Claims Knowledge Center

Frequently Asked Questions

Practical answers for contractors, restoration companies, and property claim professionals — from onboarding and pricing to supplements, documentation, and carrier negotiations.

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Getting Started

How onboarding, intake, and your first claim reviews work with Claims Ninja.

Onboarding starts with intake — we review your operation, claim volume, and current workflow. Your team gets platform access, documentation standards, and a clear handoff process for first claim submissions. Most contractors are submitting claims within the first week, depending on claim type and scope.

Your crew handles production — mitigation, repairs, roofing, contents handling, and customer communication on site. Claims Ninja supports estimate review, supplement strategy, documentation organization, and carrier communication. You stay in control of the job; we strengthen the claim file behind you.

Claims Ninja is built for contractors, restoration companies, and property claim professionals managing insurance work at volume. If your team handles storm, water, fire, mold, or contents losses and needs stronger documentation and supplement support without building an internal claims department, the platform is designed for you.

After intake and workflow setup, most teams submit their first claim within a few business days. Timing depends on how quickly you can provide photos, estimates, and policy details. We walk through your first file so the process is repeatable across your book.

Typical intake includes the carrier estimate or scope (if available), site photos, your contractor estimate, policyholder details, claim number, and loss type. Additional items like moisture logs, testing reports, or contents inventories may apply depending on claim type and scope.

Most inquiries submitted through our contact form or email receive a response within one business day. Complex claim reviews or partnership evaluations may take slightly longer while we review your details — we'll confirm timing when we reply.

Yes. Contractors and partners routinely work with Claims Ninja across multiple active files. Use the contact form to describe your situation, or begin claim intake for individual files through our standard onboarding process.

No. You can reach out before a carrier estimate exists — we'll help you understand next steps based on your claim type and documentation. If an estimate is available, sharing it accelerates review, but it is not required to start a conversation.

Yes. Most partners continue using Xactimate, Symbility, or internal estimating workflows. Claims Ninja reviews and organizes what you produce — we do not require you to abandon your field tools or rewrite estimates from scratch.

Claims Ninja's strategic partner network includes ProfileGorilla (contractor reputation and review management), CORE Group (restoration industry leadership network), 911 Restoration Corporate (preferred claims settlement vendor relationship), Daylit (authorized contractor financing partner), and Morgan & Morgan (exclusive legal partner). Each partner supports a different operational need — from claim recovery and cash flow to legal escalation and business growth. Learn more at /partner-network.

Claims Ninja is an authorized partner with Daylit, which offers short-term financing assistance for contractor partners. When project timing, material needs, payroll, or working capital require additional support, Claims Ninja may help connect qualified contractor partners with Daylit financing resources — subject to partner approval and qualification. Financing is not guaranteed and depends on individual circumstances.

Claims Ninja serves as a preferred claims settlement resource for 911 Restoration Corporate, franchise directors, national leadership, and participating franchise operators. This relationship supports supplement strategy, documentation quality, carrier communication, and claim recovery opportunities across the 911 Restoration system.

No. Core Claims Ninja services — documentation, supplements, carrier communication support, and claim workflow strategy — stand on their own. The partner network provides optional resources for financing, legal escalation, reputation growth, and operational support when they may add value to your operation.

Every partner in the network is selected because they solve real problems contractors face — across financing, legal escalation, reputation management, franchise operations, and restoration industry leadership. Claims Ninja prioritizes quality, fit, and measurable contractor value over partner volume.

Yes, when appropriate. Contractors working with Claims Ninja may request an introduction to a network partner. Claims Ninja may facilitate introductions for qualified contractor partners — subject to partner approval and qualification. Using a network partner is optional and separate from your Claims Ninja fee agreement.

Network partner resources are primarily positioned for Claims Ninja contractor partners. Access varies by partner, engagement, and qualification — financing, legal, and other partner services are not automatically available to every contractor.

Claims Ninja is open to exploring strategic relationships with organizations that support contractor growth, claim outcomes, financing, legal resources, technology, or operational excellence. If your company serves restoration companies, roofing operators, or insurance claim professionals, reach out through /contact to discuss partnership opportunities.

Pricing

Fee structures, invoicing, and what is included across partnership tiers.

Fees are structured by service type — not a single flat rate on every file. Estimate writing uses tiered rates by estimate value. Insurance negotiation uses a $150 minimum plus 15% of documented settlement increase when a carrier estimate exists, or 4% of final RCV when no carrier estimate has been provided. Supplement support is 15% of the documented increase approved from submitted supplemental scope. Additional services such as appraisal support or EagleView reports are quoted based on claim complexity.

