PLEASE READ THIS ENTIRE PAGE… or CLICK ME if you would rather see a read along / walkthrough video… 
If link broken: https://www.loom.com/share/86f6efa27ce2434c9b8af99c2de1f8ae

Executing the expectations in this page is the ESSENTIAL component to our SUCCESS as your NEW PARTNERS in the property claims fight TOGETHER, because it allows us to do our jobs to the best of our abilities, which leads to you saving TIME, MONEY, and HEADACHE. 

Contents: 

  • Intro and Expectations 
  • Account Creation 
  • Learn to Navigate The Claims Ninja 
    • Execs/PMs/Billing 
    • Crew 
    • Help Center in Monday 
  • Input ICA, AOB, Appraiser Contract into your contract 
  • COC 
  • If you signed up for FREE MONEY SUPPLEMENT 
  • PLNAR 
  • Affiliate Referral Program 
  • How To Contact The Claims Ninja 
  • Submit your first job 
  • Rudimentary Client Education

Intro and Expectations: 

Firstly, CONGRATULATIONS on taking such a monumental load off your plate from insurance estimating, to claims negotiations, and if absolutely required, escalations like appraisals, public adjusting, and lawfare. We are thrilled to do it. This page outlines one-time setups and has all of the information you need for us to get started together. 

🟣 WHAT SUCCESS LOOKS LIKE 

(Shared Expectations for Every Project) 

A successful claim is not defined by speed alone — it is defined by a smooth process where documentation, estimating, negotiation, and payment all move forward without friction. 

A “Perfect Claim” Typically Looks Like: 

✅ Documentation uploaded within 24 hours of site visit 
✅ Complete intake submitted (contract + files included) 
✅ Estimate delivered within ~24 hours of intake readiness 
✅ Insurance negotiation completed within ~3 weeks on average 
✅ Rapid back-and-forth with adjusters 
✅ No reinspection required due to missing documentation 
✅ Client always knows project status 
✅ Payments released without delays 

Our systems are designed to achieve this outcome consistently when documentation and communication expectations are followed. 

The goal is simple: 

Clear documentation → Strong estimate → Faster agreement → Faster payment. 

🟣 WHO HANDLES WHAT 

(Role Clarity So Projects Move Faster) 

To keep claims efficient, responsibilities are intentionally divided. 

Your Team Handles: 

  • Field documentation (photos, videos, measurements) 
  • Executing construction work 
  • Uploading project files and updates 
  • Client contract execution 
  • Jobsite communication with property owner 

The Claims Ninja Handles: 

  • Estimating 
  • Scope development 
  • Carrier negotiations to settlement 
  • Supplement preparation 
  • Communication with adjusters 
  • Escalations (when required) 

This structure removes administrative burden from your team while allowing us to specialize in claim execution. 

One team builds the project. 
One team manages the claim. 

🟣 MUTUAL EXPECTATIONS 

Strong results come from clear expectations on both sides. 

What You Can Expect From The Claims Ninja 

  • Fast and professional estimate preparation 
  • Strategic insurance negotiation 
  • Clear communication and updates 
  • Organized claim handling from start to finish 
  • Escalation only when necessary and appropriate 
  • A partner focused on maximizing recoverable claim value 
  • Our Claims Managers aim for same day response times, but may respond the next business day if contacted after 2:00 PM their time. 

What We Expect From Our Clients 

  • Thorough field documentation 
  • Timely uploads of project files 
  • Centralized communication through assigned channels 
  • Prompt responses when decisions are needed 
  • Allowing negotiation strategy to remain coordinated through our team 

When both sides follow these expectations, projects move faster, negotiations become smoother, and outcomes improve for everyone involved. 

Pricing: 

  • Estimates:
  • $100 minimum for estimate value less than $12,500
  • 1.25% rate for estimate value $12,500–$100,000
  • 0.75% rate for estimate value $100,001–$200,000
  • 0.50% rate for estimate value $200,000+
  • Negotiations:
  • $150 minimum
  • 15% of the documented settlement increase above the carrier’s original estimate when a carrier estimate is available.
  • 4% of the final Replacement Cost Value (RCV) settlement when no carrier estimate has been provided by the carrier.

