MODULE 3: ESTIMATES & SUBMISSION
Documentation Package
Lesson 3.2 - The Billing Blueprint
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The Billing Blueprint
Your Estimate is a Claim
Your estimate is a claim.
Your documentation package is the evidence that supports it.
Without strong evidence, even a perfectly written estimate can be reduced or denied.
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The Goal
Answer every question before it's asked.
When an adjuster has all the information they need, approval is easy.
When they have to ask questions and wait, scrutiny increases.
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The Billing Blueprint
What Belongs in Your Package
1. Work Authorization
Signed permission with date, signature, scope
2. Initial Assessment
Water source, affected areas, initial readings, category
3. Photo Documentation
Organized photos: initial, progress, equipment, final
4. Dry Log
Daily moisture readings showing wet to dry progression
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The Billing Blueprint
What Belongs (Continued)
5. Equipment Log
What equipment on site each day, when added/removed
6. Disposal Documentation
Dump receipts, weight tickets, disposal photos
7. Certificate of Satisfaction
Customer sign-off that work is complete
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The Billing Blueprint
Organization Matters
Adjusters review hundreds of claims.
They don't have time to dig through disorganized files.
Messy documentation = Making their job harder = Not helping you
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The Billing Blueprint
Folder Structure
Within photos: Initial, Process, Completion, Disposal
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The Billing Blueprint
Name Files Descriptively
Good: Kitchen_Initial_Moisture_Reading.jpeg
Bad: IMG4723.jpeg
Good: Dry_Log_Day_1.pdf
Bad: Scan001.pdf
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The Billing Blueprint
Create a Cover Sheet
- Customer name
- Property address
- Claim number
- Date of loss
- Your company information
- Brief scope summary
This orients the adjuster before they dive into details.
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The Billing Blueprint
Common Mistake #1 & #2
Missing Documents: Estimate without work authorization, dry logs, or key photos. = Kicked back, delays.
Solution: Create a submission checklist, verify every item before sending.
Disorganized Photos: 200 photos in random order with no labels.
Solution: Label and organize photos, use clear file names or photo index.
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The Billing Blueprint
Common Mistake #3 & #4
Illegible Documents: Scans too dark, handwriting too messy.
Solution: Use digital tools when possible, check scan quality, write neatly.
Inconsistent Information: Estimate says job started the 5th, authorization dated the 7th.
Solution: Review all documents together, verify dates and quantities match.
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Format Tips
- PDF preferred for documents - universal, maintains formatting
- JPEG standard for photos - good resolution, not too large
- Check carrier's specific format requirements before submission
- Consider creating PDF photo book with labels for many photos
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The Billing Blueprint
Pro Tip: Archive Everything
Keep a complete documentation package for every job in your files, even after payment.
- If there's ever a dispute, audit, or question months later
- Create a folder for each job number
- Back it up to the cloud
- Provides reference for similar future jobs
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The Billing Blueprint
Coming Up Next
Lesson 3.3: Submission Strategies
- When to submit
- How to submit for each carrier
- The follow-up timeline that works
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The Billing Blueprint
MODULE 3: ESTIMATES & SUBMISSION
End of Lesson 3.2
Documentation Package
See you in the next lesson!
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The Billing Blueprint