Estimate writing rates are tiered by estimate value: $100 minimum for estimate value under $12,500; 1.25% for $12,500–$100,000; 0.75% for $100,001–$200,000; and 0.50% for estimate value over $200,000. Estimate invoices are issued upon completion and client approval through the Client Portal.

Yes. Estimate writing has a $100 minimum for estimate value under $12,500. Insurance negotiation has a $150 minimum fee. These minimums apply before percentage-based calculations on larger scopes.

The 15% fee applies to the documented settlement increase above the carrier's original estimate when a carrier estimate is available — through insurance negotiation. It also applies to supplement support: 15% of the documented increase approved by the insurance carrier from submitted supplemental scope. The fee is tied to carrier-approved increases, not gross invoice totals.

The 4% of final RCV settlement fee applies to insurance negotiation when no carrier estimate has been provided by the carrier. This structure is used in qualifying no-estimate scenarios so your team understands the fee basis before work proceeds.

Estimate invoices are issued upon completion and client approval through the Client Portal. Negotiation and supplement invoices are issued after successful negotiation and final approval. Invoices are due immediately once approved.

ACH is available as a free payment processing option — no processing fee. Credit card payments include a 3% convenience fee. Payment is processed through the method on file after invoice approval.

Appraisal services are typically $500–$1,200 depending on claim complexity and scope. EagleView reports, when required for roofing documentation, are $60 per project. These are quoted or pass-through fees separate from core estimate, negotiation, and supplement rates.

Pricing is structured by service type and claim scope rather than generic volume tiers. Your team selects estimate writing, supplement support, negotiation, or advanced services as needed — with rates defined before work begins. Contact us to discuss how pricing applies across your book of business.

No hidden markups on line items. Fees are defined in your partnership terms — tied to documented recovery or agreed RCV basis depending on claim type and scope. Your team sees what was pursued, what was approved, and what was billed.

Fees depend on the service performed — tiered estimate writing rates, negotiation percentages, or supplement recovery fees. Invoices are issued after work is completed and approved, then paid via ACH (no processing fee) or credit card (3% convenience fee).

Percentages vary by service: estimate writing uses tiered rates from 0.50% to 1.25% by estimate value (with a $100 minimum on smaller files). Negotiation is 15% of documented settlement increase when a carrier estimate exists, or 4% of final RCV when none has been provided. Supplements are 15% of the carrier-approved increase from submitted supplemental scope.

In most cases, no upfront fees are required. Our compensation is typically tied to successful claim outcomes.

Estimate writing fees use tiered percentages by estimate value or a $100 minimum on smaller scopes. Negotiation fees use a $150 minimum plus 15% of documented settlement increase above the carrier's original estimate, or 4% of final RCV when no carrier estimate exists. Supplement fees are 15% of the increase approved from submitted supplemental scope.

Invoices are due immediately once approved. Estimate invoices are issued upon completion and client approval. Negotiation and supplement invoices are issued after successful negotiation and final approval.

No. Contractors engage Claims Ninja on a claim-by-claim basis or through ongoing partnership arrangements depending on their operational needs.

Yes. Many contractors use Claims Ninja selectively on complex, high-value, or resource-intensive claims.

No. Claims Ninja can supplement existing teams, act as an overflow resource, or function as a complete outsourced claims department.

Insurance Supplements

How supplement strategy, scope review, and carrier submissions are handled.

Supplement support includes scope review, line-item analysis, documentation guidance, and carrier-ready supplement submissions. Expert teams identify missing items, pricing gaps, and code-related opportunities — then organize the file so adjusters can review efficiently.

We compare carrier scope to field conditions and your estimate, flag defensible line items, and build organized supplement packages with photos and notes. After your review, submissions go to the carrier with clear change summaries. Follow-up continues through adjuster responses.

Turnaround depends on documentation completeness and claim complexity. Straightforward scope gaps may move quickly; large commercial or multi-trade files take longer. We prioritize files based on your production schedule and carrier deadlines.

Claims Ninja prepares and submits supplement packages on your behalf, aligned to your authorization and partnership terms. Your team retains visibility through the platform — you see what went out, when, and how the carrier responded.

Strong supplements pair line-item detail with photos, measurements, code references, manufacturer specs, and moisture or testing data where relevant. Organized narratives help adjusters understand why each item belongs on the scope — not just that it was missed.

