Project Documentation Techniques: That Really Work!

In today’s construction world, doing great work isn’t always enough. Protecting that work, and your business, through solid project documentation has never been more important. At a recent GAF Expo in Savannah, Georgia, I had the opportunity to speak with roofing contractors from across the Southeast about exactly that. While growth is always the goal, without the right protections in place, it can come with risks for which many contractors are not prepared. Let’s dig into why proactive documentation isn’t just a good idea — it’s a business necessity.

I had the pleasure of speaking about OSHA at the GAF Expo, where roofers from Georgia, South Carolina, North Carolina, and Florida gathered to learn about the latest products, new techniques, and tips to strengthen their businesses. A focus on growth is wonderful — and I couldn’t applaud it more — as long as the right protections are in place. Every day in business, there is a balance of growth and protecting the mothership. With today’s culture, it seems people and the world are more aggressive than ever. The benefit of the doubt is long gone.

As Managing Partner and an active Construction Attorney at Shields Construction Law, I have a front row seat to industry trends — from disputes between business partners and workplace issues to construction defect claims, insurance tactics, and customer strategies. Sometimes, there are valid reasons for a customer to move on, like substandard work, but more often, particularly with residential property owners, contractors find themselves facing made-up complaints designed for the customer to keep insurance proceeds or avoid final payments — even when there’s nothing wrong with the work.

The reality is contractors, especially small business owners, wear many hats and have to stay laser-focused on protecting their bottom line. That’s why CYA (yes, cover your a$$) has become essential. It's not about covering up bad work; it’s about shielding yourself from bad-faith claims and clearing up honest miscommunications before they turn into major problems.

Residential projects are at the heart of many disputes these days. Most homeowners don’t understand construction standards or processes, which leads to allegations of incomplete work or improper practices. Progress photos are one of the easiest and most effective ways to protect yourself. Before, during, and after pictures document compliance and craftsmanship — and thanks to smartphones, you have a time- and date-stamped record right in your pocket. Cloud storage or project management software can help organize and safeguard your photo records. 

Photos tell a story — one that’s critical if you ever have to explain yourself to a customer, a judge, a mediator, or even a licensing board or OSHA investigator.

This week, my husband (who’s a project documentation genius — but don’t tell him I said that) put our own advice into action. While handling a jobsite dispute, his progress photos and documentation techniques — exactly like what we teach in the Project Documentation class — helped shut down a homeowner’s endless complaints. (Yes, they even complained about a speck of dust on an exterior light fixture.) His records spoke for themselves, clearly proving the quality and completion of the work.

We practice what we preach because these aren’t hypotheticals — they’re real, everyday challenges contractors face. Good documentation isn’t expensive or complicated, but it’s powerful. This week alone, it prevented a customer dispute from escalating and ensured the final invoice got paid — no demand letter necessary. 

At the end of the day, our goal at All For Contractors is simple: deliver practical, affordable solutions that protect your business and keep you moving forward. 

All For Contractors is All For You!