A claims CRM for owners: What was approved, what was deposited and what each job kept
On insurance work the carrier approves a number in March and the money arrives in May, in two or three checks. An owner needs both figures, and the profit on each job once its costs are in. CRM For Claims reads them from the invoices, payments and expenses your office already records.
A month with $200,000 approved and $40,000 deposited is a month you cannot make payroll from, and one total would hide that.
One period of the Master Report, read line by line
You pick a range, from the current week to a full year or your own dates. Every line states the date it counts by, so two people who open it get the same number.
The Master Report keeps approved money and deposited money on separate lines. Each line opens into the list of projects, invoices or expenses behind it.
Previous and Next move the same report one period back or forward, so this month sits beside the last one. Overhead is counted by the payment date you enter on the expense, which can be last week or next week, and never by the day somebody typed it in.
Sales
- Projects createdThe day the project was added
Approved
- Initial approvals: actual cash value, recoverable depreciation, pay when incurredThe day the invoice was created
- Supplemental approvalsThe day the invoice was created
- Appraisal approvalsThe day the invoice was created
- Retail approvalsThe day the invoice was created
Deposited
- Total depositedThe deposit date entered on each payment
Overhead
- One-time overhead paidThe payment date on the expense
- Recurring overhead paidThe payment date on the expense
Jobs
- Projects completedThe latest move into Completed/Closed
- Projects cancelledThe latest move into Cancelled
One closed job, two trades, and the one that barely paid
The dollars are an example. The rows are the ones on the report.
RoofingContracted amount $18,000
- Trade expenses
- $11,200
- General overhead share
- $900 (90%)
- Profit
- $5,900
32.78% of the contracted amount
GuttersContracted amount $2,000
- Trade expenses
- $1,850
- General overhead share
- $100 (10%)
- Profit
- $50
2.5% of the contracted amount
Read as one job, this $20,000 contract made $5,950, or 29.75%. Read by trade, the gutters brought in $50.
Every project has a profitability report by trade with the contracted amount, the expenses charged to that trade, a share of the general overhead, the profit and the percent. General overhead on the project is divided between the trades in proportion to their contracted amounts, which is why roofing carries $900 of the $1,000 here. Only paid expenses are counted. A trade that has spending and no contracted amount still gets its own row, marked as not contracted.
The general report for the same project has a line for invoices that are approved and have not cleared the bank yet. Both reports can be created once the project is in the Completed/Closed stage. Across the company, the Projects Profitability Report lists completed projects for a range of dates. The date rule behind every report is on reporting and KPIs.
What one person did this week, by day, project and page
Session Activity on each user
- A day of the week
- A project worked on that day
- A page opened in that project
You choose a range, from today to a custom period, and Session Activity lists that person’s actions and the notes they entered by day, then by project, then by page. A second chart adds the whole period into one 24-hour day, which shows the hours this person really works. An action is a logged page visit or a CRM event, so a long list means time spent in the system and says nothing about whether a claim moved.
The claim’s side of the same story
- Stages
- Tasks
- Files
- Notes
- Finance entries
For one claim instead of one person, the Records screen of the project lists stages, tasks, files, notes and finance entries. Read the two together: the person’s week tells you where the hours went, and the claim’s record tells you what changed. A session with no activity for an hour is signed out, so a screen left open overnight does not count as a night of work.
The view a manager uses every morning, with claims nobody has opened for days, is on the page for claim managers.
Each report is a separate right on a person’s record
Opening the reports page is one right. Each report after that is another, ticked on the user’s record. The balance sheets and the Account Receivable report are granted together as one right. Session Activity is a right of its own too.
So a sales manager can be given the Sales Report without the Master Report, and a rep can work claims with no report at all. How access levels and rights fit together is on roles and permissions.
The plan includes the company account and the first admin user, from $59 a month, and each further user is $39 a month. Adjusters, carriers and homeowners are contacts on a claim and need no seat. The pricing page has both plans.
| Report | Owner | Sales manager | Rep |
|---|---|---|---|
| Master Report | Yes | No | No |
| Company overhead expenses | Yes | No | No |
| Both balance sheets and the Account Receivable report | Yes | No | No |
| Projects Profitability Report | Yes | No | No |
| Operational Expenses | Yes | No | No |
| Sales Report | Yes | Yes | No |
| Sales Dpt. Performance | Yes | Yes | No |
| Payments History | Yes | No | No |
Six questions owners ask first
Does the Master Report show approved money or collected money?
Both, on separate lines. Approvals are counted by the day the invoice was created, and deposits by the deposit date entered on each payment.
Can I see profit per trade on one insurance job?
Yes, once the project is in the Completed/Closed stage. The report by trade shows the contracted amount, that trade's expenses, its share of general overhead, the profit and the percent of the contracted amount.
How is overhead on a job divided between trades?
In proportion to each trade's contracted amount. A trade with 90% of the contract carries 90% of the project's general overhead.
Can I see what one employee did in the CRM last week?
With the Session Activity right, yes. Pick the last 7 days on that user's record and expand a day to see the projects, then a project to see the pages.
Can a sales manager see sales reports without the company finances?
Yes. Each report is granted on its own, so the Sales Report can be ticked for a person whose Master Report and balance sheets stay off.
What does each extra user cost?
$39 a month on Essentials and on Professional. The first admin user is part of the plan, which starts at $59 a month.
Bring one closed job and last month’s deposits
Book a demo and we will read one Master Report period line by line, split a job by trade, and open a week of Session Activity for one user.