Yes. Many claims require sequential supplements as demolition reveals additional damage or as trades complete work. We track prior submissions and carrier responses so each round stays organized and defensible.

We document the carrier's position, identify gaps in their reasoning, and advise on next steps — revised documentation, re-inspection requests, or escalation when appropriate. Outcomes vary by carrier and file; we focus on building the strongest record possible.

Yes. We review denial language, identify documentation gaps, organize resubmission packages, and advise on re-inspection when site conditions require it. Recovery varies by carrier and file — we focus on building the strongest record possible.

Yes. We compare carrier estimates to field scope and your documentation to flag defensible gaps — quantities, trade separation, code items, and documentation-supported scope. AI-assisted review can accelerate first-pass triage; expert teams validate before carrier submission.

Roofing Claims

Storm, residential, and commercial roofing documentation and recovery support.

Carriers expect photos of all slopes and damage, accurate measurements, line items aligned to how the roof was built, and code-related accessories where applicable. Supplement opportunities often hinge on drip edge, ice and water shield, ventilation, steep charges, and waste factors documented clearly.

Yes. Storm books need consistency across high volume; retail jobs need precision on scope and code items. We adapt documentation and supplement strategy to how your roofing operation actually runs — residential, commercial, or both.

We review jurisdiction requirements, manufacturer specs, and field conditions to identify code-driven line items carriers often omit. Items like drip edge, starter course, ice barrier, and ventilation are evaluated based on what the job requires — not automatically added to every file.

Yes. Commercial roofing often involves membranes, coatings, metal systems, and larger scopes with heavier documentation requirements. We organize complex estimates and trade coordination so carrier review stays manageable.

Accurate measurements anchor defensible quantity arguments. Waste, pitch, and cut-up factors should reflect actual roof geometry — not generic defaults. We compare carrier quantities to field documentation and flag gaps worth pursuing.

O&P depends on carrier guidelines, number of trades, and how the claim is structured. We evaluate whether O&P applies to your file and document the basis when pursuing it — outcomes vary by carrier and claim circumstances.

Water Damage Claims

Mitigation, drying, and reconstruction scope questions for water losses.

We review mitigation invoices, drying logs, moisture readings, and rebuild scopes for completeness. Common gaps include equipment days, containment, antimicrobial treatment, demolition, and rebuild line items carriers trim on first pass.

Daily moisture logs, equipment placement photos, atmospheric readings, and clear drying goals carry weight in review. Gaps in documentation often lead to reduced equipment days or disputed mitigation charges.

Yes. Our contractor resources library covers water mitigation supplements, dry logs, moisture mapping, equipment charges, monitoring visits, and denial recovery — written for field and supplement teams.

Yes. We review dry logs, moisture maps, equipment utilization, and monitoring records against carrier line items — common dispute areas on water mitigation files. Strong field documentation supports equipment days and monitoring visits at desk review.

Yes. We ensure field notes, photos, and line items align with how the loss was classified. Misalignment between mitigation narrative and billed scope is a common reason carriers reduce payment.

Absolutely. Many water claims span emergency services and rebuild. We track both phases, compare carrier scopes to field conditions, and pursue missing items across mitigation and construction line items.

We separate mitigation documentation from rebuild estimating so carriers can follow the timeline. Clear phase separation reduces confusion when adjusters review equipment charges alongside finished reconstruction scope.

Yes. Commercial water claims often involve larger drying footprints, business interruption considerations, and multi-trade rebuild scopes. Documentation organization becomes critical at that scale.

Fire Damage Claims

Smoke, soot, structural, and contents considerations on fire losses.

Effective files combine visual evidence, scope detail by room, cleaning method notes, and trade separation. Carriers scrutinize whether smoke damage is localized or systemic — documentation should match what your crew observed on site.

Yes. Our contractor resources library covers fire documentation, supplements, smoke and soot evidence, HVAC contamination, odor mitigation, and supplement denial recovery — organized for restoration and supplement teams.

Yes. Fire losses often span structure, contents pack-out, and deodorization. We organize scopes so carriers can review building and contents separately while keeping the overall claim narrative coherent.

Fire claims frequently evolve after demo reveals hidden damage. We track change orders and revised scopes so supplements reflect conditions discovered during tear-out — not just the initial adjuster walkthrough.

They can be. HEPA filtration, ozone or hydroxyl treatment, sealers, and content cleaning lines are often under-scoped on first carrier estimates. We evaluate whether your documentation supports pursuing those items.

