Yes. The field adjuster and inside adjuster boxes each take several contacts, and a carrier engineering company can be chosen in the field adjuster list.
Insurance claim tracking for contractors: the policy, the claim and everyone on it, kept on the job
Every project in CRM For Claims has a Claim screen. It holds what the policy covers, the claim number and its status, the date of loss with a countdown, and the adjusters you deal with, so nobody digs through emails for a number while the carrier is on the phone.
One claim, filled in: what the screen holds
The Claim screen is split into Policy Information and Claim Information, with tabs beside them for claim notes, files and the date of loss. Until a claim number is saved it opens on the policy; once there is one, it opens on the claim. Below is a made-up hail claim with the field names as the screen shows them.
Policy Information
example valuesInsurance companyExample Mutual
Insurance policy numberHO-4471-209
Hail/ Wind deductible amount$2,500.00
Policy effective dateMarch 1, 2026
Insurance agencyPicked from your agency list
Replacement cost value policyYes
Ordinance and law coverageYes, limit $15,000
Cosmetic damage exclusionUnknown (TBD)
Claim Information
example valuesClaim number27-4410-883
Claim statusFiled
Type of lossHail / Wind
Date of lossMay 14, 2026, 6:00 PM
Summary of lossHail on the north and west slopes, two gutters dented
Interior damageNo
Building 2 story or greaterYes
Field adjustersTwo contacts
Inside adjusterOne contact
Claim status has five values: Claim Needs to be Filed, Filed, Approved, Denied and Closed. A new claim starts at Claim Needs to be Filed. Type of loss offers Hail / Wind, Wind, Water, Fire/Smoke, Ice Damming and Other, where you type your own.
When the loss is hail or wind, the policy side asks for the hail and wind deductible instead of the general one, because that is the number the carrier will subtract. The policy itself, the declarations page and the carrier's letters go into the claim's folders, described under claim document management.
Read the policy once, record the answer, stop guessing later
Six policy terms decide most arguments about a scope. Each one is a Yes, No or Unknown (TBD) choice, so a term nobody has read yet looks different from a term that is a firm No.
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Replacement cost value
Whether depreciation should come back once the work is done.
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Ordinance and law, with its limit
Whether code upgrades the building department asks for can be billed, and up to what amount.
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Roof surface exclusion
Why a roof with obvious hail marks came back with a short scope.
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Cosmetic damage exclusion
Why dented metal was left off the estimate.
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Roof payment schedule
Whether the carrier pays an older roof on a schedule and the owner carries part of it.
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Deductible credit
Whether a credit against the deductible was agreed, and how much.
When ordinance and law is Yes, a field for its limit in dollars appears. That limit, the deductible and the replacement cost answer are the figures the office needs when it raises the invoices covered under estimates and invoicing.
The date of loss starts a one-year countdown on every project page
The date of loss is not typed into a box. It is a dated record of the storm or event, with the hour it happened, and the list is filtered by the type of loss you picked. From that date the Claim screen shows a bar: "Claim expires in 209 days!" for our example. The bar changes colour after 120 days and again after 260.
Day 0date of loss
Day 120first colour change
Day 260second colour change
From 90 days before the year is up, every page of that project shows a warning at the top: how many days are left until one year from the date of loss, with the date itself. Past the year it reads "This claim expired on" and the date. The project does not have to be opened on the Claim screen for anyone to see it. The deadline in your own policy and state can be different, so the countdown is a prompt to check, sitting where the whole team will see it.
Everyone on the claim, as records you can call from
Carriers, agencies, adjusters, appraisers and umpires are saved once and picked on each claim, so a phone number corrected on one claim is correct on all of them.
- Insurance company
- Its own record with phone, fax, email, address, website and the estimating software it uses. The carriers you pick most often come first in the list.
- Insurance agency
- The agent who sold the policy, picked from your agency list.
- Field adjusters
- One or several contacts. A carrier engineering company can be picked in the same list when the carrier sends an engineer.
- Inside adjusters
- The desk adjuster, also one or several contacts.
- Appraisal company
- Picked once appraisal starts on the claim.
- Umpire
- Picked once an appraisal company is on the claim.
The Appraisal tab appears on a claim once its claim number is saved. Press Start Appraisal, pick the appraisal company, and the claim screen carries the line "This Project has started APPRAISAL!" for everyone who opens it. The Umpire tab then appears beside it. Where a claim stands in your own stages is a separate thing, set on the claims pipeline.
Finding the job when someone reads you a claim number
The search box at the top of the CRM finds a project by its claim number or its policy number. Dashes, spaces and dots are ignored on both sides, so however the adjuster reads it out, or however someone typed it six months ago, the same project comes up. Three letters or digits are enough to start.
27-4410-883
274410883
27 4410 883
one resultThe example project, with claim number 27-4410-883
Who may change the policy, the claim or the appraisal
Each part of the screen has its own permission on a person's record, so a canvasser can read the claim while only the office edits it.
- Opening the Claim screen at all.
- Editing Policy Information.
- Adding and editing Claim Information.
- Starting and editing appraisal and umpire.
- Saving the hour of the date of loss.
- Deleting the claim.
- Seeing the insurance claim block on the side of the project.
- Reading the claim notes, which can also be shared with chosen followers.
How these permissions sit alongside access levels is explained on roles and permissions.
FAQ
Frequently asked questions
Straight answers about who we serve, what we automate, and how to get started.
Nobody has confirmed that term from the policy yet. It is the starting answer for replacement cost, ordinance and law, roof surface exclusion, roof payment schedule and cosmetic damage, so an unread term never looks like a No.
From the date of loss saved on the claim, the CRM counts one year. The Claim screen shows the days left on a bar, and every page of the project shows a warning once 90 days or fewer remain.
Yes. The header search checks both, ignoring dashes, spaces and other punctuation.
Claim Needs to be Filed, Filed, Approved, Denied and Closed. A new claim starts at Claim Needs to be Filed.
On their own tabs of the Claim screen. Appraisal appears once a claim number is saved, and Umpire appears once an appraisal company is chosen.