A claims CRM for the office admin who records the checks and pays the people
Carriers pay in pieces: one check in spring, another after the supplement, sometimes one that covers two invoices. The office admin has to put each payment against the right invoice and pay out what the job owes. Below is how that work goes in CRM For Claims, screen by screen.
- Status
- Received (cleared)
- Method
- Check
- Applied to
- 2 invoices
Which payments count toward the balance, and which only wait
A single payment can be applied to several invoices at once. The list of invoices offers only those marked Approved that still carry a balance, so a check never lands on a draft or on an invoice that is already paid. How the invoices themselves are built from the carrier estimate is on estimates and invoicing.
The carrier or the lender says the check is on its way. You can save the payment as Issued by payee (pending) the day you hear about it.
It sits on the claim so nobody chases a check that is already in the mail.
The money is in the bank. Saving it as Received (cleared) is the status that pays the invoice down.
This is the line your bank statement should match.
A check bounced or an ACH payment came back. When you mark it as returned, the original payment stays and a negative return row is added to the records.
The invoice balance is reopened and the bank account transaction is reversed.
What goes on the payment record so the bank match takes minutes
At the end of the month someone sits with the bank statement and the claims. That is quicker when every payment carries the same handful of fields, filled in the day it came in.
The payment method is picked from a fixed list:
- Check
- ACH
- Wire Transfer
- Credit/Debit Card
- Cash
- Zelle/Quickpay
- Quick Books
- TBD
Paying the people a claim owes, in one run
Reps, installers who are CRM users, an inspector who bought shingles: their money sits on many claims as approved expenses. Commissions get there on their own when an invoice is paid, as commission tracking explains. Payables is where you pay them out.
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Choose who you are paying
Pick one person, several, or All Payees, which ticks every active CRM user.
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Look at what is owed
Payables shows only expenses with the status Approved, not ones already Paid or Issued, from every company project. The default end date is the last day of the previous month, which suits a monthly pay day.
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Fill in one payment form and click Pay selected
Tick the rows, enter the payment method, reference number, issued date and the proof of payment once. Then the system does the rest for each row:
Every selected expense is marked Paid.The proof file is attached to every selected expense.The accounting transaction is posted when a payment account is chosen.The payment date is recorded on each one.
When finance asks who was paid, and when
Payments History is a report that only reads: nothing on it pays anybody. It ranks payees by amount for a date range and lets you click one to see their payments. A refunded overhead row counts as a negative payment, because the money came back. Owners read the same figures on the page for owners.
- CRM users
- Contacts
- Vendors
- Suppliers
- Installers
- Attorneys
- Appraisers
- Engineering
- Mortgage companies
- Insurance companies
Sending the adjuster one PDF instead of nine attachments
Every project has folders named after the paperwork of an insurance claim, from the Insurance Policy folder to Mortgage Documents. When the desk adjuster asks for the contract, the policy and the photos of the permit, you tick those files across folders and combine all selected files into one PDF and download it.
The same selection can be combined into one PDF and printed, for the lender who still wants paper. How folders are set up and who may open each one is on claim document management.
Questions office admins ask before a demo
Can one carrier check pay two invoices on the same claim?
Yes. The invoice field on a payment takes several invoices at once, and it lists only invoices that are Approved and still have a balance.
Does a check the carrier has only issued reduce what the claim is owed?
No. Save it as Issued by payee (pending) and it waits on the claim. Switch it to Received (cleared) when the money is in the bank.
What happens to a check that bounces?
You mark the payment as returned. The original stays in the records, a negative return row is added, the invoice balance opens again and the bank account transaction is reversed.
Can I pay everything owed to one person at once?
Yes, from Payables. Pick the payee, tick their approved expenses, fill in one payment form and click Pay selected. Each expense becomes Paid and gets the proof file.
Is this our accounting system?
No. It keeps payments and expenses on each claim and can post a transaction to a payment account, but there is no general ledger, no tax filing and no sync with QuickBooks.
Bring one check that paid two invoices
In the demo we record it against both invoices, bounce a test payment back, and pay one person their approved expenses from Payables.