An Additional Increase refers to an extra amount approved by insurance after the initial supplement has already been approved or billed. This typically happens when further negotiations result in additional items being paid for, or when overlooked items are revisited and approved.
Handling additional increases: The process for handling an Additional Increase depends on the current stage of the claim in CRM. Below is the workflow based on claim status:
- If no invoice has been sent yet, you can still update the original billing amount without creating a new line item in AM input.
Update the stage and proceed with supplementing as needed.
Delete Vlad’s “Bill Client” task. Do not change the Service Type or create a new AM Input row.
Simply update the RCV amounts in CRM and the AM tracking sheet.
The additional increase will be included in the original billing.
Update systems immediately once the RE is received:
Copy/paste the adjuster's email in CRM.
Attach and upload documents in both CRM and Google Drive (rename files with date).
Upload a copy to the client’s portal (GGR) or send through Desk if there’s no portal (RM).
Update numbers in both CRM and AM Input.
Check in with RF if they are good to close the claim
Edit your existing closing note as needed (note if pursued items were approved or denied)
Double-check that CRM and AM Input numbers match.
Add the end date in AM Input.
Move the stage to Bill the Client.
Task Vlad to bill the client (due date in AM Input).
KEEP THE STAGE IN BILL CLIENT
Once the revised estimate is received and item(s) have been approved:
Update systems right away: (No need to change the stage)
Copy/paste adjuster’s email in CRM with attachments.
Upload documents in Google Drive (rename with date).
Upload a copy in the client's portal or send via Desk if needed (RM).
In CRM:
Change the service type to Additional Increase.
Add a new row in AM Input (service type: Additional Increase).
Update numbers in both CRM and AM Input.
Update CRM:
Service Type = Additional Increase
Original RCV = RCV2
Approved RCV = RCV3
In the AM Input Sheet:
Add a new row with Service Type: Additional Increase
Original RCV = RCV2
Approved RCV = RCV3
Let RF know about insurance approval and get their OK before closing.
Create a closing note in CRM (note if pursued items were approved or not).
Confirm CRM and AM Input numbers match.
Add end date in AM Input.
Keep the stage in Bill the Client.
Task Vlad: “Please Bill Client – Additional Increase $XXX (due date in AM Input).
If item(s) were denied:
Inform the RF and upload any denial documentation from the adjuster.
No further action is needed.
Update the stage and proceed with supplementing as needed.
If items were approved and RE is received:
Change the stage to Received from Insurance.
In CRM:
Change service type to Additional Increase.
Add a new row in AM Input (service type: Additional Increase).
Update systems:
Copy/paste adjuster’s email in CRM with attachment/s.
Upload and rename docs in Google Drive.
Upload in portal or send through Desk.
Update numbers in both CRM and AM Input.
Update CRM:
Service Type = Additional Increase
Original RCV = RCV2
Approved RCV = RCV3
In the AM Input Sheet:
Add a new row with Service Type: Additional Increase
Original RCV = RCV2
Approved RCV = RCV3
Check in with RF if they are good to close the claim
Create a closing note (note if items were approved/denied).
Double-check numbers in both CRM and AM input.
Add end date in AM Input.
Move stage to Bill the Client.
Task Vlad: “Please Bill Client – Additional Increase $XXX (due date in AM Input).
If items were denied:
Inform the RF why insurance denied item/s.
Create a task for Berna:
"Please move the stage back to Completed. No Additional Increase. Thank you!"
No further action needed.
If still negotiating with the adjuster:
Let the adjuster know we will be supplementing for the specific item(s).
Wait for the revised estimate for the initial supplement.
Once received, call the adjuster and ask what’s needed to add the item(s) to the estimate.
Ask any of the questions below:
“How can we add this to the estimate?” “ Do you need anything from us?” “ How do you want to handle this?”
If they request photos: Send a detailed email explaining why the item needs replacement, including all relevant photos and supporting documents.
If they ask for a revised supplement estimate:
Submit one using RCV+ (CHECKLIST FOR RCV+ITEMS ESTIMATES).
Continue with supplementing as usual and update all systems accordingly.
Let your RF know of the result (no increase or a decrease).
Update CRM and AM Input Sheet:
Adjust the RCV fields as needed to reflect the latest estimate.
Add an End Date in the AM Input.
Task Vlad: (if the stage was in completed)
No Additional Increase approved — please move stage back to Completed
Due date: Next business day.
If RCV decreased (e.g., due to a Price List update):
The Deal Owner should fight to get it restored to the original Price List.
Reminder: Always check for price list changes in Xactimate before submission. Threshold is $500 (task Grace to check pricelist in Xactimate)
If unable to get it restored:
The Deal Owner should reach out to a more experienced AM for support.
After all efforts:
If the decrease remains, ensure those attempts are:
Logged in CRM Notes
Create a closing note and Include the details in your note, so that RF and Vlad know we fought hard.
Task Vlad to reimburse the RF for any overbilled amount. Please reimburse RF- $$. Due date in AM input
IMPORTANT REMINDER:
When adding a line item in the AM Input for an additional increase, please follow these steps:
Step 1: Copy and paste the name and address correctly
Go to CRM and copy the full name and address.
Do not use the deal name
Do not add extra spaces.
Step 2: Check for red highlight
Since this is an additional increase, the name and address should already exist in the AM Input.
Both fields should turn red once entered — this means the system recognizes it as an existing entry.
Step 3: If not red, double-check the original entry
If the fields are not red, something may have been entered differently the first time (extra space, missing word, etc.).
Go back to the original line and compare carefully. Adjust as needed so the new line matches it exactly.
By following these steps, our system will recognize that this is for an additional increase and it will help Vlad when billing our RFs.
TEMPLATES:
CRM TITLE: ***additional increase***
Additional supplements have been completed:
RCV (1) = $$
RCV (2) = $$
__________________________
Original Increase: $XXX
RCV3:
ADDITIONAL INCREASE: $XXX===== REMINDER: **ADD IN NOTES WHAT INSURANCE APPROVED AND DID NOT APPROVE ON THE ITEMS THEY REQUESTED TO BE APPROVED ** =======
A copy of the latest approved estimate has been uploaded in Files.
Thank you,
AM NAME
AM PHONE NUMBER
PRICELIST UPDATE
Hello, the price list has been updated to (MONTH AND YEAR) and a copy of the latest approved estimate has been uploaded in Files. Thank you!
RCV (1) = $
RCV (2) = $
____________________
Original Increase: $
RCV3: $
ADDITIONAL INCREASE: $
Thank you,
AM NAME
AM PHONE NUMBER