Claim file organization for independent and field adjusters.
Track every carrier and TPA assignment, schedule inspections, store documents and photos, and hit every deadline — without juggling spreadsheets and email threads.
PreviewWhere an assignment queue starts slipping
Assignments pile up across carriers
Each carrier and TPA sends work its own way. Without one queue, deadlines slip through the cracks.
Inspection days get double-booked
Scheduling by hand makes it easy to overbook a route or miss a re-inspection.
Photos and documents go missing
Field photos and reports end up on a phone, a drive, and somebody’s desktop.
Deadlines and SLAs are invisible
Without status and due-date tracking, it's hard to know which files are at risk.
Every assignment runs the same six stages, on a deadline.
Carrier and IA work is measured in days. The queue below is the whole job: every stage carries an owner, a due date, and a timestamp on the file.
Assignment
Lands from the carrier or IA firm and opens a file in the right workflow.
Contact
First contact logged against the deadline that starts the clock.
Inspection
Booked, confirmed, and tracked against the property.
Documentation
Photos, measurements, and documents filed to the claim as they arrive.
Report
The report goes out from the file, with the correspondence threaded onto it.
Resolution
Status closes out with a complete activity history behind it.
The stages the file actually moves through
The workflow as it is configured in ClaimFileHQ, stage by stage.
- File received
- Contact made
- Schedule inspection
- Inspection completed
- Estimate completed
- Estimate sent for review
- Estimate approved
- Claim file sent to client
How work reaches adjusters, and how it runs
Files arrive from more than one direction. Each source of work gets its own intake, statuses, templates, and automations.
Carrier Assignments
Daily claims assigned directly by carriers.
TPA / IA Firm Work
Assignments routed through TPAs and IA firms.
Re-inspections
Supplements, re-opens, and follow-up visits.
Assignment tracked
Log the assignment with carrier, type, and due date in one claim status dashboard.
Inspection scheduled
Book the visit, plan the route, and avoid double-booking inspection days.
Document & photo capture
Attach field photos, notes, and documents to the file as you work.
Report & deadline tracking
Submit the report and keep every deadline and status visible to closeout.
The parts adjusters live in
Carrier and IA assignments run on deadlines. These are the parts that keep a queue of them straight.
Claim File Hub
Every document, photo, estimate, note, and task organized per claim file — searchable and audit-ready.
Scheduling
Track appointments and inspections against the claim file.
Documents
Collect, organize, and version policies, estimates, correspondence, and evidence per file.
File Notes
Internal notes and activity history that keep the whole team aligned on every file.
Reporting
Unified reporting across client workflows, users, and offices — even when each runs its own stages.
Photo Engine
On-site capture against the claim, appraisal-shaped photo sets, and report-ready output.
Schedule Engine
Route-aware inspection planning, recommended times, and a booking approval queue.
The workspace, on one open file
A look at the command center, organized around this role's workflows.
Where adjusters usually start
Adjusters usually start solo and add the office once the assignment volume outruns one person.
Solo operation
You work your own carrier and IA assignments.
Solo Professional$199/moInternal team
An adjusting office where staff share one queue.
Team$499/moExternal assignment network
You route assignments to adjusters outside your own staff.
Partner Network$599/mo
Schedule Engine and Photo Engine are optional modules, priced separately. See pricing for full plan and module details.
Resources for adjusters
Free, ungated guides and checklists for running organized claim files.
Run every claim file from one command center
Start a free trial and run a real file through intake, inspection, position, and closeout.