You finished a $50K roof replacement three months ago. The carrier paid half but now they’re questioning the rest of the payment. They want more photos to prove you did the work — photos you didn’t take. Sound familiar?
This happens to contractors every day. But it doesn’t have to happen to you. With the right documentation process and team in place, insurance claim jobs can become one of your most reliable revenue streams. You just need to know what you’re getting into and how to protect your payment from day one.
Build the Right Team
Insurance restoration work needs more than just good crews. You need people who understand the paperwork, the scope disputes, and how to protect your payment.
Take a look at who’s involved:
Your Core Team
Contractor or Owner: You’re leading the project and ultimately responsible for getting it done right
Homeowner or Business Owner (Policyholder): They approve the work and make final decisions
Sales, PMs, or Foremen: They keep things moving and stay in touch with the customer
Crews and Office Staff: They do the work and keep your business running
The Insurance Side
Adjusters or Claims Companies: They assess the damage, approve the claim, and often stand between you and your money
Most contractors have the core team covered. But here’s where things get tricky: Do you have someone who can handle the insurance side when problems come up? Someone who knows how to fight for supplements when scope changes? Someone who can navigate Xactimate and push back on O&P battles?
If not, you need to fill that gap, either by training someone internally or bringing in outside help.
Document Everything (Seriously)
Insurance carriers want proof. Lots of it. Photos, notes, measurements, timelines, the works.
This is where most contractors lose money on claim projects. Here’s a common scenario: you discover additional water damage behind the drywall and do the extra work. When it’s time to supplement, the adjuster says you should have documented it before you covered it up. You did the work, but can you prove it?
That’s the position you never want to be in. Without solid proof, even completed work gets questioned by adjusters looking for reasons to cut your estimate.
Start Here
Before you build out a full system, make one change right now: require your crews to capture at least 10 photos per job phase. Before they start work, during the job, and after completion. No exceptions. It’s simple, it takes minutes, and it could save you thousands when the carrier pushes back.
Keep all your project records in one place. Track conversations with adjusters and homeowners. Note any changes or additional work as it happens. When it’s time to supplement, you’ll have everything you need to back up your claim.
The more organized your documentation, the harder it is for anyone to push back on your invoice.
Know Who to Call When Things Go Sideways
Even with great documentation and communication, insurance claims can hit roadblocks. Scope disputes happen. Carriers deny supplements. That’s when you need backup.
Make sure you know who to call when you need help: public adjusters to negotiate your claim, legal support for disputes, or collections specialists when payment stalls.
If you don’t have these roles covered in-house, find reliable partners before you need them. Look for companies that specialize in handling insurance restoration claims and understand the industry. They know how to navigate the system and can save you time and money.
Treat them like an extension of your team, because they are.
Stay Patient and Keep Moving
Insurance restoration work moves slower than regular jobs. Payments take longer. Approvals drag out. It’s just part of the deal.
The key is not letting one slow-paying claim project freeze your entire business. Keep taking on other work. Keep your crews busy. Don’t sit around waiting for a check that might take weeks.
And through it all, stay consistent. Keep your documentation tight. Communicate clearly with everyone involved. Follow up regularly without being pushy. Don’t let frustration make you sloppy.
Get Organized Now
Insurance claim jobs don’t have to be a nightmare. With the right people, clear processes, and solid documentation, they can become a reliable part of your business. The contractors who make insurance restoration work profitable have one thing in common: they’re prepared before problems arise.
Start With a Photo Checklist
Once you’ve got your crews taking photos consistently, turn it into a repeatable system. Create a standard checklist that covers every type of job you do. Start with before and after photos of the entire scope, then add specific shots adjusters typically ask for: overall damage, close-ups of problem areas, measurements, and any hidden work before you cover it up. When your whole team follows the same process, nothing falls through the cracks.
Build Your Support Network
Build relationships with partners who can help when claims get complicated. Don’t wait until you’re deep into a dispute to figure out who’s in your corner.
Insurance restoration work isn’t going anywhere. When storms and accidents happen, homeowners need contractors who can handle both the rebuild and the paperwork. If you can do both, you’ll stand out and you’ll get paid what you’re owed.
