Send a $4,800 cedar privacy fence quote from the customer's backyard, measured, materialled, dated. Dispatch the install crew and post-hole truck the morning the materials land. Track which Dallas neighborhoods pay 51% margin and which ones bleed you on rocky soil.
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The five things that decide whether you book the $4,800 cedar privacy job or lose it to the next contractor. On-site linear-foot quoting with materials priced in. Crew and post-hole truck dispatch the morning materials land. Photo records of the property line and final install. Real margin per job including rocky soil and slope upcharges. Customer portal for HOA-required documentation. All in one app. Built by people who have augered 47 post holes through Dallas caliche in 98-degree heat.
Walk the property line with the customer. Measure with a laser or wheel and photograph each segment. Build the quote in six minutes. That is 142 linear feet of six-foot cedar privacy plus one walk gate and one drive gate for $4,850. This includes cedar pickets, treated four-by-four posts, hardware, install and dump. The customer signs digitally and pays a 30% deposit before you back out of the driveway.
Materials land Friday afternoon. Claver assigns the install crew and the post-hole auger truck and the concrete delivery to Saturday morning at the same address. Saturday at seven am, the three-person install crew and auger truck arrive with 14 bags of concrete on-site by 6:55 am. You avoid asking where the auger is at 7:14 am.
Take pre-job photos of the existing condition and property line markers and the neighbor's fence on the other side. Take post-job photos of the install and gate operation and cleanup. The HOA architectural review board requires before and after photos for the install permit. You bundle the PDF and submit it from the truck.
Track linear feet, post count, gate count, soil type like loam versus caliche versus rocky, slope grade, dump fees, and tracked per job. Your $4,850 cedar job in Plano shows 51% margin because of loam soil and 142 linear feet with 28 posts. Your $5,200 same-spec job in Highland Park shows 28% because the caliche shelf added 90 minutes per post.
The HOA requires architectural review approval before install. Claver generates the PDF with site plan, fence elevation, materials spec, and neighbor signatures if needed. The HOA approves in 11 days instead of six weeks of email back-and-forth.
Included on Crew at $39 a month or Business at $59 a month. Starter ($19/mo) covers unlimited jobs, quotes, invoices, Stripe payments, customer portal, online booking, recurring billing, and CSV export. Step up to Crew for texting, AI, and dispatch.
Fence contracting is a high-ticket residential trade with a brutal seasonal swing. The April to June backyard rush is when you make 60% of your annual revenue. The contractors who win are the ones who quote on-site, dispatch the install crew and materials to the same address on the same morning, and document the work for the HOA architectural review board.
The shops that lose are still doing the 2010 playbook. They tell the homeowner to call and they will come out next Tuesday for a measure. By next Tuesday the homeowner has booked with the next contractor who showed up Saturday with a tape measure and a quote.
The on-site quote is the engine. The materials-day dispatch is what makes the install profitable.
When you walk the property line with Mrs. Castillo in Plano on a Saturday morning, the quote builds itself in the app. Walk the backyard perimeter with the laser measurer or wheel for the run along the alley. You measure 142 linear feet, 28 posts at seven-foot spacing, one four-foot walk gate and one ten-foot two-leaf drive gate. The six-foot cedar privacy features cedar one-by-six pickets and treated four-by-four posts. You build the quote for $4,850. This includes $2,180 in materials, $1,840 in install labor, $185 in dump fees, $95 in permit, and 18% margin. The HOA architectural review submission is included. The customer sees three professional photos of the existing condition and the spec breakdown. They sign digitally and pay a $1,455 deposit. The materials order goes out Monday. Install is on Saturday. You stop losing the same job 30% of the time to let me think about it.
Materials-day dispatch is where most fence contractors leak the most operational money. Materials land Friday afternoon at the customer's house or your yard. Saturday morning the install crew shows up at seven am, but the post-hole auger is at the previous job site. The concrete is supposed to be delivered at eight am but the truck is running late. Marcus is still 22 minutes out because nobody told him to bring the gas-powered tamper. Claver assigns the install crew, the auger truck, the concrete delivery of 14 bags of Quikrete, and the gas tamper to Saturday at the same address by 6:55 am. Marcus opens the app at 6:30 am and sees seven am at Castillo for 142 linear feet of cedar privacy and two gates. The materials were delivered Friday. Auger truck number two is already assigned. Concrete delivery is at 7:30 am.
Photo records are what protect you with the HOA and protect you with the customer. Take pre-job photos of the existing chain-link condition, the rotted four-by-four posts at the corners, and the neighbor's privacy fence on the back side to match the height and style for the architectural review. Take during-install photos of post-hole depth, concrete pour, picket alignment, and gate hardware. Take post-job photos of the completed fence from four angles, gate operation, and cleanup. The customer's portal shows the timeline. The HOA board sees the documentation and approves the install in 11 days instead of six weeks of email back-and-forth.
Job costing tells you which neighborhoods pay and which ones bleed you. Your $4,850 cedar job in Plano shows 51% margin because of loam soil, 142 linear feet, 28 posts, no slope, and easy auger. Your $5,200 same-spec job in Highland Park shows 28% margin because the caliche shelf added 90 minutes per post and you had to rent a stronger auger. Your $3,800 job in East Dallas shows 19% margin because the slope required stepped panels and the gate had to be re-hung twice for level. Now you know which ZIPs to grow, which to bump 12% in March, and which to politely refuse next season.
HOA documentation is the part that converts the fence-curious neighbor next door. The customer's portal shows the completed install, the materials spec, the architectural review approval letter, and the one-year workmanship warranty. She shares the link with her HOA neighbor who is thinking about replacing his rotted shadow-box. He sees the documentation, the photos, and the price breakdown. He books his measure with you instead of getting three competing bids. That is how a $4,850 cedar privacy fence becomes $18,000 of subdivision business in 90 days.
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