Every part of the claim file, in one place.
The claim-file CRM in detail: how files arrive, how the rules move them, what clients can follow on their own, and which two capabilities are optional modules.
One record, and everything hangs off it.
Identity, workflow position, tasks, documents, photographs, and correspondence on a single claim file — not a contact record with attachments bolted to it.
- T. Walker
- Wind / Hail
- 08/18/2026
- Meridian Mutual
- Carrier Appraisal
- D. Whitfield
Tasks
- Upload roof elevation set
- Draft position letter
Documents
- Assignment sheet.pdf
- Policy declarations.pdf
- Roof — north elevation
Communications
- Assignment received
- Inspection confirmed
- Scope question
Included in every plan.
Claim-file CRM
Every claim is a record with its own identity, workflow position, and history — not a row in a sales pipeline.
Clients & workflow management
Clients, contacts, and a separate workflow per source of work, all reporting into one dashboard.
Documents & claim photo storage
Policies, estimates, correspondence, and photographs stored and versioned against the file they belong to.
Notes & activity history
Internal notes plus a timestamped record of meaningful actions on every file.
Tasks & reminders
Work items with an owner and a due date, raised on the file rather than in someone's head.
Email on the claim file
Messages and attachments thread onto the record, so correspondence is not trapped in one inbox.
Automations
Rules that route files, create tasks, and send confirmations and reminders as events happen.
Appointment & inspection tracking
Appointments and inspections recorded against the claim, with the property and contact attached.
Reporting
Counts, statuses, and workload across files, clients, and workflows — including separate funnels.
Billing & invoicing
Invoices raised per file or per assignment, with outstanding balances tracked through closeout.
Every plan includes all of it, from Solo Professional up. The two modules below are the only capabilities priced separately.
Two capabilities are priced separately.
Neither is required, and neither is included in the plan price. Both attach to the same claim file as everything above.
Schedule Engine
Stop mapping addresses before you can offer a time.
- Reads the inspection locations already on your calendar
- Ranks dates by proximity to the stops you are already making
- Recommends inspection dates and times that fit your schedule
- Sends those windows to the parties as proposed times
- Booking links, and auto-schedule into the best-fitting window
- A booking approval queue before anything is confirmed
Photo Engine
Inspection evidence captured on site, already in report shape.
- Structured on-site capture against the open claim
- Claim-specific photo sets rather than one album
- Elevation, roof-slope, and room organization
- Field observations recorded with the photographs
- Report-ready output for the position letter and final package
Every way a file arrives, landing on the same record.
A carrier emails an assignment. A homeowner fills in a form on your site. A referral comes in over the phone. All three open the same kind of claim file, in the right funnel, with the opening tasks already assigned.
Email-to-File
A monitored inbox turns assignment emails into files — client matched, attachments captured, correspondence threaded, first task created.
Website intake forms
Embed a form on your own site. A submission opens a claim file with the fields you asked for, routed to the funnel you chose.
Manual entry
Open a file directly in the app for phone calls, walk-ins, and referrals that arrive without a document.
An assignment hits your inbox. ClaimFileHQ takes it from there.
Email is where most carrier and IA work still arrives, and where it goes quiet — visible to one person, countable by nobody. Email-to-File reads the assignment, finds the client, opens or matches the claim, captures the attachments, and starts the workflow.
- Assignment sheet.pdf
- Policy declarations.pdf
- Carrier estimate.xlsx
- Assignment email arrivesThe message lands in a monitored inbox.
- Client identifiedThe sender is matched to an existing client record.
- Claim matched or createdClaim number and loss details resolve to a file — or open a new one.
- Attachments capturedAssignment sheets, policies, and photos land in the file's documents.
- Communication storedThe email threads onto the file where the rest of the team can read it.
- Task generatedThe opening action is created and assigned.
- Workflow initiatedThe file enters the right funnel at the right status.
File open, client matched, three documents filed, the email threaded onto the record, and the first task assigned — with nobody creating a folder.
Place your intake form on your website.
The form lives on your site, in your brand. What it collects, which funnel it feeds, and what happens on submission are yours to configure.
- Which fields appear, and which are required
- Which client funnel the submission opens into
- The documents and photos a submitter must attach
- The opening status, owner, and first task
- The confirmation the submitter receives
Request an inspection
The file keeps moving whether or not someone remembers to move it.
