper Podcast, here is how you can move from being a bottleneck to a business owner focused on growth.
1. Identify the “Hunter vs. Cooker” Gap
A common challenge in construction is the disconnect between sales and operations. Contractors are naturally driven to hunt for new business, but they often lack the desire or structure to “cook” the results—meaning the administrative processing required to move a project from a signed contract to a completed job.
To bridge this gap, you need a “machinery” rather than just more people. This is where a Business Process Outsourcing (BPO) partnership differs from hiring a standard Virtual Assistant (VA). While a VA requires constant training and management, a BPO acts as a full-service partner that runs your backend with specialized experts in permitting, inspection scheduling, and material ordering.
2. Stop Being Your Own Bottleneck
One of the hardest realizations for a business owner is that the company can only grow as far as the leader does. Many owners believe that “no one can do it as well as I can,” but this mindset is a major hindrance to growth and can create a toxic work culture.
To achieve true freedom of time and see your team thrive, you must choose to delegate. Successful roofing companies, those scaling from $3 million to $30 million or even $100 million, are led by vision-driven owners who invest in themselves and empower their teams through systems.
3. Leverage the Right Technology Stack
You cannot scale a modern roofing business without a robust Customer Relationship Management (CRM) system. To streamline operations and eliminate communication gaps, the sources recommend:
• JobNimbus or Acculynx: These platforms are industry leaders for a reason; they allow you to manage the entire lifecycle of a job in one place.
• AI Integration: Use AI to handle 24/7 inbound calls and filtering. This ensures that when a lead calls, they are immediately put into your CRM and assigned to a sales rep, who can then wake up to a folder containing a measurement and a rough estimate already waiting for them.
4. Build for an Exit (Even if You Aren’t Selling)
Whether you plan to run your company forever or eventually sell, you should aim to make it attractive to private equity. Private equity firms and buyers look for a well-run back office where the finances are structured and the processes are documented.
If your business relies entirely on the information stored in your head, it has less value. Implementing Standard Operating Procedures (SOPs) and accountability measures for every team member ensures that your “machinery” can run without you having to touch every single task.
5. Focus on Data, Not Emotion
The most successful companies are data-driven. Instead of making decisions based on how you feel that week, look at your conversion rates: out of 50 leads, how many converted? Where did the others fall off? By using data to guide your growth, you can make objective decisions that protect your team from burnout while increasing your revenue.
Expert Tip: If you’re looking for a leadership resource to help you navigate these changes, Thais Saenz recommends the book Radical Candor by Kim Scott. It focuses on the power of being straightforward with your team while still lifting them up—a vital skill for any contractor moving into a leadership role.
Your business has a purpose, and it isn’t an accident that you’re where you are today. Double down on your growth, stop being the bottleneck, and start building the machinery your company needs to reach the next level.
