Want your business to grow exponentially? Save precious time? Rake in the big bucks? (Oh dear — I’m starting to sound like a car salesman…) If you’re hoping to scale, do yourself a favor and read through to the bottom of this webinar recap. You’ll thank me later.
In this webinar, CompanyCam Business Development Rep Nick Brouillette was joined by Brett Scott of Roofer’s Choice Insurance. When it’s time to start saving REAL time and money, limiting liabilities on the job site is a good place to start. A lot was covered during the webinar, so here’s the breakdown:
Importance of photo documentation
How it relates to insurance claims
And where the time-saving, money-making part comes in.
Let’s get to the meat of it.
How False Claims Cost Contractors Time and Money
When a job site gets hectic, documentation can take a backseat to the immediate needs of the job. However, the importance of meticulous job documentation should not be overlooked. Documentation plays an important role in team accountability, legal protection, gathering marketing materials, and limiting liability—which ultimately conserves your hard-earned money.
Using Photo Evidence for Legal Protection
Legal protection is a common reason for thorough documentation on a job site. Having a detailed record of all activity and decisions made during the project will serve you well in the long run. Should there ever be a dispute, false claim, or legal issue, comprehensive documentation can (and WILL!) provide preeminent evidence to support your case.
Brett and Nick talked about liability protection on the job site. Nick says it’s one of the most common things he hears from contractors, be it about a cracked driveway, broken screen window, deck paint getting scratched, etc.
When asked, “Have you ever been accused of something you didn’t do?” Brett says he has seen a variety of accusations, for example, “nail-in-foot claims” or tile-roof claims. These false claims have resulted in companies being blamed for not cleaning up after the work is done for the day. “There are all sorts of accusations that we have to work through,” Brett says. One thing can lead to another in such cases. It’s not uncommon to end up with a lawsuit on your hands.
Getting ahead of the false claims and covering your company’s butt is important!
Preventing Customer Disputes with Job Documentation
If you’ve done the job right, let’s hope you documented it—for future marketing purposes. Show off your work to others! Sharing transformative Before and After photos attracts new customers and boosts team morale. Use your job site photos for marketing!
And if you’ve done the job wrong, let’s hope you documented it—pinpoint the areas in which it went wrong and roadblocks to avoid in the future.
When guidelines and best practices are captured and shared clearly, crews, admin, customers, and subcontractors are more likely to follow them. Following the standards reduces the risk of error and rework—saving you time and money!
How Crew Accountability Reduces Liability
Photo documentation builds crew accountability that protects your business. Whether your crew is big or small, having an easy-to-follow trail of documentation improves team communication and ensures everyone is on the same page.
Documentation makes it easier to identify what, when, and why decisions were made. This transparency creates a culture of accountability, prevents finger-pointing, and gets rid of the he-said-she-said issue altogether!
How Documentation Impacts Insurance Claims
This is where the limiting liability comes in.
Nick asked Brett a pivotal question: “Have you ever had an insurance claim denied due to lack of documentation?” Short answer: Ohhh yes.
Brett says, “There are a lot of forms and endorsements now throughout the industry that are gonna require documentation.” There are set forth requirements contractors must adhere to for insurance coverage to be met. It’s important to know what the endorsements mean, how they should be interpreted, and what the adjustor is going to look for come claim time! Documentation is often a critical part of that process.
The bottom line is this: Insurance claims are impacted by thorough documentation because documentation increasingly limits liability. Documenting safety protocols and standards prevents a workplace from becoming unsafe (or at least holding individuals accountable for following the guidelines). In the event of an accident, having documentation and photo evidence on hand can save you from a nasty lawsuit… EXHIBIT A.
Plans change. Plans change OFTEN on a job site. Ensure you document all change orders, cost adjustments, scope changes, and client approvals. This helps prevent conflict or customer disputes down the road.
Take it from Brett: “Documentation is critical.” If you aren’t documenting properly, working with insurance companies is going to be a struggle. You could even face claim denial due to insufficient photo evidence.
Protect Your Bottom Line with Better Documentation
Documentation limits liability on the job — and that directly impacts your finances.
When you reduce risk through proper job documentation, insurance companies see you as lower risk. That means lower premiums and fewer headaches with your insurance provider. Thorough records and photo evidence help you avoid disputes and protect you from property damage accusations.
The math is simple: better documentation means fewer claims, which means lower costs.
The best time to start? Right now. Make photo documentation a habit on every job. Share it with clients. Build the routine that protects your business. The cost of skipping documentation is way higher than the few minutes it takes to document your work.
Frequently Asked Questions
Can my insurance claim be denied if I don’t have photos?
Yes. Insurance companies frequently deny claims when contractors can’t provide adequate documentation. Without photos showing pre-existing conditions, work progress, or proof of completed work, insurers often rule the claim “unverifiable.” Even if you have other documentation like invoices or contracts, photos provide the visual proof adjusters need to approve claims quickly. Many contractors have faced claim denials simply because they couldn’t produce timestamped photos showing they weren’t responsible for reported damage.
What if a customer claims I damaged something that was already broken?
This is one of the most common disputes contractors face. Without before photos, you’re stuck in a he-said-she-said situation that often ends up costing you money — even if you’re innocent. Always photograph the entire property before starting work, paying special attention to anything near your work area. Timestamp these photos so there’s no question about when the damage existed. If a customer makes a claim, pull up your before photos immediately to show the damage was pre-existing.
What happens if I’m sued and don’t have documentation?
Without documentation, you’re fighting the battle on your customer’s terms. Legal disputes in construction are expensive and time-consuming to resolve. If you can’t provide photo evidence, contracts, or change orders, you’ll spend thousands on attorneys’ fees trying to reconstruct what happened. Many contractors have lost cases they should have won simply because they couldn’t prove their side of the story. Documentation is your first line of defense and often the difference between winning and losing in court.
Can I be held responsible for damage my subcontractor caused?
Yes — in most cases, the general contractor is responsible for subcontractor work. This is why documentation is critical when working with subs. You need photos proving the condition of the site before and after the sub’s work, plus documentation showing the sub had proper insurance and followed your standards. If a customer claims the subcontractor damaged something, your photos can help you either prove it didn’t happen or pursue reimbursement from the sub’s insurance.
How long should I keep job site photos after a project is done?
Keep photos for at least 3 – 5 years minimum, but longer is better. For structural work, major renovations, or commercial projects, hold onto photos for 7 – 10 years. Some states have construction defect statutes that extend up to 10 years, meaning a customer could file a claim years after you’ve finished. When in doubt, keep the photos indefinitely. The cost of storage is nothing compared to fighting a lawsuit without evidence.