Supplements are 15% of the documented increase approved by the insurance carrier resulting from the submitted supplemental scope.

Appraisal Fees if required, average $500 – $1,200 

Eagleview if required for roofing, $60 per project 

(if enterprise deal already negotiated, those prices supersede these templated prices) 

Key Metrics: 

24 Hour Estimate turn around 

Average 3 weeks to Settlement 

Average 45% more than insurance’s initial estimate 

Public Adjuster in all 50 states with no additional fees where most other PAs are 7-15% 

Average less than 10% escalation on interiors 

Average less than 30% escalation on exteriors/roofing 

Account Creation: 

As you read this, we are creating 3 accounts for you and your team that should be ready within 24 hours. The Accounts information will come in a separate page. Please disperse the logins to your proper team members. During this waiting period please execute training and input the ICA, AOB, and Limited Appraiser Authorization into your contracts (below), so that when the accounts are created, we can hit the ground RUNNING. 

Account 1: 

This account is for Executives, Project Managers, and Billing. It gives full access to The Claims Ninja Dash where you will be able to see and interact with everything you need per project from end to end. Please be sure to share this entire page to anyone with access to Account 1. Can request multiple Account 1s for multiple PMs.  

Account 2: 

This account is for your Crew. It is a very limited view of Account 1, with access to only the Projects Name, Address, COC link, and a location to upload all pictures, videos, and files throughout the life of the project until completion. 

Account 3: 

While with Account 1 you have the ability to view and approve Estimates, Settlements, Supplements, and their Invoices in The Claims Ninja Dash, this account will have a single location for your billing department to view all invoices and ensures secure payment info. 

Learn to Navigate The Claims Ninja: 

Please forward these video links to the appropriate team members and ensure they watch them. They are essential, brief, one-time training that makes everyone better. 

————————————————————

Account 1 for Execs, PMs, Billing: 

  • Contract w ICA, AOB, Appraiser Contract 
  • Intake walkthrough and upload requirements checklist 
    • Sufficient Files (ideally not screenshots of documents) 
    • Sufficient Photos 
    • Sufficient Job Notes (intake job description and job site distance from office for supervisory fees and trip charges) 
    • Sufficient sketch and measurements w LxWxH 
    • Insurance Estimate 
    • Policy 
    • Claim # 
    • Adjuster Name, Phone, and Email 
    • If Mit: 
      • Demo Sheets 
      • Material Sheets 
      • Dry logs and Moisture Mapping 
  • Supplements 
    • Request
    • Additional uploads of pics, vids, and docs and description of request 

————————————————————

Account 2 for Crew: 

  • How to properly document interiors, exteriors, and roofs (3 minutes)
    • Video Link: https://www.loom.com/share/43420806136e40a1a625a036e2fa5b19
    • Demo sheets 
    • Material sheets 
    • Dry logs and Moisture Mapping 
    • Tons of photos at .5 lens (zoomed out) 
    • Detailed photos of issues at 1X lens (normal camera) 
    • Full video walkthrough with voiceover at .5 lens (zoomed out) 
    • Sketches of LxHxW measurements and room flows 
    • Roofs and Exteriors:
      • Angles, elevations, close-ups, and code support documentation. 

🟣 FIELD DOCUMENTATION TRAINING

For Clients, but good for CMs to know

The purpose of this section is simple:

👉 The better the documentation from the field, the stronger the estimate we can build for your company.

We are not on-site — you are.
So the photos, videos, and notes you capture become the evidence we use to:

  • write accurate estimates
  • justify full scope of work
  • negotiate with insurance
  • reduce back-and-forth inspections
  • help get projects approved faster

If something isn’t documented clearly, insurance usually assumes it doesn’t exist.

This guide shows the easiest way to capture what we need while you are already on the job.

GENERAL PRINCIPLES

  • More photos are always better than fewer.
  • Take photos before work begins whenever possible.
  • Wide photos first, detail photos second.
  • Show how areas connect to each other.
  • When unsure — take another photo.

