The CRM Built for Contractors
Contractor CRM is office software for roofing, siding, exterior and other trade contractors, made by Cibbster Designs. It tracks every lead from the first call or website request to the final payment: a pipeline of lead statuses, a drag-and-drop job board, estimates and invoices built from saved line items and templates, a private link where customers approve estimates online, scheduling and a shared calendar, client records, crew licence and insurance tracking, and marketing tracking that shows which flyer or campaign brought in each job. It was built for, and runs the office at, Michigan Exterior Pros.
- Website requests become leads automatically
- Estimates customers approve from their phone
- Jobs nobody invoiced get flagged
- See which marketing actually pays
Sound familiar?
Leads arrive by website, phone, text, referral and walk-in, and they live in a voicemail box, a notebook and three people's heads. Nobody is sure who called whom back.
Estimates are typed from scratch in Word, emailed as attachments, and approved — or not — somewhere in a text thread. Jobs get finished and never invoiced. And when the flyer bill arrives, nobody can say whether it brought in a single job.
One system for the whole office
Contractor CRM covers the work between the first phone call and the final payment. Pick an area to jump straight to it.
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Lead Tracking
Every request gets an answer, and you can see at a glance who is waiting on you.
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Office & Admin
Less time hunting for information, and new office staff can find their way around on day one.
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Estimates & Invoices
Professional estimates out the same day as the visit, and no finished job left unbilled.
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Customer Approval Link
Estimates get answered in days instead of weeks, and the approval is on record.
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Job Board & Crews
Everyone knows what's scheduled, who's on it, and what's still waiting on materials.
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Marketing & Website
Spend your marketing budget on what produces jobs, and cut what doesn't.
Lead Tracking
Every request for work becomes a lead with one page that holds everything about it: contact details, what they asked for, where they came from, notes, jobs, schedule, money, photos and documents.
What it means for you: Every request gets an answer, and you can see at a glance who is waiting on you.
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Website requests land automatically
Your website's quote form creates the lead, sends the customer a "we got your request" email, and files obvious spam on its own so it never reaches your pipeline.
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Phone, text, walk-in and referral leads
Add the rest by hand in under a minute: how they reached you, how they heard about you, the referral and the service they need.
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A pipeline that moves itself
New, Follow Up, Appointment Set, In Progress, Hold, Completed and Job Lost. A lead moves to In Progress when it gets a job and to Completed when every job is done, invoiced and paid.
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Find the leads nobody touched
Search by name, phone, email, address or service, filter by marketing source, and sort by "longest since a note" to catch the ones slipping through the cracks.
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Notes and a full history
Every call, quote and promise is noted with who wrote it. Every change — status, contact info, jobs, payments, emails sent — is logged with who did it and when.
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See what they looked at
For website leads, open the visit and see every page they read before asking for a quote. Returning customers are spotted by phone or email.
Office & Admin
The dashboard is the first thing your office sees each morning, and it only shows what needs doing.
What it means for you: Less time hunting for information, and new office staff can find their way around on day one.
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A dashboard that tells you what's next
Your pipeline at a glance, new leads waiting, estimates customers approved or declined, finished jobs not yet invoiced, and everything coming up in the next two weeks.
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Scheduling and a shared calendar
Inspections, estimate visits, job starts and expected completion dates, each assigned to a person. Overdue items turn red; invoices coming due show on the calendar too.
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Clients, not just contacts
One client can hold several people (spouse, tenant, property manager), several phone numbers and emails, every property they own, and every job you have ever done for them.
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Bring your client list with you
Import clients from a Jobber export. Upload a newer one any time and only what's new is added — nothing you entered is overwritten.
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Blacklist the problem customers
Mark a client you won't work for again, with the reason. Any new request from the same phone or email shows a red warning before anyone books it.
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Users, roles and access
Admins see everything. Office staff see only what you tick for them: leads, marketing or the blog. Costs and margins stay admin-only.
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Photos and documents on the job
Before, during and after photos straight from a phone, plus contracts, permits, drawings and insurance papers stored on the lead they belong to.
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Print and export
Contact lists by status and date range, printed or downloaded as a spreadsheet, whenever you need them.
Estimates & Invoices
Build an estimate from your own line items in minutes, send it as a branded PDF and a private link, then convert it into the invoice with one click once it's approved.
What it means for you: Professional estimates out the same day as the visit, and no finished job left unbilled.
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Saved line items and job templates
Save the lines you quote every week with their prices, then build a template for each common job — "Roof replacement", "Gutter install" — and start every estimate from it.
