USER GUIDE

How to Ensure Your Project Won’t Get Rejected

• 1. Take photos of everything! If it is mentioned in the app, take at least one photo of it.
• 2. If you are unsure about an item on the roof, write something about it in the notes section and take photos
• 3. Don’t forget to upload the insurance paperwork and the Telemetry Report for the property.
• 4. BE THOROUGH! A job will never be rejected for having too many photos or too many notes. Take pictures of EVERYTHING requested in the app.
• 5. If you are subcontracting multiple trades, upload the subcontractor bids/quotes/estimates (when available) for each trade.
• 6. Remember, an accurate and detailed report depends on providing the proper information. To prevent having to make changes to the report after it has been submitted, make sure all the items that need to be accounted for are represented in the file.
• 7. If no insurance paperwork is available for the project (i.e. The insurance carrier won’t write an estimate until they get a bid from the contractor), write an explanation as to why in the notes section.

Using the mobile app

How do I use the mobile app?

The TotalScope app is designed to be very intuitive. When you log in, you will have 4 choices:

• 1. Initial Inspection
  • a. This form is a sales tool to help you land a new client. If you’re door-knocking, or doing an initial inspection, use this form for your initial roof visit. Fill in the client info, follow all the prompts, take the appropriate pictures and at the end it will ask your for signature. You can click “Auto-Fill” and it will be put in your signature for you, or you can sign in the box on the screen. Next, accept your signature, click the box to have the report emailed to the homeowner and click Submit. This will send the homeowner a professionally laid-out report with your contact information. This report is also available from your TotalScope dashboard under Reports.
  • b. The next page will give you the option of creating a Contingency Agreement to put you in contract with the homeowner. You can also choose to go straight to the roof scope to create the comprehensive report needed by TotalScope in order to create your estimate. You can also go to the Home Screen from this page.
  • c. If you choose the Contingency Agreement, this will take you to your company’s C.A., modified by us for your use inside the app. Follow the prompts and on the final page the homeowner will have the option, but not the requirement, to sign the app. You, as the sales rep, should sign the agreement. This will be emailed to the client for their records, or if you need them to print a hardcopy for signatures. This document is also stored in your TotalScope dashboard.
  2. New Project
  • a. From your home screen, you can also choose to go straight into a new project, or a full roof scope, if you do not need to use the Initial Inspection or Contingency Agreements in the TotalScope app.
  • b. Simply click New Project, fill in the client info and follow all prompts to complete the scope. To ensure the best possible estimate from TotalScope please take as many pictures as possible. There is no such thing as too many pictures and they are stored in the cloud on our system.
  • c. If you are also doing gutters, click the Gutters box at the bottom of the client info page and a gutters section will be added to the questionnaire.
  • d. You’ll need to choose if you’re doing a single-family scope or a scope for a MF or commercial property, as this affects the estimating process and price of the file.
  • e. If you have questions about any particular section on the app, just click the (i) button to the left and a pop-up will appear to explain that section.
  • f. When you have completed this questionnaire, you will be taken back to the home screen.
  3. Unsynchronized Projects
  • a. Projects typically synch to the cloud automatically when they are completed, but there are times when you are out of mobile or wifi reception, so the file is stored locally in your phone until you have reception. If you do not see the completed scope in your TotalScope dashboard (on the website), click on Unsynchronized Projects in the app and you’ll see the option to upload the completed scopes to TotalScope.
  4. Clients
  • a. If you’ve completed an Initial Inspection or both an Inspection and Contingency Agreement, but not a full scope yet, you can click on Clients from the home page and open a client file and then choose the scope to complete that portion of the file. Once the Roof Scope has been completed, and other pertinent documents uploaded, then TotalScope can prepare your estimate.
  • b. TotalScope does not need your Initial Inspection or Contingency Agreement in order to prepare your estimate; those are tools to assist you in securing the client.

