How it works
How a file moves from your CRM to close-out
You invite us into your CRM once. After that, each supplement file runs through four stages, each stage has a role that owns it, and the updates go on the job your office already works from.
01 / Onboarding
Onboarding is four steps, and the last one is your first file
Setup happens once, before any file moves. It's where we learn your trades, your people and your CRM.
Step 1: Company profile
The trades you perform, the materials and installation methods your crews use, and how your sales and production teams run. This is what keeps trades you don't install off your files.
Step 2: Contacts
Who on your side gets rep questions, production questions and billing questions. Each question goes to the person you name.
Step 3: Invite us into your CRM
You add SureClaims users to your CRM. From then on we work on the same job record your team uses.
Step 4: Send your first file
Your account manager walks your office through how a file reaches us in your CRM. Then you send one.
02 / The file
Four stages, from preparing the supplement to close-out
A supplement file sits in one of these four stages, and each stage has a role that owns it. The stage and task names come from our own workflow board, lightly edited for reading.
01Stage 1 of 4
Preparing the supplement
Who owns it Supplementer, with the Estimator
Your supplementer compares the carrier's scope, line by line, against the scope your crew will install, and prepares the supplement with support for each added item. If the estimate needs work first, your estimator builds or revises it in Xactimate.
Tasks on our board
- Prepare supplement
In your CRM
The estimate on the job. If photos, measurements or the carrier's scope are missing, a note on the job saying exactly what's needed.
02Stage 2 of 4
Active supplement
Who owns it Follow-up coordinator, with the Supplementer and Estimator
The supplement is submitted with its support. Your follow-up coordinator tracks the file and logs each update on the job. When the carrier responds, your estimator revises the estimate to reflect the response.
Tasks on our board
- Submit supplement
- General follow-up
- Carrier response
- Revise estimate
In your CRM
The supplement documentation on the job, and a note when it's submitted, at each update, and when the carrier responds.
03Stage 3 of 4
Your approval
Who owns it You, with your Account manager as the contact
The file sits with you. Your approval is its own stage in our workflow, after the active supplement and before close-out. If you want something changed, the estimate goes back as a GC revision.
Tasks on our board
None on our side while the file waits for you
In your CRM
A note on the job saying what's waiting for you.
04Stage 4 of 4
Close out
Who owns it Account manager
The file is marked good to close and leaves active work. If anything on it comes back later, your account manager is still the person to call.
Tasks on our board
- Good to close
In your CRM
A closing note on the job.
Illustration of our workflow stages, not a live file.
03 / Updates
Updates go on the job. Questions go to your account manager.
There's no second portal to check. To see where a file stands, open the job in your CRM, or ask your account manager.
- On the job in your CRM
- Notes and documents go where your office already looks: the estimate, the supplement documentation and each step on the file.
- Your account manager
- The person to call about setup, priorities, a file that's stuck, or a status across all your files.
- Your points of contact
- Questions for your side go to the people you named at onboarding: rep questions to the rep, production questions to production.
- Estimatorposts Estimate
- Supplementerposts Supplement documentation
- Follow-up coordinatorposts Note
- Account managerposts Note
04 / Inputs and outputs
What you send us, and what comes back
You send
Once, at onboarding
- CRM access.
- SureClaims users added to your CRM.
- Your trades and installation methods.
- Set in your company profile.
- Your points of contact.
- Sales, production and billing.
With each file
- Inspection photos.
- Elevations, each slope, damage close-ups, and test squares where your team uses them.
- A measurement report.
- Aerial or hand-measured.
- The carrier's scope of loss.
- When you have it.
- Scope notes.
- Anything your crew will do that the photos don't show.
You get
On the job in your CRM
- Estimates in Xactimate.
- New estimates, revisions and GC revisions, posted to the job.
- Supplement documentation.
- Each added line item with its support: the code section where it applies, the manufacturer's installation instructions, the measurement, and photo references.
- Tracking on open files.
- Each update logged on the job as it happens.
- A revised estimate.
- When the carrier responds, or when you ask for a change.
- One person to call.
- Your account manager.
Questions
Questions about the workflow
Do we have to change how we send files?
No new portal. Files reach us through your CRM, and your account manager shows your office how during onboarding.
Which CRMs do you work in?
AccuLynx, Roofr and JobNimbus are in use with clients today. If you run something else, bring it up on the intro call.
What happens when the carrier responds?
Your estimator revises the estimate to reflect the carrier's response, and the file moves to your approval stage. After that, it closes out.
Can I get a status across all my files?
Yes. Ask your account manager. Each job also carries its own updates in your CRM.
Next step
Walk through it with one of your own file types
On the intro call we'll go through your CRM, your volume and where a typical file of yours would sit in these stages.