WHAT TO DO AFTER THE FI/CoC IS CREATED:
*Upload FI/CoC (and permit if needed) into GD
*Upload FI/CoC into Contractors Cloud
*Assign yourself a task to submit the FI/coC to Insurance with HIGHEST PRIORITY
SUBX Submit FI or CoC / CX FUW INS to confirm receipt & get payment info / Task XXX to update CC & close
=============================
HOW TO SUBMIT A FINAL INVOICE / CERTIFICATE OF COMPLETION:
*Please submit the Final Invoice/Certificate of Completion (and any accompanying docs/photos in the Final Invoice or FI folder in Google Drive) to insurance.
In your email, please list the Claim # as the Subject and please CC scopes@frontlineadjusters.com.
*Below is the email template to use when submitting to insurance:
=============================
Hello!
Attached please find the invoice/certificate of completion for this job. In the event that there is a permit receipt attached to this email, please include the amount that was required to complete the approved repairs (if applicable).
Once you have reviewed our invoice, could you kindly provide the following details in writing:
· Payment history
In addition, please issue the remaining payment with Frontline Adjusters listed on the check.
We appreciate your prompt response via email for documentation purposes.
Thank you very much in advance,
[YOUR NAME]
Frontline Adjusters/Greater Good Restoration
[YOUR PHONE NUMBER]
=============================
WHAT TO DO AFTER MAKING 1 CALL TO INSURANCE (CONFIRMING RECEIPT & REQUESTING PAYMENT INFO):
1) In your CRM note (that you will copy/paste into Jet Stream), please follow the template below:
CRM TITLE: FI/COC CALL
Insurance confirmed receipt of our Final Invoice / Certificate of Completion.
Adjuster: Name & Contact information
Payment history:
XXX
============================
2) Then, go to Contractor's Cloud:
i) Copy/paste your CRM note into a Jet Stream.
*Please put your Jet Stream in the same thread as the Closing Note, so that it is sent to the same people who received the closing note (Chris Owens, Ellen Corbet, Frontline Reinspections, John K, and Sales Rep):
Insurance confirmed receipt of our Final Invoice / Certificate of Completion.
Adjuster: Name & Contact information
Payment history:
XXX
-YOUR NAME, YOUR PHONE #
============
*If you were not able to confirm receipt, please write (in the first line):
Left voicemails for the adjuster to confirm receipt of our Final Invoice / Certificate of Completion.
============
*If there is no assigned adjuster (e.g., State Farm hail claim), there is no need to write anything re: the adjuster (in the second line).
============
*If there was no payment history provided, please write (in the third line):
No payment history was provided.
============
ii) If the Workflow is in the "Agree on Supplements" stage: Click "Yes" for the question: "Was Check Sent Out?"
iii) In the Tasks: Mark all our existing (open) tasks (e.g., "Invoice") as Completed
iv) In the Tasks: Create a task for April to "Send prepaid envelope"
NOTE: If the Workflow is still in an earlier stage (i.e., not in “Agree on Supplements” yet):
Write a Jet Stream (same thread as your JS about the FI/CoC): ** We are not able to advance the WorkFlow, because it is still in "Post-Production Wrap Up." Thank you! - [YOUR NAME] [Phone #]
Then create a CRM task for yourself (due in 1 week): Check to confirm Work Flow is in correct place.
*If it’s in the “Agree on Supplements” stage: Please click "Yes" for the question: "Was Check Sent Out?"
*If it’s still in the “Post-Production Wrap Up” stage: Please move your task due date for 1 week in the future.
3) THEN go back to Zoho CRM:
*Close any task to FI
*Create a task for Vlad: "FINAL INVOICED" (due date = 1 year), IF the stage is still in Bill the Client AND there is still an open task for Vlad to Bill
=============================
SITUATIONS WHERE A CERTIFICATE OF COMPLETION WOULD BE SENT:
1) There is no final estimate (e.g., the adjuster approved our estimate and did not create a revised SOL).
2) If any items in the final estimate show depreciation amounts in carrots (<>), then those items have non-recoverable depreciation.
If you see both parentheses & carrots in an estimate, it's safer to do a CoC.
NOTE: If all the items not being completed are recoverable depreciation -- inside parentheses -- and the depreciation amounts are $0, it's probably fine to send an FI.