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Measured lines are highlighted
Anything that changes per job, like squares of roof or feet of gutter, is highlighted until it's filled in, so a half-finished estimate can't go out.
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Optional add-ons
Offer upgrades as optional lines. The customer ticks the ones they want on their link and the total updates itself.
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Deposits, discounts and tax
Set the amount due before the job starts as a percentage or a fixed figure, apply a discount and a tax rate, and print your own payment terms.
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Warranties and disclaimers
Keep your standard wording on file and drop it onto any estimate, then adjust it for the job without changing the saved version.
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Your cost and margin, privately
Admins see the job cost, profit and margin as the estimate is built. It never prints and office staff never see it.
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Payments and balance due
Record deposits and payments against the right invoice. The balance updates, the invoice turns Paid by itself, and the lead closes out.
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Every invoice in one list
Filter by status, overdue or salesman, search by number, name or line item, and see totals billed and still owed.
Customer Approval Link
Every estimate and invoice can have its own private web page. The customer opens it on their phone with a link and a password — no app, no account.
What it means for you: Estimates get answered in days instead of weeks, and the approval is on record.
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Approve by typing their name
The customer reviews every line and approves the estimate on the spot. You see it on your dashboard straight away.
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Decline with a reason
If they say no, they tell you why, so you know whether it was price, timing or a competitor.
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Pick their own upgrades
Optional add-ons can be ticked on the link, and the total and deposit update as they choose.
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Ask for changes
A change request emails your office and waits on the estimate until someone marks it done.
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Download the PDF
The same branded PDF you would have emailed, always the latest saved version, with every payment recorded so far.
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Locked down
Wrong passwords lock the link for a while, and you can replace or switch off a link at any time. Customers who call in can still be marked approved by your staff.
Job Board & Crews
Sold work becomes jobs — one per trade — on a board you can drag cards across from your desk or your phone.
What it means for you: Everyone knows what's scheduled, who's on it, and what's still waiting on materials.
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A board for the whole season
To schedule, materials ordered, scheduled, in progress, final walkthrough, complete and on hold. Each card shows the customer, address, crew, start date and how long it's been sitting there.
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"Needs invoice" catches lost money
A completed job no invoice covers yet is flagged on the board and on the dashboard until someone bills it.
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Crews assigned by trade
Add a roofing job and your roofing crew is filled in for you. Filter the board by crew to see exactly what each one has coming.
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Salesmen and project owners
Assign who sold it and who's running it. Their phone and email are a click away on every lead.
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Licence and insurance on file
Store each crew's builder's licence, workers' comp and liability policy with a copy of the certificate. Anything missing is flagged on every job they work.
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Warranty work tracked separately
Mark a call-back as warranty work and it prints at no charge, so you can see what warranty jobs are really costing you.
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Ready-made customer emails
Send "job scheduled", "schedule changed" and "job complete, thank you" emails from the lead in a couple of clicks, each one logged.
Marketing & Website
Connected to your website, the CRM shows which flyer, sign, mailer or ad brought in each lead — and what it cost you.
What it means for you: Spend your marketing budget on what produces jobs, and cut what doesn't.
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A marketing tracker with real costs
Log every flyer drop, mailer, menu ad, yard sign and sponsorship with its dates and cost. Each one shows the leads it brought in and your spend this year.
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Campaign links and QR codes
Make a tracked link and print-ready QR code for any flyer or sign. Visits and quote requests through it are credited to that campaign automatically.
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Website analytics built in
Visitors, where they came from (including AI assistants), which pages they read, where people gave up on the quote form, and phone-number taps.
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Email your customers
Write an email once and send it to leads, past clients or both. Each person is greeted by name, gets one copy, and can unsubscribe.
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Website offers and alerts
Put this month's flyer on your website and a short alert bar across every page, then take it down or bring an old one back from the admin.
What changes in your office
| Task | Without it | With Contractor CRM |
|---|---|---|
| Website requests | Sit in an inbox until someone checks it | Become leads instantly, with spam filtered out |
| Follow-up | Depends on who remembers | Sort by "longest since a note" and see who's waiting |
| Estimates | Typed from scratch in Word | Built from your templates and saved prices in minutes |
| Approval | Lost in a text thread | Signed off online, recorded with name and time |
| Finished jobs | Sometimes never invoiced | Flagged "Needs invoice" until they are |
| Crew paperwork | Expired insurance noticed too late | Missing licence or insurance flagged on every job |
| Marketing | A guess | Leads and cost per campaign, side by side |
A typical job, step by step
Here is how one roofing job moves through the system, from the website request to the final payment.
