Property claim workflow

Roof Estimate Workflow Template for Claim Estimators

A practical starting point for moving a residential roof estimate from assignment to invoice without losing photos, scope notes, deadlines, or revision history.

For independent estimators and estimating teams Reviewed 2026-07-19

Practical note

Adapt the fields and review steps to the client's instructions and the estimator's professional judgment. This template is an administrative workflow, not estimating guidance.

01 · Intake

Fields to capture before work starts

check_circleClaim number, carrier, insured, and property address

check_circleClient contact, assignment date, and requested due date

check_circleReported cause and date of loss

check_circleRoof type, stories, access notes, and inspection contact

check_circleRequested deliverables and estimating platform

check_circleAgreed billing method and client rate

02 · Working file

Recommended files to collect

descriptionAssignment email and client instructions
descriptionRoof overview, slope, damage, and collateral photos
descriptionMeasurements, sketch, or aerial report
descriptionInspection notes and material details
descriptionCurrent estimate export and supporting documents

03 · Workflow

Suggested job stages

Qualify the assignment

Confirm the requested scope, deadline, access requirements, deliverables, and billing terms before scheduling work.

Collect field documentation

Centralize measurements, photographs, roof characteristics, observed damage, and client-specific documentation.

Build and review the estimate

Prepare the estimate, check quantities and notes against the source material, and record an internal review.

Deliver and close

Send the approved version, retain the delivery record, capture follow-up requests, and prepare the invoice.

Reusable tasks

Confirm assignment scope and due date
Request missing measurements or photographs
Organize files by source and inspection area
Draft the estimate and supporting notes
Complete an independent quality check
Send the approved estimate and record delivery

Revision guidance

Keep the originally delivered estimate unchanged and create a new version for each requested change.
Record who requested the revision, what changed, and when the replacement was delivered.
Link added photos, measurements, or client direction to the version they support.

Billing considerations

flat-feepercentagetiered

Select the method agreed with the client, then preserve the estimate total or tier used to calculate the invoice so the charge remains explainable.

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