Quote Creation
Insurance Template
We recommend having an insurance specific quote template. This is client facing and will also be used to pull into orders, budgets, and other metrics within ProLine.
In this template you can include information around the insurance claims process, payment schedules, contingency agreements and more. This would be the primary agreement the client signs off on.
Optional Extras
Since you will be pulling the insurance items from the estimate into a single quote page, it’s easy to distinguish between the insurance-covered work and any optional extras you want to offer the client.
Supplemental Quotes
When adding an additional supplement to the project, we would suggest adding this as a quote with a single option page, bringing through the items from the estimate only. Don't include a signing page and simply mark as approved.
Estimate Creation
If there is an existing estimate from the insurance company with the line items listing their ACV, RCV, etc, you can import this and ProLine AI will populate all the line items, or you can create one manually.
Estimate Items
These should include the insurance facing names and elements of all that is being claimed for on the estimate. Additional items can be added and you can add a description / justification for each if required.
Linked Price List
To be able to later translate these items into a quote page, as well as to understand profitability, we need to link each of these to a price list item. Once you link an item name once, it will auto populate the next time.
Summary
In the summary you can now see your estimated totals and profitability. From here you can generate an insurance facing PDF with only those line items and descriptions. You can now select your quote to add this page into a quote, you can select the corresponding insurance service category for this project.
Billing Process
Please note we do not provide tax or legal advice. Please consult your advisors in regards to the rules and regulations around insurance invoicing in your region.
We recommend using the running balance billing approach since this makes it easier for the client to understand the total amounts due. When generating your initial invoice this will contain all the currently signed / approved quotes as the total amount due, but you can then choose how much is currently payable. Some options include:
Have the amount due be the sum of the deductible and first payment
Have an initial invoice with just the deductible, then once paid, generate the next with the sum of the insurer’s first payment amount due
Then depending on the course of the project, you might just invoice for the recoverable depreciation balance, or you might also need to add supplements.
Since each supplement is an approved quote, they will be automatically added to the invoice total when generating a new running balance invoice. The client can then clearly see the originally approved work, any extras they chose, and then supplemental elements.
Tracking Supplements
To track a supplement through its processes, we recommend tracking this as a Job within ProLine. Ensure you have set up a supplement or insurance service type, with the corresponding job stages such as:
Needs Documentation
Pending Review
Approved
Rejected
When you generate a quote page from an estimate, you can tag the corresponding service category, then when this is marked as signed it can have a job created to track it. On your jobs board, you can then look at this service and see the supplements in their stages, with an indicator of how long they have been in the stage.
Add dynamic fields to the job from company settings to enable the tracking of any information you'd like.