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Request comes in
A website request lands as New, or your office adds the phone call. It shows on the dashboard and in the Leads count until someone picks it up.
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First contact
Call them, note what was said, and book the inspection on the schedule, assigned to the salesman.
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Estimate
Start from a template, fill in the measurements, add optional upgrades, and send the PDF and the customer link.
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Approval and deposit
The customer approves on their phone. Record the deposit against the estimate.
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Jobs and schedule
Add a job per trade — the crew fills in — set the start date and send the "job scheduled" email.
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Do the work
Move cards across the job board and add before, during and after photos as it happens.
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Invoice
Convert the approved estimate into the invoice, add the photos if you want them on it, and send it.
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Get paid
Record the final payment. The invoice turns Paid and the lead closes as Completed on its own.
Something for everyone on the job
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Owners
The whole business on one dashboard: pipeline, money owed, job costs and margins, and which marketing pays.
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Office staff
One place for every lead, schedule and invoice, with only the menus they need and a built-in help guide.
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Salesmen
Their appointments on their own calendar, templates to estimate from, and approvals that arrive on their dashboard.
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Customers
A clear, professional estimate they can approve, customise and download from their phone.
Built with Michigan Exterior Pros
Contractor CRM was not designed in the abstract. It was built alongside Michigan Exterior Pros, an exterior contractor running roofing, siding, gutters, decks and commercial work, and it runs their office every day — from the first website request, through the estimate, the crew and the schedule, to the final payment. Every feature on this page came from something their office actually needed.
Set up around your business
You don't start from a blank screen. We set it up with your trades, your prices and your customers, then train the people who will use it.
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Walkthrough
A live demo on real-looking data, and a conversation about your trades, your crews and how your office works today.
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Set up for your business
Your logo on the PDFs and emails, your trades and crews, your line items, prices, templates, warranty and disclaimer wording.
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Bring your data
Clients imported from your Jobber export, and your website's quote form connected so requests flow straight in.
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Train the office
A session with the people who will use it every day, plus the built-in Help & guide that covers every screen.
Pricing depends on the size of your team and how much setup you need, and is quoted after the demo. Book a demo
Contractor CRM FAQs
What is Contractor CRM?
Contractor CRM is office software for trade contractors, made by Cibbster Designs in Lapeer County, Michigan. It keeps leads, jobs, estimates, invoices, payments, schedules, clients, crews and marketing in one web-based system, with a private link where customers can approve estimates online. It runs the office at Michigan Exterior Pros, the exterior contractor it was built with.
Which kinds of contractors is it for?
It was built for an exterior contractor doing roofing, siding, gutters, windows, decks, painting and commercial repairs, so it fits any trade business that sells jobs from an estimate and sends crews to do them. Trades, crews, line items and templates are all yours to define, so it is not tied to exteriors.
Does it work on a phone?
Yes. It runs in a web browser on phones, tablets and computers with nothing to install. Phone numbers tap to call, addresses open in maps, job cards can be moved from a phone, and crews or salesmen can upload photos straight from the camera.
Can customers approve estimates online?
Yes. Each estimate or invoice can have a private link and password. The customer can review every line, tick optional upgrades, approve by typing their name, decline with a reason, request changes and download the PDF. If they approve by phone or in person, your staff can mark it approved instead.
Can I move my clients over from Jobber?
Yes. Upload the client export from Jobber and the CRM shows who is new and what will be added before anything is saved. You can upload a newer export later and only new information is added; nothing already in the CRM is changed or removed.
Does it take card payments?
Not at the moment. You record payments as they come in — check, cash, card or financing — and put each one on the invoice it is for, so balances, paid invoices and completed leads stay accurate. If online payment matters to your business, raise it on the demo.
Can I control what my office staff see?
Yes. Every user is either an Admin, who sees everything, or Office Staff, who see only the areas you allow: leads and invoicing, marketing, or the blog. Job costs, margins and crew insurance details are visible to admins only.
Does it connect to my website?
It is designed to. When Cibbster Designs builds or hosts your website, its quote form feeds new leads straight into the CRM, and the analytics, campaign links, flyers and blog are managed from the same admin. If your website is elsewhere, we will talk through the options on the demo.
Book a Contractor CRM demo
We will walk you through it on screen, using a contractor's real day: a request coming in, an estimate going out and a job getting paid. No obligation.
Book a DemoTwo minutes to fill in, and it comes straight to us.