TotalScope Web Portal

• 1. Admin’s login
  • a. The Admin can see everyone in the company and what’s in those people’s purview as well. For example, the admin can click on Sales Manager’s and see the different sales managers in the company, as well as the “file activity” of the managers, and the sales reps that work under that sales manager, as well as the activity of those reps.
  • b. Admin can click on Claim Handlers and see files that have been completed by TotalScope and are now being handled by the Claim Handler.
  • c. Admin can click on Sales Reps to see their activity.
  • d. The Admin can also add sales managers, claim handlers and sales reps, delete them or edit their information.
  • e. The Admin is able to view payments made to TotalScope and corresponding invoices, as well as edit company and credit card information.
  • f. Because all employees have app access, the Admin is also able to perform roof scopes and handle files themselves, which is what the New, Submitted, Closed, Rejected and Withdrawn Files links are all in the dashboard.
  • g. The Reports link will show any Initial Inspection and Contingency Agreement reports created by that user.
  2. Claim Handler’s login
  • a. From the Claim Handler’s dashboard, they are able to email company employees directly from their dashboard.
  • b. Claim Handlers can retrieve completed files in order to start negotiating with the insurance companies.
  3. Sales Manager’s login
  • a. Similar to the Admin, the Sales Manager has access to their own files, as well as viewing/editing the activity of the Sales Reps under their management.
  • b. The Reports link will show any Initial Inspection and Contingency Agreement reports created by that user.
  4. Sales Reps login
  • a. The Sales Reps have access to only their own files.
  • b. The Reports link will show any Initial Inspection and Contingency Agreement reports created by that user.

Shared Nav Bar Links

• 1. New Files
  • a. These are new user-generated files that the user has not yet submitted to TotalScope. The user will click on New Files, then choose Edit for the client they wish to edit prior to submitting to TotalScope.
  2. Submitted Files
  • a. These files have been submitted to TotalScope for preparation of estimate. These files are not editable while in Submitted status.
  3. Closed Files
  • a. These files have been successfully completed by TotalScope and returned to the Sales Rep and Claim Handler.
  4. Rejected Files
  • a. These files have been rejected by TotalScope as incomplete. Please open the file to Edit status to read the note from TotalScope as to why it was rejected. From here, you can complete the file and resubmit to TotalScope.
  4. Withdrawn Files
  • a. These are files that the roofing company employee has put into Withdrawn status due to not securing the roofing contract.

Submitting a File to TotalScope

• 1. Step One
  • a. Log in to your Dashboard and click New Files.
  • b. Click Edit for the applicable client.
  2. Step Two
  • a. Choose which trades are applicable to this file.
  • b. Choose whether or not O&P is applicable to this file.
  • c. Click Go to File.
  3. Step Three
  • a. From here you can edit Client Info, Trades, O&P Warranted. Just click the edit button next to each.
  • b. Below this, the Info bar shows tabs for:
    • I. Gutters (if applicable)
    • II. Roof Report
    • III. Pictures
    • IV. Insurance Docs
    • IV. Miscellaneous Docs
  • c. Click on any of these to see their current status. You can edit the Gutters and Roof Report information by clicking on the applicable tab, then the line underneath and on whatever line item needs editing.
  • d. You can also upload new photos into any particular roof/gutter section, or into the gallery for general photos.
  • e. Under the Insurance Docs tab, please upload ALL applicable insurance documents you have in order for us to process the estimate, for all trades that this estimate pertains to.
  • f. At the bottom of the page, you can choose to either Withdraw the file if the homeowner is no longer a client, or you can Submit File if the file is ready for TotalScope.
  • g. The pop-up window will present a number of items requiring acknowledgment in order to submit. Because you will be charged at this point, MAKE SURE the file is COMPLETELY ready to go in order to prevent a rejected file.
  • h. Once the file has been successfully submitted to TotalScope, we will process the file and return it to you and your Claim Handler, or only to you if the file has been rejected.
  • i. If the file is rejected, you will receive an email to that effect with the reason why inside the email. When you open the file from the Rejected Files link on your left nav bar, the reason for rejection will be repeated there. Correct the mistakes and resubmit when ready.