You are not trying to take perfect photos — just clear proof of conditions.

INTERIOR DOCUMENTATION

1. Start With the Whole Room

Stand near the doorway and take wide photos using the .5 lens (zoomed out):

  • All four corners of the room
  • Ceiling
  • Floor

This helps us understand layout and material continuity.

2. Show the Damage in Context

Take wide photos showing:

  • damaged area
  • surrounding materials
  • nearby undamaged areas

This helps explain how far repairs realistically extend.

3. Take Detail Photos

Switch to normal camera (1x lens).

Photograph:

  • stains
  • cracks
  • swelling
  • moisture effects
  • damaged finishes or materials

Multiple angles help us justify scope later.

4. Show Continuous Materials (Very Helpful)

If materials continue into other spaces, take photos showing that connection:

Examples:

  • flooring running room to room
  • same wall paint continuing
  • trim/baseboards matching

This allows us to explain when repairs cannot reasonably stop at one spot.

5. Photograph Items That Must Be Moved

Please capture anything that needs to be removed or shifted for work, such as:

  • toilets
  • cabinets
  • appliances
  • doors
  • baseboards
  • large contents

These photos help us account for real labor involved in the job.

6. Quick Video Walkthrough

Using the wide lens (.5):

Do a slow walkthrough (30–60 seconds).

While walking, briefly describe:

  • room names
  • visible damage
  • anything unusual noticed

This gives us context photos alone sometimes miss.

7. Measurements

Simple sketches or notes are perfect.

Include:

  • Length
  • Width
  • Height
  • How rooms connect

Accuracy helps speed estimating, but rough measurements are still helpful.

EXTERIOR & ROOF DOCUMENTATION

Exterior Overview

Take wide photos of:

  • Front
  • Rear
  • Left side
  • Right side

This helps establish overall condition.

Damage Areas

For each damaged area take:

  1. Wide photo showing location
  2. Mid-range photo
  3. Close-up detail photo

This sequence helps explain scale.

Roof Photos (If Accessible)

Capture:

  • each slope
  • valleys
  • flashing areas
  • vents and penetrations
  • gutters and edges

If shingles or materials are disturbed, include surrounding areas as well.

Access & Safety Conditions

Helpful photos include:

  • steep roofs
  • height challenges
  • limited access areas
  • obstacles around structure

These help explain real working conditions.

MITIGATION PROJECTS (WHEN APPLICABLE)

If available, upload:

  • demo sheets
  • material sheets
  • dry logs
  • moisture maps
  • equipment setup photos

These greatly improve estimate accuracy.

COMMONLY MISSED BUT VERY HELPFUL PHOTOS

If possible, include:

  • adjacent rooms
  • undamaged matching materials
  • transitions between spaces
  • protection setup
  • equipment placement
  • pathways used to access work areas

These details often answer insurance questions before they are asked.

SIMPLE FINAL CHECK

Before leaving site, ask:

👉 Could someone who has never been here understand the job from these photos and videos?

If not, take a few more wide shots.

WHY THIS HELPS YOUR PROJECTS

Good documentation allows us to:

  • build stronger estimates for your company
  • reduce delays
  • limit re-inspections
  • support negotiations with insurance
  • help move claims forward faster

A few extra minutes documenting in the field saves significant time later for everyone involved.

FINAL NOTE

You don’t need to document perfectly — just thoroughly.

Clear documentation gives us the tools we need to support your work properly.

————————————————————

Account 3 for Billing 

  • Incoming by 4/2/26

Help Center in Monday for all accounts (Directs you to this url link you are currently on)

This will be on the far left of your Claims Ninja Accounts and has all of the info here in this onboarding page, plus any updates from here onwards. For any major system updates we will send emails outlining what is new. Emails will be sent to the email from signup with, and the Company is responsible for relaying the info to your in-house team. 

