Navigating the complexities of working with Homeowners Associations (HOAs) can be challenging. But by leveraging the features and tools offered by AccuLynx roofing software, you can simplify your workflow, improve communication, and ensure compliance with HOA requirements.
This blog offers important factors to consider when working with HOAs–as well as some quick tips on how you can use AccuLynx to ensure smoother project approvals and more successful roofing jobs.
To successfully navigate HOA roofing projects, focus on these key areas:
- Understanding HOA roofing guidelines
- Providing detailed project proposals
- Effectively communicating with HOAs
- Maintaining compliance throughout the project
- Building long-term relationships with HOAs
Understanding HOA roofing guidelines
While many HOAs have similar requirements and standards when it comes to what homeowners can and cannot do to their homes–including their roof–there can be slight differences that make each one unique. These guidelines can range from roof style, the types and colors of materials that are used, to installation processes.
Before you start any project on a home that belongs to a HOA, ask for a copy of the covenants, conditions, and restrictions (CC&Rs, or bylaws). This will include all of the requirements you must follow.
It’s important for you to understand these different guidelines before agreeing to take on a job.
Providing detailed project proposals
Crafting a comprehensive, compliant project proposal is necessary to winning over homeowners and HOAs. Everything in your roofing quote must fall within the HOA roofing guidelines. Your proposal should detail the:
- Types of materials that will be used
- Material colors
- Scope of work
- Costs
Including visual components like photos of the damage or standard worksite setups will help the HOA better understand your project plans.
AccuLynx’s document management feature, Smart(er) Docs, enables you to create eye-catching, detailed proposals. In just a few clicks, your proposals can be customized to each job with cover pages, company information, photos, estimates, and more.
This single file gives the HOA everything they need to know about the plans for the project. If for some reason parts of the project are considered non-compliant, the proposal can be edited and reshared.
AccuLynx Tip: AccuLynx lets you create unlimited roofing proposal templates. These templates automatically fill in your job information, saving you from double data entry and starting from scratch each time. When starting a project with an HOA, create a template that includes approved materials, specifications, and necessary documentation. This streamlines the creation and approval process and ensures compliance with community standards.
Effectively communicating with HOAs
Once a project has been approved, clear, consistent communication with the HOA will lead to a successful project. On top of regular communication with the homeowner, you may be interacting with the HOA throughout the project.
Maintaining communication with HOAs is important in order to:
- Share documents: This may include proof of permits, estimates, material orders, and contracts.
- Obtain final approval: Many HOAs will need to approve the work you plan to do before it begins.
- Send updates: Keep the HOA in the loop as to how projects are progressing.
AccuLynx has tools and features that make it easy for you to provide excellent communication with HOAs. Right from AccuLynx, you can send texts and emails, informing HOAs about scheduled labor, material deliveries, progress photos, or any project delays. These can also be automated to help save time.
AccuLynx Tip: Add an HOA representative as a contact in your AccuLynx projects. This allows you to easily include them in job-related communications. All correspondence will be stored in the job file for future reference.
Maintaining compliance throughout the project
Conducting regular checks and providing consistent updates can help you and your teams to stay within the HOA’s roofing guidelines.
AccuLynx has key project management tools like:
- The Production Scheduler that can be used to schedule and view labor and deliveries. For example, if work is required to be done during certain times of the day, you can schedule labor within those dedicated timeframes and share the plans with the HOA.
- The Workflow Manager that can be used to create custom workflows for HOA projects. You can build a series of step-by-step checklist items that must be completed before a job can move forward. This helps ensure nothing gets missed and lets you know where a job stands in real-time.
AccuLynx Tip: The AccuLynx Crew App enables you to easily communicate with crews and subcontractors about your HOA projects. Right from the app, you can provide detailed job instructions, material delivery dates, and information like HOA guardhouse details or gate codes. Your crews can also check in and out of locations, ensuring work is being performed during approved hours.
Building long-term relationships with HOAs
If you can prove that you are trustworthy, easy to work with, compliant, and do good work, you can potentially leverage this to build long-lasting relationships with the HOA and land future jobs.
The CRM features in AccuLynx enable you to stay in touch with HOAs and homeowners even after the job is finished.
If the HOA is satisfied with your work, consider asking to be added to the preferred vendor list. Also, offering discounts on other trades like gutter cleaning, siding, or windows can be a great way to show dedication to the HOA neighborhood.
AccuLynx Tip: Since all past project information is stored in AccuLynx, you can refer back to past projects completed within the HOA when starting work on a new job. Include before and after photos, refer to past communication on HOA roofing guidelines, and have an accurate record of what materials were previously ordered.
Winning over HOAs is easy with AccuLynx
Winning over an HOA may be more challenging than winning over a single homeowner. From a more extensive approval process to extra regulations to follow, you may have more to prove to land a job.
But with AccuLynx, you can leverage the tools and features to effectively communicate, prepare detailed proposals, maintain compliance, and build long-term relationships with HOAs, helping you ensure more successful projects.
Schedule a demo to see how AccuLynx can help you win more jobs.
