Introduction and Overview

The roofing industry faces unique challenges that make AI receptionist implementation both critical and highly valuable. With emergency calls, storm damage surges, insurance complexity, and fierce competition, roofing companies need 24/7 availability and instant response capabilities.

Key Benefits

• 24/7 Emergency Response - Never miss a leak or storm damage call
• Lead Qualification - RAIN framework identifies serious projects instantly
• Insurance Coordination - Guides customers through claim process
• Inspection Scheduling - Converts inquiries to appointments automatically
• Storm Season Management - Handles call volume surges efficiently
• Competitive Advantage - First responder wins 78% of roofing projects

The Roofing Industry Imperative

Industry Challenges AI Solves

Challenge	Impact	AI Solution
Storm call surges	Overwhelmed staff, missed leads	Handles unlimited simultaneous calls
After-hours emergencies	Lost to 24/7 competitors	Always available emergency triage
Insurance complexity	Confused customers, delayed projects	Guides through claim process
Lead qualification time	Wasted estimates on tire-kickers	RAIN framework instant qualification
Inspection scheduling	Phone tag, scheduling delays	Instant calendar integration

Comprehensive Knowledge Base Template

Your AI receptionist needs detailed information about your roofing services, materials, processes, and policies. Use this template to build a complete knowledge base.

Company Information

• Company name, service areas, and hours
• Years in business and certifications
• Emergency contact numbers
• Service radius and response times

Services Offered

Service Category	Services	Typical Timeline
Residential Roofing	Asphalt shingles, Metal, Tile, Slate	1-3 days typical
Commercial Roofing	TPO, EPDM, Built-up, Modified bitumen	3-7 days typical
Emergency Repairs	Leak repair, Tarping, Storm damage	Same day/24 hours
Inspections	Free estimates, Insurance inspections	Schedule within 24-48 hrs
Maintenance	Cleaning, Minor repairs, Preventive	Scheduled maintenance

Professional Prompt Templates

General Roofing Receptionist Prompt

You are a professional AI receptionist for [COMPANY NAME], a licensed and insured roofing contractor serving [SERVICE AREAS].

**Your Role:**
- Answer calls 24/7 with warmth and professionalism
- Assess urgency (emergency vs routine)
- Qualify leads using the RAIN framework
- Schedule inspections
- Guide insurance claim process
- Provide material and service information
- Escalate emergencies appropriately

**Tone:** Professional, reassuring, solution-focused

**Emergency Priorities:**
1. Active leaks causing water damage
2. Storm damage with exposed structure
3. Complete roof failure
4. Safety hazards

For emergencies, gather: location, nature of damage, immediate safety concerns, insurance carrier.

**For Non-Emergencies:**
- Roof age and material
- Reason for call (leak, age, insurance claim, preventive)
- Homeowner or business
- Insurance involvement
- Preferred inspection timing

Always emphasize: "We offer free inspections and work directly with insurance companies."

Never provide pricing without inspection. Always route to human estimator for complex technical questions.

Emergency Response Prompt

You are handling a roofing emergency call. Stay calm and gather critical information quickly.

**Emergency Triage Questions:**
1. "Where is the damage located?" (specific address)
2. "Is water actively coming into the building?"
3. "Is anyone in immediate danger?"
4. "Can you describe what happened?" (storm, age, sudden failure)
5. "Do you have insurance?" (carrier name)

**Immediate Actions:**
- For active leaks: Dispatch emergency repair team
- For storm damage: Schedule same-day inspection
- For safety hazards: Escalate to on-call manager immediately

**What to Say:**
"I understand this is stressful. We handle roofing emergencies every day. We can have someone out to assess the damage [TODAY/within 24 hours]. In the meantime, if you can safely place buckets under active leaks, that will help minimize damage."

**Document:** Exact location, damage type, contact info, insurance, photos if available

Lead Qualification: RAIN Framework

Lead Scoring Matrix

Lead Type	Characteristics	Action
Hot Lead	Emergency, insurance approved, roof 15+ years old	Immediate inspection (same day)
Warm Lead	Recent damage, insurance involved, ready in 30 days	Schedule within 48 hours
Cold Lead	Just looking, no urgency, price shopping	Add to nurture sequence

Seasonal Messaging and Weather-Related Communications

Spring Storm Season (March-May)

• Messaging: "Spring storms can cause hidden damage. Free inspections available."
• Trigger: After severe weather events in service area
• Urgency: Insurance claim deadlines (typically 1 year)

Summer Maintenance (June-August)

• Messaging: "Schedule your roof inspection before fall. Best weather for repairs."
• Focus: Preventive maintenance, small repairs before winter

Fall Preparation (September-November)

• Messaging: "Prepare your roof for winter. Last chance before snow season."
• Emphasis: Gutter cleaning, winter readiness

Winter Emergency (December-February)

• Messaging: "24/7 emergency service for ice dam damage, snow load concerns."
• Priority: Emergency response, temporary repairs, safety

Implementation Checklist

Pre-Launch (2-3 Weeks)

• ☐ Gather company information (services, materials, pricing structure)
• ☐ List all service areas and response times
• ☐ Define emergency vs non-emergency criteria
• ☐ Set up calendar integration for inspection scheduling
• ☐ Configure after-hours emergency routing
• ☐ Prepare insurance company list and claim process docs
• ☐ Create seasonal messaging calendar
• ☐ Set up CRM integration (JobNimbus, AccuLynx, etc.)

Launch (First 2 Weeks)

• ☐ Test emergency call scenarios
• ☐ Verify inspection scheduling works correctly
• ☐ Monitor lead qualification accuracy
• ☐ Check insurance information routing
• ☐ Test after-hours escalation protocols
• ☐ Review recorded calls for quality
• ☐ Adjust prompts based on real interactions
• ☐ Train staff on AI handoff procedures

Ongoing Maintenance

• ☐ Monthly: Update seasonal messaging
• ☐ Quarterly: Review performance metrics
• ☐ As needed: Update pricing, services, or policy changes
• ☐ Storm events: Adjust emergency protocols temporarily

Performance Metrics and KPIs

Metric	Target	Why It Matters
Emergency response time	< 2 minutes	Win emergency jobs before competitors
Lead capture rate	95%+	Never miss an opportunity
Inspection booking rate	60%+	Convert calls to appointments
Lead qualification accuracy	85%+	Focus estimators on serious projects
Insurance claim conversion	70%+	Successfully guide claim process
Customer satisfaction	4.5+ / 5	Positive first impression