Claim to Closure Process

Claim to Closure Process: Sales Representative

• Canvass within approved areas
  • Maintain professionalism with customers
  • Gather all contact information for follow up
  • Knock (125) Doors/File (3) Claims Per Day
• Perform Inspections
  • Chalk vents/soft metals and take pictures of any dimples or dents
  • Take pictures of at least 3 of the best hail hits/wind damage areas you find
  • Do not spend more than 3-5 minutes on the roof
  • Take video while performing inspection. Make sure to be excited and sell the damage!
  • Go over all damage photos with customer
• File Claims
  • Submit claim with customer’s insurance company, or gather all applicable claim information if already filed. i.e. insurance provider, claim number, adjuster’s contact information
  • Go over contract with customer in detail. Ensure that they are aware that in order for us to properly represent them, we need a commitment that they will be using us for their contracting needs.
  • Get the customer to sign contract and initial price agreement.
  • If an inspection is performed and the contract is not signed, create a note in Acculynx that describes why they didn’t sign up.
  • Express how important it is for us to be notified the second their adjuster calls to schedule AA
• Input ALL applicable information in Acculynx
  • Ensure all contact information as well as the address of the property are submitted
  • Upload picture of signed contract
  • Add a note with ALL ITEMS Discussed with customer. Detailed notes are the key to successful follow up.
    • Document every interaction with customer in Acculynx.
• Call Customer within (2) days of claim filing
  • • Get all applicable information on AA Appointment; Adjuster name, Adjuster Phone number, Date and time.
    • Upload AA time/date into both acculynx as well as company calendar
• Represent customer at AA
  • • Ensure sufficient amount of photos are taken.
      • Minimum 36 photos; complete balanced claims photo checklist
    • Fill out AA Sheet fully, include any specific notes about the job in notes section
• File for reinspection/go over approval documents (Whatever is applicable)
• In cases of approval, ensure ASI Marketing materials are placed in customer front yard
• Turn in paperwork at next sales meeting/create job folder
• Input detailed ***SCOPE OF WORK*** into Acculynx for Production Department
• When work is completed, ensure that any funds credited back to customer for work not completed is noted within Acculynx. It is important accurate invoices are processed by the office
• Input any applicable information for marketing credits within ***Marketing Allowance*** in Acculynx
• Call homeowner after job is invoiced to insurance and let them know they should be expecting a check in the mail in 7-10 days
  • • If customer does not receive check within 7-10 days of invoice date, call insurance to make sure check has been released
• Collect check and hand into office for profit analysis