For Account 1 and 2, The Most Common Causes of Delays: 

  • Missing or limited photos 
  • Documentation uploaded days after site visit 
  • Contracts not uploaded with intake 
  • Measurements missing or unclear 
  • Demo completed before documentation 
  • Multiple parties communicating pricing to insurance 
  • Partial file uploads requiring follow-ups 
  • Adjuster questions that could have been answered with better documentation 

When documentation is complete upfront, negotiations move significantly faster. 

A few extra minutes documenting early often saves weeks later. 

————————————————————

Input ICA, AOB, Appraiser Contract into your contract: 

Please see the bottom of this page to copy and paste the Insurance Communication Agreement, Assignment of Benefits, and Limited Appraiser Authorization into your contract. It is absolutely imperative this is done so that we are able to communicate with insurance on your and the policyholders behalf. 

When you are submitting a New Project via the Intake Form in Account 1, it is required to upload your contract with the policyholder, otherwise insurance will ensure we are unable to proceed. 

COC: 

If you would like The Claims Ninja to handle the Certificate of Completion upon project completion to release insurances final funds (depreciation) you are required to use our COC link. The COC link will be in a column near the far right of Account 1, and Account 2 for the Crew. It takes the policyholder 1 minute to complete and helps our follow up systems to get those final funds released quickly. 

PLNAR: 

NOT REQUIRED, RECOMMENDATION ONLY. 

If you want help with making your documentation completely irrefutable, PLNAR is an exceptional tool that works with any smart phone (no lidar required). For interiors, all you have to do per project is take a picture of the rooms corners and do a quick video walk through (30 seconds – 1 minute) and it generates full 2D and 3D sketches that show where the photos were taken within the sketches and has photos you can view and measure within, and photo reports, video reports, shareable links, and more. Also has exterior capabilities. 

Free 30 day trial. 

When signing up, let them know The Claims Ninja sent you! 

Affiliate Link coming soon that will track The Claims Ninja Clients who sign up for PLNAR. 

Plnar – Property Intelligence, Powered by AI | Fueled by Smartphone Imagery


Mit Demo and Dry Log Tracking coming soon!  

Affiliate Referral Program! 

Earn $ for referring your network to The Claims Ninja as producing Clients. This is automatically enacted if you signed up with The Claims Ninja after 3/9/2026. If you signed up before we will reach out manually for an agreement. For more details on the Program see: https://builder-rewards-boost.lovable.app

How To Contact The Claims Ninja: 

If you have any inquiries before you submit your first project, we ask that you contact your Client Success Manager, which is the sales rep who took care of you up to this point. They are your Client Success Manager for life, so they will also periodically check in to see how you are doing. If you signed up online without speaking to a sales rep, you will be assigned a CSM who will reach out to make introductions. 

If after attempting training you have any Onboarding Inquiries please contact: 

BOOKING LINK
If link broken, https://calendly.com/d/cwfr-vgq-kzk/meet-with-the-claims-ninja

After submitting your first project, please direct all project-related inquiries to the Claims Manager assigned to that project within The Claims Ninja dashboard. For any other matters, contact one of the Claims Managers on your projects. If they are unable to resolve the issue, it will be escalated to their Team Leader and then further as needed until the matter is resolved in a timely manner. 

The Account 1 users can contact their Claims Manager anytime via The Claims Ninja Dash or even via phone. 

Submit Your 1st Job: 

As soon as you receive the email with your Accounts Login information, navigate to the top left of Account 1 and Submit your first job via our INTAKE FORM to really see the magic The Claims Ninja promises in action 

How To Contact The Claims Ninja: 

Rudimentary Client Education

This new section is still under edit for those who might be new to insurance work, as requested by one of our Clients. If you are new to property claims, it can be like another language.

Plug this prompt into ChatGPT for property claims 101 as a contractor:
“Give me a max-token crash course for contractors entering the property insurance claims industry.
Cover the most essential 101 concepts only, explained extremely clearly and efficiently:
ACV vs RCV, depreciation, scope vs estimate, supplements (change orders), mitigation vs restoration vs abatement, insurance carrier vs policyholder roles, adjuster incentives, documentation requirements, photo standards, moisture logs, estimating platforms (Xactimate/Symbility), negotiation basics, common claim timeline, contractor profit centers, code upgrades, overhead & profit, appraisal process, and common carrier tactics that reduce payouts.
Focus on what contractors must understand to avoid losing money and move claims efficiently.
No fluff. Bullet points. High signal density.”

