Tools: ClickUp (Single Source of Truth), Make.com, Stripe, PhoneSites, PandaDoc, Email/SMS Integrations

Artisan Roofing struggled with scattered workflows across sales, operations, finance, and communication. Processes were manual, slow, and error-prone. I built a fully automated operating system inside ClickUp—centralizing projects, tasks, dashboards, and custom fields into a single source of truth.

The system automated lead handling → sales → project execution → finance → client communication → closure, eliminating manual handoffs.

Leads from website forms, agency, and VA automatically created in ClickUp.

AI-powered estimation inputs synced directly into the sales pipeline.

Upon sales closed-won, ClickUp auto-generated the full project workspace & templates.

Proposal + Contract triggered through PandaDoc.

Automated client notifications (Email/SMS).

System updated ClickUp fields in real time as contracts were signed.

Auto-scheduling based on crew availability, specialty, and workload.

Site visit assignments synced from PhoneSites → ClickUp.

PM & crew received automated status updates.

Invoice generation triggered from ClickUp.

50% deposit required (Stripe link + reminders).

Payment synced back to ClickUp → unlocking material orders & scheduling.

Final payment automation triggered upon project completion.

Material orders sent to suppliers automatically.

Order tracking updates fed back into the ClickUp project.

Client updates at every stage.

Internal PM + crew summaries automated (daily/weekly).

Site issues fed into ClickUp for instant visibility.

Automatic final payment link

Archiving, documentation, feedback request

Full project summary generated for internal metrics

Zero data loss across departments thanks to centralized workflows

Automated handoffs replaced previously manual coordination

Faster lead conversion due to instant pipeline creation

Contracts sent and signed 3× faster

Crew scheduling became fully optimized and conflict-free

Material delays reduced through automated supplier communication

Payment collection improved with automated invoices + reminders

Cash flow became predictable and tracked in real time

Artisan Roofing now operates on a fully automated, scalable workflow, powered by ClickUp as the operational backbone. The system connects sales, PM, finance, and field ops into one real-time automated ecosystem—reducing errors, speeding delivery, and increasing revenue.