Commercial & Residential Roofing & Exterior Restoration · Chicago, IL

Stanley Roofing Chicago: Stopping Incomplete PM Files & Catching Special-Order Skylights / Board & Batten 4 Weeks Earlier

Owner: Jeremy Robins & Luke
Edge Operations Manager: Jaqueline Vitor
EdgeOS Progress: Sprints 1-4 (All 4 Core Whimsical Maps + 2 Sub-Workflows, 4 Priority Playbooks, Role Library, and Scorecards)
Tools Used: JobNimbus, CompanyCam, DocuSign, QuickBooks, Xactimate, Claude

01 · The "Before" Reality

The Tuesday-Morning Mess

In Chicago's fast-paced roofing season, Project Managers at Stanley Roofing managed jobs end-to-end, which meant they frequently pushed incomplete job files to production crews without required shingle/siding colors, exact measurements, or special-order flags. Special-order materials like custom skylights and board & batten siding weren't being caught until 4 weeks after the permit was pulled - right when the crew was supposed to build. On top of that, uncoordinated dispatch led to two separate material runners being sent to the exact same job site, and QuickBooks wasn't even linked to JobNimbus job numbers.

02 · Single Constraint Diagnosis

Primary Constraint Locked In

Incomplete Project Manager (PM) Files Sent to Production Crews - PMs were pushing jobs to crews without verified colors, measurements, or special-order items (skylights and board & batten siding discovered 4 weeks post-permit), causing chaos like sending two material runners to the exact same job, plus disconnected DocuSign vs. JobNimbus contracts and stalled mortgage check endorsements / lien waivers.

Insert a hard Pre-Production Scope Verification & Special-Order Audit Gate owned by Jaqueline Vitor between Contract Signed and Crew Scheduled. No PM file can be released to a crew or material runner until 100% of colors, measurements, and special-order items (skylights, board & batten) are verified in JobNimbus and CompanyCam.

03 · What Was Built in the Sprints

Specificity, Workflows & Playbooks

Mapped all 4 Core Workflows in Whimsical (Lead Acquisition, Sales & Scope, Fulfillment, Retention/Ascension) plus 2 Specialized Sub-Workflows (Xactimate Supplementing & AR / Mortgage Check Endorsements), and built the Pre-Production Scope Verification & Special-Order Audit Playbook in JobNimbus and CompanyCam led by Operations Manager Jaqueline Vitor.

04 · Real Rollout Friction & Course-Correction

How the System Held Up in Real Life

While mapping the Sales-to-Fulfillment handoff in Sprint 1, Jaqueline uncovered a hidden software disconnect: sales reps were getting binding homeowner signatures in DocuSign, while JobNimbus's native e-sign status stayed unupdated - so the office couldn't tell which contracts were legally binding inside JobNimbus. Jaqueline documented the exact DocuSign-to-JobNimbus Reconciliation step inside the Pre-Production Playbook and collaborated directly with both the Sales Manager and Production Manager so the new workflow reflected real-world field execution rather than theoretical boxes.

05 · Before vs. After Operational Shift

What changed in the work.

Operational Dimension	Before EdgeOS	After EdgeOS Install
Owner Involvement	Jeremy and Luke were pulled into daily production fires, duplicate runner dispatches, and stalled commercial growth because PM files were incomplete.	Jaqueline audits every JobNimbus file against the Pre-Production Scope Verification Playbook before production scheduling; Jeremy focuses on larger commercial projects.
Workflow Execution	Special-order skylights & board & batten missed for 4 weeks post-permit; DocuSign disconnected from JobNimbus; QuickBooks unlinked to job numbers.	6 Whimsical Workflows + 4 Core Playbooks (20-Min On-Site Inspection & CompanyCam Report, Pre-Production Scope & Special-Order Audit, Mortgage Check & Lien Waiver, Xactimate Supplementing).
Visibility & Cadence	No centralized tracking of mortgage check endorsements or lien waivers.	Dedicated AR / Mortgage Check & Lien Waiver Sub-Workflow and Weekly Scorecard live in JobNimbus/Google Sheets.

06 · In Their Own Words

"I want to make these changes. The QuickBooks thing you said - we're not even using it, we're not linking it, we're not using jobs properly and job numbers... Key bottlenecks identified while mapping: 1. Pushing incomplete PM files to production/crews without required scope, colors, or measurements. 2. Delays in catching special-order items (skylights, board & batten) 4 weeks post-permit. 3. Mortgage check endorsement stalls and lack of Lien Waiver ownership. 4. JobNimbus e-sign tools disconnected from actual binding DocuSign contracts."

Jeremy Robins (Co-Owner, Stanley Roofing) & Jaqueline Vitor (Scorecard & Sprint Reviews)

Additional Workstreams Shipped

Additional Sprint Workstream 01

The "20-Minute On-Site Inspection & CompanyCam Photo Report" Playbook

What was built: Built the 20-Min On-Site Inspection & CompanyCam Photo Report Playbook, standardizing the exact sequence of roof, gutter, skylight, and siding photos a PM must capture in CompanyCam during the initial 20-minute site visit so desk estimators and supplementers never have to send a runner back to re-measure.

Additional Sprint Workstream 02

Unblocking Mortgage Check Endorsements & Assigning Lien Waiver Ownership

What was built: Created a dedicated AR / Mortgage Check Endorsement & Lien Waiver Sub-Workflow and Playbook, assigning clear ownership in the Sprint 3 Role Library for drafting contractor Lien Waivers and chasing mortgage company check endorsements so completed Chicago roofs convert into collected cash without 30-day stalls.

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