Another great way to get up to speed is by binge-watching The Practitioner

https://www.youtube.com/@InsuranceRestorationTraining

————————— 

Input ICA, AOB, Appraiser Contract into your contract section continued…

Please copy and paste the rest of the text from here downwards into your contract. 

THE CLAIMS NINJA SECTION 1 – 12: 

INSURANCE CLAIM ADMINISTRATION, ESTIMATING AUTHORIZATION, ASSIGNMENT OF BENEFITS, AND LIMITED REPRESENTATION PROVISIONS 

Preface and Incorporation 

This section governs the role of The Claims Ninja (“TCN”), a project-administration and insurance claim support partner of Contractor. This section is incorporated into and made part of Contractor’s Agreement with Owner/Policyholder (“Owner”) and applies to the property identified elsewhere in this Agreement (“Property”). 

If Owner name, Property address, Insurance Carrier, Policy Number, or Claim Number are already identified in this Agreement, those entries apply to this section. 

If they are not, please input them here: 

Owner Name _____________________________________ 

Property address _____________________________________ 

Insurance Carrier _____________________________________ 

Policy Number _____________________________________ 

Claim Number _____________________________________ 

Execution of Contractor’s Agreement constitutes full acceptance of this section and all authorizations contained herein. 

1. Purpose of Engagement 

Owner has reported or intends to report an insurance claim relating to damage at the Property. Contractor has been retained to perform mitigation, restoration, reconstruction, or repair services. 

The Claims Ninja may assist Contractor and Owner with technical claim support services relating to Contractor’s scope of work, including estimating, documentation, pricing analysis, and claim administration. 

These services are administrative and technical in nature and are intended to support accurate claim valuation and recovery relating solely to Contractor’s authorized scope. 

2. Estimating, Scope, and Pricing Advocacy Authorization 

Owner authorizes The Claims Ninja to provide technical insurance claim support services relating to Contractor’s scope of work, including but not limited to: 

• Preparing independent estimates 
• Reviewing and analyzing insurer estimates 
• Preparing pricing comparisons and line-item rebuttals 
• Drafting supplement requests 
• Conducting documentation reviews 
• Organizing and submitting photographs, reports, and invoices 
• Preparing scope clarifications 
• Communicating technical pricing and scope issues to the insurer 
• Coordinating inspections related to Contractor’s work 
• Assisting with resolution of scope discrepancies 

This authorization applies solely to matters relating to Contractor’s scope of work and does not assign control of the entire insurance claim unless otherwise activated under Section 13. 

3. Limited Appraisal Coordination Authority 

If the insurance policy contains an appraisal clause and a dispute arises regarding the amount of loss relating to Contractor’s scope, Owner authorizes TCN to: 

• Assist in invoking appraisal 
• Coordinate appointment of a competent appraiser 
• Participate in umpire selection procedures 
• Prepare documentation for appraisal submission 
• Attend appraisal-related inspections 

Appraisal authority is limited to valuation disputes tied to Contractor’s work. 

4. Post-Loss Assignment of Benefits / Direction of Payment (Limited to Contractor Scope) 

To the extent permitted by applicable law, and in consideration of Contractor’s agreement to perform the authorized scope of work, Owner hereby assigns to Contractor any and all post-loss rights, benefits, proceeds, and causes of action under the applicable insurance policy that relate solely to Contractor’s authorized scope of work. 

Where an assignment of benefits is restricted or prohibited by applicable law, this provision shall operate as a direction to pay and authorization to communicate and cooperate, granting Contractor the right to seek payment and pursue amounts owed strictly for its authorized scope of work. 

