MODULE 3: ESTIMATES & SUBMISSION
Submission Strategies
Lesson 3.3 - The Billing Blueprint
1 / 16
The Billing Blueprint
Submission Factors Matter
When you submit matters.
How you submit matters.
Who you submit to matters.
These can mean the difference between approval in a week vs. a month.
2 / 16
The Billing Blueprint
Timing: The Balance
Submit as soon as the job is complete and documentation is organized. Every delay day = added payment timeline.
But don't submit so fast that documentation is sloppy. Quick + incomplete = kicked back = slower.
The goal: Fastest complete submission.
Complete beats fast. Fast + complete beats slow + complete.
3 / 16
The Billing Blueprint
Use the Carrier's Preferred Method
- Online portal
- Email to specific address
- Xactimate direct submission
Submitting through the wrong channel causes delays or lost estimates.
If State Farm wants portal submissions, don't email the adjuster.
Create a reference sheet with preferred method for each carrier.
4 / 16
The Billing Blueprint
Initial Notification Email
When you submit, send a brief notification to the adjuster:
- Confirm you've submitted
- Provide claim number and property address
- Note the total estimate amount
- List what's included in the package
Creates a paper trail showing when you submitted.
5 / 16
The Billing Blueprint
Sample Notification Email
"Good morning, I've submitted the estimate and documentation for the Smith property, claim number 12345. The estimate total is $18,500, and I've included all photos, moisture logs, and authorization documents. Please let me know if you need any additional information."
Short. Professional. Informative.
6 / 16
The Billing Blueprint
The 3-Day Follow-Up Rule
Day 0
Submit + notification email
Day 3
First follow-up - confirm receipt
Day 7
Second follow-up - more direct
This keeps your claim from getting buried in the adjuster's workload.
7 / 16
The Billing Blueprint
Sample Follow-Up #1 (Day 3)
"I wanted to follow up on the estimate I submitted on Monday for the Smith property, claim number 12345. Just confirming you received everything and checking if you need any additional information."
8 / 16
The Billing Blueprint
Sample Follow-Up #2 (Day 7)
"Following up on my previous email regarding the Smith property, claim number 12345. Just checking if you need any additional information. I'm happy to answer any questions."
Persistence without annoyance.
Professional, brief, helpful inquiries work. Demanding messages don't.
9 / 16
The Billing Blueprint
Complex Estimates: Request a Call
For larger or complex jobs, request a call with the adjuster before they review.
"This was a larger loss with some complexity. Would you have fifteen minutes to walk through the estimate together? I want to make sure everything is clear."
Adjusters appreciate proactive, collaborative contractors = faster approvals.
10 / 16
The Billing Blueprint
Accuracy Prevents Delays
Every error creates a reason for delay:
Math errors, incorrect addresses, wrong claim numbers, mismatched dates
- Verify customer information
- Check claim number
- Confirm all calculations
- Make sure dates are consistent
15 minutes of review can save days of back-and-forth.
11 / 16
The Billing Blueprint
Carrier-Specific Strategies
- Different carriers have different cultures and processes
- Some are fast and contractor-friendly
- Others require detailed review and extra documentation
Track your experience with each carrier.
Develop carrier-specific strategies over time.
12 / 16
The Billing Blueprint
Managing Your Backlog
- Prioritize by size (larger = more revenue)
- Prioritize by age (customer getting impatient)
- Don't let estimates pile up
More than 2 weeks behind on submissions? Something is wrong with your process.
13 / 16
The Billing Blueprint
Track Your Submissions
- When submitted
- To whom
- By what method
- Current status
- Set reminders for follow-ups
Tracking ensures no estimate falls through the cracks and identifies slow adjusters.
14 / 16
The Billing Blueprint
Coming Up Next
Lesson 3.4: Follow-Up Communication
- The professional approach to keeping claims moving
- Right way vs. wrong way to follow up
- Building relationships with adjusters
15 / 16
The Billing Blueprint
MODULE 3: ESTIMATES & SUBMISSION
End of Lesson 3.3
Submission Strategies
See you in the next lesson!
16 / 16
The Billing Blueprint