A weekly contractor report should answer a short list of questions before Monday gets busy: who contacted us, who still needs a reply, which estimates are open, what work is booked, what money arrived and whether we have room for the next job. If the report cannot change a decision, it probably does not deserve its own chart.
This guide is for roofing, remodeling, HVAC, plumbing and other Central Florida home-service teams. It is a reporting framework, not a claim that we have collected these figures for an existing client. Start with the software you already have; some figures will not be available until you define lead and job statuses consistently.
The seven numbers worth checking every week
New qualified inquiries
Count unique people asking about a service you actually offer this week. Do not count every ad click or duplicate call as a new lead.
Where to check: Call log, inquiry inbox or CRM. Decision: Does someone own each real inquiry?
Unanswered or overdue inquiries
Count inquiries that have not received a human response within the response time your team agreed to. Track the age of the oldest one.
Where to check: Phone system, inbox or CRM timestamps. Decision: Who will reply today?
Estimates sent
Count quotes delivered to prospects, not merely drafted or scheduled. Keep the quoted amount separate from sales.
Where to check: Estimating or job-management software. Decision: Which quotes still need a conversation?
Open estimates requiring follow-up
Count quotes past your agreed follow-up date that are neither won, lost nor explicitly declined.
Where to check: Estimate status and next-action field. Decision: Which estimate owner follows up next?
Jobs booked or sold
Count accepted, confirmed work under one consistent definition. A requested estimate is not a booking.
Where to check: Signed proposal, job schedule or CRM won stage. Decision: What work has actually been committed?
Invoices paid and still outstanding
Show money received separately from issued invoices and unpaid balances. An accepted quote is not revenue collected.
Where to check: Accounting or invoicing system. Decision: Which unpaid items need attention?
Next-week capacity
Compare booked crews or appointment slots with realistic availability, noting jobs at risk of slipping.
Where to check: Crew calendar, dispatch board or booking system. Decision: Can we take on another job or should we adjust promises?
A one-page weekly report template
Use this structure in a sheet, document or an existing dashboard. Enter your real values beside the week ending date. If the data cannot be verified, write “not tracked”, not zero. Zero means you checked and found none.
| Report field | This week | Action owner / next step |
|---|---|---|
| New qualified inquiries | _____ | _____ |
| Unanswered or overdue inquiries | _____ | _____ |
| Estimates sent | _____ | _____ |
| Open estimates requiring follow-up | _____ | _____ |
| Jobs booked or sold | _____ | _____ |
| Invoices paid and still outstanding | _____ | _____ |
| Next-week capacity | _____ | _____ |
Keep leads, sales and cash in different columns
Marketing reports and accounting reports frequently describe different moments in the same customer journey. An ad click may become an inquiry; an inquiry may become an estimate; an accepted estimate may become a scheduled job; an invoice may be issued and paid later. Counting them all as revenue makes the report look impressive but hides what you need to fix.
- Lead: one distinct, relevant prospective customer contact, counted using your team's defined rules.
- Sale or booking: work actually accepted or scheduled under a consistent policy.
- Cash: payments recorded in your accounting system, not quoted project value.
- Profit: leave it out until labor, materials, subcontractors and other agreed costs are captured reliably.
If you want to see which campaigns produced booked jobs, you will need trustworthy lead-source information and a way to connect inquiries to their outcomes. Our CRM and lead-follow-up service covers that pipeline; our lead follow-up guide explains the basic statuses. Attribution should be marked unknown when the connection is missing, rather than assigning the job to whichever dashboard looks best.
A 15-minute Friday review
- Review unanswered leads and overdue estimates. Assign one next action and a due date to each.
- Compare booked work with crew capacity for the next week. Flag scheduling conflicts early.
- Separate invoiced amounts from cash collected and identify overdue balances.
- Choose just one reporting gap to fix, such as missing lead-source tags or inconsistent estimate statuses.
Can this report be automated?
Often some of it can, but only after checking what your existing CRM, estimating tool, scheduling calendar and accounting system support. Native reports or scheduled exports may be enough; other setups need a connector, paid software features or some manual reconciliation. No integration should be promised before checking permissions and data quality.
Boardroom offers automated business reporting and dashboards as a scoped service. We review the actual business questions and software first, then quote an implementation and ongoing support if the data supports it. There is no proprietary reporting platform to buy and no assumed results.