Yes. From localized kitchen fires to major structural rebuilds, supplement strategy adapts to loss severity. Larger files benefit from organized trade breakdowns and phased documentation as work progresses.

Mold Claims

Remediation documentation, testing, and carrier review on mold-related claims.

Carriers typically review moisture source documentation, remediation protocol, containment detail, air scrubbing, and clearance testing where required. Photos, room-by-room scope, and alignment with IICRC-oriented practices strengthen the file.

Pre- and post-remediation testing can support scope justification and clearance verification. We help organize lab results and tie them to billed line items so adjusters understand why testing was necessary.

Mold coverage varies by policy and causation. Carriers question whether damage resulted from a covered water event versus long-term conditions. Strong documentation on sudden water intrusion and timely mitigation helps address those reviews.

They can be. Negative air, HEPA filtration, and containment labor are frequently trimmed on initial scopes. We compare your field setup to carrier line items and pursue gaps when documentation supports the work performed.

Yes. Mold often follows an underlying water event. Linking moisture source documentation, drying history, and remediation scope helps carriers follow the causal chain on the file.

Contents Restoration

Pack-out, cleaning, storage, and personal property recovery workflows.

We review inventories, pack-out labor, storage, cleaning method codes, and specialty item handling. Contents files fail when inventories are incomplete or cleaning lines do not match item types — we help tighten that documentation.

Detailed descriptions, condition notes, photos, and consistent room labeling matter. High-value items need supporting detail. Organized inventories speed adjuster review and reduce back-and-forth on line counts.

Yes. Carriers question duration, unit counts, and whether storage was necessary. Documenting pack-out timing, vault or pod usage, and return-to-site logistics helps defend those charges.

We organize specialty line items with vendor quotes and handling notes where available. Specialty contents often require separate justification — generic cleaning codes rarely suffice.

Yes. Fire contents emphasize smoke residue, deodorization, and replacement vs. restore decisions. Water contents focus on contamination category, drying timelines, and salvageability. Documentation should match the loss type.

Carrier Negotiations

How expert teams engage adjusters, reviewers, and dispute processes.

Expert teams engage adjusters with organized documentation, clear change summaries, and scope support backed by photos and estimates. We track responses, revise submissions when needed, and escalate through appropriate channels — always aligned to your authorization.

Claims Ninja supplement and negotiation specialists handle carrier communication within your partnership terms. Your team stays informed through the platform — you see correspondence history and status without managing every adjuster call yourself.

We document the dispute, gather supporting evidence, and respond with organized rebuttals or revised scopes. Outcomes depend on carrier guidelines and file strength — we focus on building the clearest record rather than promising specific results.

Yes, when documentation supports it. Re-inspections help when field conditions differ from the adjuster's initial scope. We coordinate requests and prepare the file so reviewers arrive with context.

Claims Ninja is a contractor-focused claims support platform that includes access to licensed public adjusters, estimators, supplement specialists, and other claims professionals when needed. We help contractors maximize claim recovery through documentation, estimate review, supplements, and carrier communication while supporting the overall claims process.

Timelines vary widely by carrier, adjuster workload, and claim complexity. Simple supplement responses may resolve in days; contested commercial files can take weeks. We keep your team updated on status throughout.

Documentation

Photos, estimates, moisture logs, and the records carriers expect to see.

At minimum: dated photos of damage and repairs, moisture readings where applicable, scope notes, and estimate detail aligned to field conditions. Strong files tell the story of what happened, what you found, and what was required to restore the property.

Group photos by room, elevation, or trade with clear labels and dates. Before-and-after sequences help adjusters follow the work. Random photo dumps slow review and invite scope reductions.

Your estimates should reflect actual field conditions and local pricing — not mirror carrier omissions. We compare your scope to the carrier file and identify defensible differences worth pursuing.

Moisture logs are standard on water mitigation jobs and often expected on mold-related work. Daily readings, equipment notes, and dry-standard documentation support equipment day charges and rebuild timing.

Claim number, policy details, contact information, date of loss, and authorization signatures when required. Early collection prevents delays when supplements or payments need carrier verification.

Partners upload photos, estimates, and supporting files through the client portal or intake workflow established during onboarding. Organized uploads speed review — your team can batch by claim phase or trade.

Platform & Security

Data handling, access controls, and document storage practices.

Claim files are stored with encrypted access controls and role-based permissions. Document handling follows practices aligned to contractor and carrier workflows. Your team controls who sees what within your organization.

