Free field checklist

A claim estimator’s job-intake checklist

Start every job with the information your team needs to write, review, bill, and update confidently—without rebuilding the file from an inbox later.

5 sections 20 intake checks Updated July 19, 2026

Use this before the first estimate task.

A complete intake protects the estimator’s focus. It means claim information, scope, files, ownership, and billing are ready before the work starts—not reconstructed after a client asks for an update.

1. Confirm who the job is for

Establish the commercial relationship before work begins.

Client company, primary contact, email, and preferred phone number
Who approves work, receives updates, and receives the invoice
Requested service and scope: inspection, estimate writing, review, supplement, or desk work
Billing arrangement: hourly, flat fee per estimate, percentage, or tiered pricing

2. Capture the claim essentials

Record the facts that make the job findable and defensible later.

Claim number, policy number, carrier, and loss type
Date of loss and full loss address
Claimant/property-owner contact details
Any required due date, inspection date, or carrier deadline

3. Set up the estimating work

Make ownership and the first deliverable unambiguous.

Assigned estimator or reviewer
Estimation type: roof, mitigation, interior, contents, or another defined service
Current estimate stage and the next action needed
A clear target date for the first draft or deliverable

4. Gather the working files

Avoid hunting through inboxes when it is time to write the estimate.

Inspection photos, measurements, field notes, and sketches
Carrier documents, prior estimates, and relevant correspondence
Client instructions, scope notes, and report requirements
A named folder structure and one source of truth for new uploads

5. Make the first follow-up visible

A job only starts well when everyone knows what happens next.

Create the first task and assign an owner
Set the next client update or internal review date
Start a job-linked timer when billable work begins
Decide whether the client needs portal access for status, files, or invoices