Turning maintenance data into better decisions

By Jesse Sanchez. 

Connected maintenance and inspection tools can help contractors improve consistency, streamline service workflows and turn field data into stronger business insights. 

For commercial roofing contractors, managing service and maintenance can involve hundreds of visits, inspections, repairs and customer touch points. Keeping that activity organized is essential not only for completing work efficiently but also for maintaining consistent communication and understanding how service operations are performing. Dataforma grew out of that challenge. The software was originally developed after a roofing company struggled to manage service tickets through a combination of Excel files, whiteboards and paper forms. Reflecting on the problem that started the development process, Dataforma Chief Operating Officer Brian Cook explained during this CoatingsCast™, “The original reason was we needed a better way to run our service department.” 

While contractors now have more technology available, Brian said familiar service challenges remain, including getting invoices out quickly and ensuring inspections are completed consistently. Emphasizing the importance of a standardized process, Brian noted, “We need our inspections to be consistent. I can't have Megan go out and do an inspection and it looks this way and then Brian goes out and does an inspection and it looks another way.” 

That need for consistency also helped shape Dataforma’s new maintenance module, which grew from contractor feedback at the company’s Design Summit. The module is designed to help contractors manage recurring maintenance agreements across multiple buildings by showing outstanding visits, tracking profitability and connecting maintenance activity with resulting repair work. Inspections support that process by documenting completed visits with photos and recorded deficiencies. 

Dataforma has also changed how field users interact with its inspection technology. Rather than requiring technicians to follow a rigid sequence, the updated experience allows them to document roof conditions as they encounter them while the software handles more of the organization behind the scenes. Brian said, “You just go out, figure out what's wrong up there.” 

The information collected through maintenance and inspections can also support broader business decisions. Contractors can review recurring deficiencies, examine service history and compare issues across roof systems, properties or regions, turning individual field visits into a larger source of operational insight. 

Listen to the podcast or Watch the conversation to learn more about how connected maintenance and inspection processes can help contractors improve service consistency, organize recurring work and make better use of field data!