Customer Stories | Centimark

CUSTOMER STORIES SPECIALTY CONTRACTOR CENTIMARK

How CentiMark Roofing Cut COR Processing Time in Half and Protected More Revenue With Clearstory

Pittsburgh, PA

Specialty Contractor | Roofing

For Matthew Dellinger, managing Change Orders used to mean juggling spreadsheets, emails, paper T&M tickets, and scanned PDFs. As a Project Manager at CentiMark Roofing, the largest commercial roofing installer in the United States, Matthew oversees complex projects where extra work is inevitable. But before Clearstory, capturing, pricing, and tracking that work was a constant challenge.

“It was painful and time consuming,” Dellinger says of the long-standing industry workflows that have traditionally defined how Change Orders and T&M work are managed between stakeholders. “Everything lived in different places. An Excel sheet here, emails there, paper T&M tickets coming in from the field. None of it was standardized.”

Managing Change Orders Across Complex Roofing Projects

Before adopting Clearstory, CentiMark relied heavily on custom Excel templates and paper-based T&M tickets. Each project manager maintained their own version of a Change Order log, which made consistency difficult.

Dellinger says typical workflows were manual. A field supervisor might complete extra work using a paper ticket. That ticket would need to be scanned on a phone, texted or emailed back to the office, converted into a PDF, matched with an email approval, and then manually priced in Excel.

“The traditional methods were redundant,” he says. “And honestly, it was easy for things to slip through the cracks.”

That fragmentation also created risk. On large projects with multiple buildings treated as separate jobs, Dellinger often found himself managing several disconnected logs at once.

“I had four buildings on one large data center job, all treated as separate projects,” he says. “That meant four separate COR logs, four separate file folders, four separate email workflows. It was hard to keep up.”

Reconciling with General Contractors often added another layer of friction. GCs frequently requested updated COR logs, usually at least once or twice a month. When logs did not align, Dellinger spent additional time reconciling differences and hunting down documentation.

And at closeout, unresolved Change Orders were not uncommon.

“We recently closed out a project where the GC thought there was one outstanding Change Order,” Dellinger says. “I knew there were two. Because everything was in Clearstory, I could show exactly when they were sent, along with the documentation. Both got paid.”

One Centralized System for T&M and COR Tracking

Purpose-built to help Specialty Contractors reduce risk and get paid faster on out-of-contract work, Clearstory’s core product is a shareable, cloud-based Change Order Log that creates instant alignment with GCs and features a tidy mobile app for digital T&M Tags, easy built-in Change Order templates, and instant pricing.

At first, Dellinger wasn’t sure how Clearstory would fit into his existing workflow.

“The traditional processes obviously weren’t great, but eventually got the job done,” he says. “So I thought, okay, how does this really help me?”

The answer came as soon as he started using the platform.

With Clearstory, CentiMark can manage every project in one centralized system. Labor rates, material pricing, and equipment costs were loaded upfront. Change Orders and digital T&M Tags lived in one shared workspace rather than across spreadsheets, inboxes, and folders.

“The consolidation is huge,” Dellinger says. “I don’t have to scroll through files or search emails. I filter by project, and everything is right there.”

Clearstory also allowed Dellinger to upload historical Change Orders in bulk, giving him a complete record even for projects that started before adoption.

“That made it really easy to say, ‘Here’s everything outstanding,’” he says. “More than once, a GC realized they had forgotten about something.”

Faster Processing, Better Visibility, Stronger Cost Recovery

While Dellinger did not track exact time savings, the impact was clear.

“Clearstory has probably cut the time down by 50 percent or more,” he says.

Instead of building Excel sheets from scratch, pricing Change Orders now takes minutes. Matthew can draft a COR, attach documentation, and send it directly to the GC with just a few clicks.

That speed also reduces risk. Faster submission means fewer forgotten Change Orders and fewer surprises at closeout.

For CentiMark Roofing, Clearstory replaced messy Change Order workflows with shared visibility across teams. Everyone — project managers, office staff, and leadership — works from the same COR log with clear insight into what’s outstanding and what still needs attention.

“We’re all looking at the same thing,” says Matthew. “That accountability is really valuable.”

A Simple Workflow Adopted by Field and Office Teams

Matthew shares CORs with customers via Clearstory shared links and exports logs when needed, keeping GC communication clean without exposing internal details.

Field and office teams quickly adopted Clearstory, replacing paper tickets, home office scanning, and hunting through texts and email chains with simple mobile entry.

“It’s very simple to use,” he says. “Nobody wants to go back to the old way.”

Today, Clearstory is part of Dellinger’s daily workflow. Change Orders move faster, costs are captured more accurately, and nothing slips through the cracks.

“It centralizes everything,” he says. “You always know at a glance exactly what’s outstanding.”