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CRM and job management

How to find and size your AccuLynx data.

Find how many jobs, photos and documents AccuLynx holds, and how a full-history export works.

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Find how much you have

  1. Sign in with an account that can see company-wide reports, or ask whoever runs AccuLynx for you. AccuLynx reports can be shared with specific users or saved to a public library, so you may need someone to share the one you want. AccuLynx lists ReportsPlus on its add-ons page, so check with your account manager if you cannot find it.

  2. Open your reports and choose a job-level report from the pre-built library, which covers job milestones, estimates, supplements, permits, accounts receivable, materials and dead leads. You can add or remove columns and apply filters or groupings before you save.

  3. Set the date range to cover your whole history, and make sure no milestone is filtered out. AccuLynx jobs run from Lead through Prospect, Approved, Completed, Invoiced and Closed, and cancelled jobs (AccuLynx also calls them Dead) count toward your total.

  4. Use the report's groupings and group calculations to summarize the jobs, for example by milestone. Write down the grand total and the date your oldest job was created.

  5. For photos, each job file has a Job Photos and Videos tab, and the Job Photo Activity page shows photos from all of your jobs in one place. AccuLynx described these screens in 2021, so they may look different now. We found no published account-wide photo count, so open five or six jobs of different ages, average their photos, multiply by your job count and mark that figure Estimated.

  6. If you have a developer or IT contractor, the API's Get Jobs call returns a count of every job matching the date range and milestone filters, which gives you an exact job number without building a report. Its results sort by created date, oldest first, unless you change the order, so the first job returned also gives your start date.

What to put on your intake

Your intake has five boxes for each system. Here is what goes in each one for AccuLynx.

What does it hold?
Leads and jobs through every milestone, plus the estimates, supplements, invoices, payments and financials tied to each job, job messages, and the photos, videos and documents attached to the job file.
Data types
Structured records and Text for the job data and messages. Add Image and Video only if you want job photos and videos in scope.
How big is it?
Report the number of jobs, counting every milestone including cancelled ones. If photos or documents matter, mention their rough volume in the description field.
Verified or estimated
Verified when the job count comes straight from a report or the API. Estimated when you extrapolated, which is how most photo and document figures will end up.
Records start
The created date of your oldest job. If you moved over from another system and loaded history in, say so in the description.

Exporting the full history

If a buyer licenses your records, this is how the full history comes out of AccuLynx.

  1. Nothing is exported until you have signed a license and agreed the scope: the date range, the milestones, and which data types (job records, estimates, financials, photos, documents) are in or out. The steps below show what to expect.

  2. For job and money records, there are two routes. ReportsPlus can email a report on a schedule, with the recipients, file format, frequency and time chosen when you set it up. Or a developer can read the same records through the AccuLynx API, which covers jobs, contacts, estimates, supplements, invoices, payments, financials and each job's change and milestone history.

  3. The API route starts with an administrator creating a named API key on the AccuLynx API page. A company with several locations needs one key per location. Treat the key like a password and share it only through a channel we agree on.

  4. Teams with an analyst or a data consultant can instead use the DataMart add-on, which gives real-time and historical job-level data through Snowflake to tools like Power BI or Tableau. Existing customers select DataMart in the Add-On section of AccuLynx, and AccuLynx points you to your account manager for help setting up the connection.

  5. Photos can be downloaded from the Job Photo Activity page through its Action Items menu. AccuLynx's API reference lists ways to upload documents and photos but we found no way to download them, so ask AccuLynx support how a large photo and document set can be exported before you agree scope.

  6. Customer and employee identifiers come out before anything is delivered to a buyer.

We only ask for an export after you sign a license and agree the scope. Sizing your data for the intake never needs one.

Limits to know

  • Leaving AccuLynx is a retention cliff. The terms of use say AccuLynx may delete your data after the agreement ends unless you ask in writing, before the end date, for it in an agreed format, and AccuLynx may charge a reasonable fee for that. AccuLynx also says you can access or download your data as long as you keep paying for your subscription. Sort out any export before you cancel.
  • The terms also describe a monthly data storage fee to keep an account active after you leave if you had more than 15 base users.
  • Pulling history through the API takes many calls. Get Jobs returns at most 25 jobs per page, and the limits are 10 requests per second per API key and 30 per second per IP address, with a 429 error and a short ban if you go over.
  • When a Get Jobs call filters to cancelled (or dead) jobs, AccuLynx says it must also set assignment=unassigned to include them, and Get Job by ID does not return unassigned leads or jobs. A script that misses this can undercount your history.
  • AccuLynx support only troubleshoots API problems, and only through its Contact Us form. Its support, training and customer success teams cover the web and mobile apps, not the API.
  • Some of these tools are add-ons. AccuLynx lists ReportsPlus, DataMart and AppConnections (its pre-built connections and the AccuLynx API) on its add-ons page without saying which plans include them or what they cost, so ask your account manager what your account has.
  • We could not find AccuLynx documentation for a one-click export of every job, photo and document. Ask your account manager what they can provide for a full-history export, and whether a fee applies.

This guide isn't legal advice. Check your contracts, and any recording-consent rules that apply, with your own lawyer.

Why buyers value it

A roofing job file pairs a decision with its outcome. The estimate and supplements show what was proposed, and the milestone dates, approved value, invoices and payments show what actually happened and how long it took. Buyers building models of how roofing sales and production work want exactly that pairing, across many seasons and storm cycles.

Cancelled jobs matter as much as completed ones. They capture the jobs a company did not win and the point in the process where each one stopped, which rarely survives anywhere else. Photos tied to a job add the physical condition behind the final scope.

What stays private

Buyers see de-identified operating records, not your customers. Under the license, the de-identification step before delivery removes or excludes:

  • Customers and contacts: names, property addresses, phone numbers and email addresses.
  • Claim and insurance identifiers: claim and policy numbers and adjuster contact details.
  • Money identifiers: card, bank and account numbers. Job values and dates can stay; payer details do not.
  • Staff data: employee personal details, pay and commissions.
  • Third-party content: measurement reports and supplier price lists that came from other companies, which are not yours to license.

Photos are the hardest records to scrub, because house numbers, faces and vehicles can appear in frame. The license scope decides whether photos are included at all.

Common questions

Yes. Count every job whatever its milestone, including cancelled ones, which AccuLynx also calls Dead. Buyers value the jobs that never closed because they show where deals fell apart. If a developer filters the API to cancelled jobs, AccuLynx says the call must also ask for unassigned jobs or they will not appear.

No. Report jobs as the main size and describe the photos and documents in the notes. AccuLynx does not publish a single account-wide photo total, so a sampled average multiplied by your job count is fine as long as you mark it Estimated.

Raise it before you cancel. AccuLynx's terms let it delete your data after the agreement ends unless you ask in writing for a copy beforehand, and an API pull needs an administrator's key on an account that is still active. Tell us your dates and we can plan around them.

Sources

Vendor documentation, checked . Screens and plans change, so if a step looks different in your account, check with AccuLynx.

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