Confirming the appointment. Chasing the missing declarations page. Following up on a position nobody answered. Automations do that part on a rule, at the moment the event happens.
An assignment is received
- Open the file in the right client funnel
- Create the intake tasks and assign an owner
- Notify the assigned professional
An inspection is scheduled
- Text the insured a confirmation
- Email the client contact
- Set a reminder for the day before
Three days pass with no client contact
- Create a follow-up task
- Notify the file owner
A position letter is sent
- Start the response clock
- Schedule the follow-up
- Notify the client the position is out
A file sits idle for seven days
- Flag it to the manager
- Add it to the stale-file report
Closeout is requested
- Run the final-package checklist
- List anything still missing
- Hold the file until it is complete
Seven touches on one file over eleven days, every one of them fired by a rule.
- File opened in Carrier / IA funnel
- Task created — contact insured within 24h
- Inspection confirmed for Thu Aug 27, 10:30 AM
- Client notified — inspection scheduled
- Reminder sent — inspection tomorrow, 10:30 AM
- Status moved to Inspected
- Follow-up task — draft position letter, due Aug 31
Reaching people where they actually are
One rule can raise a task in the workspace, email the client contact, and text the insured a confirmation.
Email notifications
Assignment alerts, status updates, review requests, and follow-ups to your team and your clients.
SMS text messages
Transactional texts to insureds and contacts — appointment confirmations, reminders, reschedule and cancellation notices, and scheduling links.
In-app tasks & alerts
The work lands on the file with an owner and a due date attached to it.
SMS is transactional only — ClaimFileHQ does not send marketing texts. Recipients consent by providing their mobile number and can reply STOP at any time. See the SMS terms.
Clients hear from you on a schedule
Confirmations, reminders, and follow-ups go out on the rule. The insured knows the inspection date, the position, and where the file stands.
Files organize themselves as they go
Routing, tasks, and status changes happen as the event occurs, while the file is still in front of someone.
Nothing goes quiet
Idle files, approaching deadlines, and missing documents surface while there is still time to do something about them.
The team spends the day on claim work
The chasing, confirming, and reminding that fills an afternoon runs on rules, so the hours go to the parts of the file that need judgment.
Keep clients informed without turning status updates into another job.
Give clients a dedicated ClaimFileHQ link where they can follow the progress of their appraisal, claim, or file — and choose how they want to hear about it.
Clients see the status, the appointment, and the milestones. Your notes, correspondence, and internal workflow stay inside ClaimFileHQ.
Walker Residence
Status history
- Assignment received
- Initial contact
- Inspection scheduled
- Inspection complete
- Position / review
- Completed
Latest update
Inspection confirmed
Notifications
- SMS updates
- Email updates
Notification preferences are controlled by the client.
What is in the platform.
Everything here is included in every plan except the last two, which are optional modules priced separately.
- Claim File HubEvery document, photo, estimate, note, and task organized per claim file — searchable and audit-ready.
- Email-to-File IntakeCapture incoming email, group related messages, and stage attachments straight onto the right file.
- Client FunnelsSeparate pipelines for carrier, Public Adjuster / Attorney, and homeowner work — connected under one HQ.
- DocumentsCollect, organize, and version policies, estimates, correspondence, and evidence per file.
- File NotesInternal notes and activity history that keep the whole team aligned on every file.
- SchedulingTrack appointments and inspections against the claim file.
- AutomationsRules that route files, assign tasks, and send confirmations as events happen.
- Billing & InvoicingGenerate invoices per file or assignment and track outstanding balances through closeout.
- ReportingUnified reporting across funnels, users, and offices — even with separate workflows.
- Audit HistoryA complete, timestamped record of activity on every file for accountability and review.
- Claim photo storagePhotos stored and organized with the claim file, on every plan.
- Partner Network WorkspaceDispatch work across partner companies, 1099 contractors, and employees with Reviewer / Quality Assurance Analyst oversight and per-record visibility controls.
- Schedule EngineRoute-aware inspection planning, recommended times, and a booking approval queue.
- Photo EngineOn-site capture against the claim, appraisal-shaped photo sets, and report-ready output.
Run a real file through it.
Start a free trial, or ask for a walkthrough of the parts that matter to your operation.