This assignment and/or authorization includes, where permitted by law: 

• The right to submit invoices, estimates, supplements, and supporting documentation 
• The right to receive direct payment for Contractor’s scope of work 
• The right to pursue unpaid or underpaid benefits related to Contractor’s scope 
• The right to submit and negotiate supplements 
• The right to participate in or demand appraisal as it relates solely to Contractor’s scope (if permitted by policy and law) 
• The right to seek statutory interest, costs, or contractual remedies where allowed by law 
• The right to reasonably communicate with the insurance carrier regarding Contractor’s scope 

This is a post-loss assignment only. It does not transfer ownership of the insurance policy, does not assign personal rights unrelated to Contractor’s scope, and does not authorize Contractor to adjust, settle, or negotiate insurance claims beyond its contractual scope of work unless separately authorized in writing. 

If any portion of this provision is deemed unenforceable in a particular jurisdiction, the remaining portions shall remain in full force and effect to the maximum extent permitted by law. 

5. Direct Payment Authorization and Cooperation 

Owner authorizes and directs the insurance carrier and any mortgage company to include Contractor as a payee and to issue payment directly to Contractor for all amounts attributable to Contractor’s authorized scope of work. 

If any insurance proceeds relating to Contractor’s scope are issued solely to Owner: 

• Owner shall notify Contractor within three (3) business days of receipt 
• Owner shall endorse and remit such payment to Contractor within five (5) business days 
• Owner shall fully cooperate with any mortgage company endorsement process 
• Owner shall not deposit, negotiate, or otherwise use funds assigned to Contractor for any purpose other than payment for Contractor’s scope 

Failure to remit proceeds attributable to Contractor’s scope constitutes a material breach of this Agreement and may result in suspension of work and pursuit of all available contractual and legal remedies. 

6. Anti-Circumvention and Settlement Protection 

Owner agrees not to: 

• Settle Contractor’s assigned scope without Contractor’s written consent 
• Execute releases impairing Contractor’s assigned rights 
• Divert or retain insurance proceeds relating to Contractor’s scope 
• Replace Contractor after Contractor and/or TCN secure benefits without honoring compensation terms 

Any attempt to impair assigned benefits shall be void as to Contractor’s rights. 

Contractor retains all lien rights and statutory remedies independent of insurance recovery. 

7. Cooperation Requirement 

Owner agrees to: 

• Provide requested documentation 
• Attend inspections as reasonably necessary 
• Execute claim-related documents 
• Disclose direct insurer communications affecting Contractor’s scope 
• Avoid actions that impair assigned rights 

Failure to cooperate constitutes material breach and may result in suspension of services. 

8. Supplements and Post-Project Review 

Owner acknowledges that: 

• Supplements may be pursued when additional scope becomes identifiable 
• Additional recoverable benefits may become apparent during or after project execution 
• Post-completion review may reveal recoverable items not reasonably identifiable at initial inspection 

Such efforts do not imply prior withholding of scope and are part of comprehensive claim review. 

9. No Guarantee of Coverage 

TCN and Contractor do not guarantee claim approval, payment amount, or coverage determination. All insurance payments remain subject to policy terms and insurer evaluation. 

10. Non-Waiver of Rights 

Acceptance of partial payment does not waive Contractor’s right to pursue remaining amounts. 

Nothing herein waives: 

• Mechanic’s lien rights 
• Bond claims 
• Statutory remedies 
• Contractual remedies 

11. Severability and Multi-State Compliance 

This section is intended to comply with applicable state laws governing post-loss assignments and insurance claim assistance. If any provision is deemed unenforceable in a specific jurisdiction, remaining provisions remain in effect to the maximum extent permitted by law. 

State-specific riders may supplement this section where required. 

12. Binding Effect 

This section is binding upon Owner, heirs, successors, and assigns. 

Execution of Contractor’s Agreement constitutes acknowledgment and acceptance of: 

• Estimating and scope advocacy authorization 
• Limited appraisal coordination authority 
• Post-loss assignment of benefits limited to Contractor’s scope 
• Direct payment authorization 
• Anti-circumvention protections 

No separate signature is required unless mandated by state statute.