Yes. Role-based access lets you limit visibility by user, office, or function. Owners and managers typically see full claim history; field users may see only assigned files.

The claim tracking module shows file status, supplement history, carrier responses, and next steps. Your office gets visibility without chasing email threads or spreadsheet updates.

Yes. The communication hub keeps correspondence, notes, and status updates tied to each claim. Centralized history reduces miscommunication when multiple team members touch the same file.

Retention follows partnership terms and applicable data handling practices. Archived files remain accessible for reference and audit — contact us for specifics on your partnership agreement.

AI Claim Analysis

How AI-assisted review supports scope accuracy and supplement identification.

AI-assisted review scans estimates and documentation for scope gaps, pricing inconsistencies, and supplement opportunities. Expert teams validate findings before anything goes to a carrier — AI accelerates review, humans make the call.

No. AI is assistive — it flags items worth a closer look. Experienced supplement specialists interpret results, apply carrier context, and decide what belongs on the file. Technology speeds the process; expertise drives outcomes.

AI is effective at pattern recognition across large scopes — missing line items, quantity gaps, and inconsistent pricing. It is not infallible. Every flagged item is reviewed by your Claims Ninja team before submission.

Estimates, carrier scopes, photos, and structured claim documentation can feed AI review depending on claim type and scope. The system works best when intake documentation is complete and organized.

Your claim files are handled under partnership data practices. AI analysis runs within controlled workflows — we do not treat your proprietary claim data as public training material. Ask us for details on your agreement.

Results & Insights

Trade recovery patterns, portfolio reviews, and representative outcomes from Claims Ninja claim intelligence.

Results & Insights at /case-studies is Claims Ninja's industry intelligence hub — insights gathered from thousands of insurance claims across roofing, restoration, mitigation, reconstruction, and commercial projects. It covers recovery results by trade, common scope and pricing gaps we find, portfolio recovery reviews, and representative recovery benchmarks — not fabricated customer stories.

The recovery examples on Results & Insights are representative benchmarks drawn from aggregate claim review patterns — not fabricated customer stories with invented names or addresses. They illustrate typical recovery ranges and findings we see across reviewed files. Outcomes vary by claim type, documentation quality, carrier environment, and scope.

Recovery increases vary by trade, scope, and carrier environment. Across thousands of reviewed claims, contractors partnering with Claims Ninja have seen average recovery increases of approximately 40%. Trade-specific typical improvement ranges on Results & Insights include roofing at 25%–50%, water mitigation at 20%–45%, fire restoration at 20%–40%, mold remediation at 15%–35%, reconstruction at 20%–45%, and contents restoration at 15%–35%.

Roofing often shows the widest typical recovery improvement range at 25%–50%, driven by missing accessories, waste factors, code compliance gaps, and material pricing discrepancies. Water mitigation, fire restoration, and reconstruction commonly fall in the 20%–45% range. Mold remediation and contents restoration typically range from 15%–35%. The largest opportunity on any file depends on documentation quality, carrier scope gaps, and trade complexity — not trade alone.

A portfolio recovery review is a book-of-business analysis where Claims Ninja reviews active, closed, and underpaid claims across a contractor's operation. We evaluate estimate quality, supplement frequency, recovery percentages, carrier trends, trade-specific deficiencies, and revenue leakage opportunities. Contractors often discover systematic revenue left behind across dozens or hundreds of claims — not just one file.

Across thousands of reviewed claims, recurring deficiency categories include scope omissions (missing line items, accessory gaps, debris removal), code compliance gaps (ice and water barrier, ventilation, upgrades), pricing discrepancies (material and labor rates below market), documentation opportunities (incomplete photos, dry logs, weak narratives), O&P eligibility on multi-trade losses, and coordination costs (equipment reimbursement, supervision, general conditions).

Yes. Claims Ninja reviews commercial roofing, water, fire, mold, reconstruction, and contents portfolios — including multi-trade books with larger scopes and heavier documentation requirements. Portfolio-level review helps identify recurring estimate deficiencies, carrier-specific trends, and recovery opportunities that compound across a commercial book of business.

Yes. Claims Ninja conducts portfolio-level reviews of entire books of business — active, closed, and underpaid claims — to identify recurring scope gaps, supplement workflow issues, and aggregate recovery potential. Leadership gains visibility into patterns invisible when claims are evaluated one at a time, including revenue leakage across dozens or hundreds of files.

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