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    Claimory
    Claims management

    The whole shop, before you open anything

    The claims list is the screen a front desk lives on. Active claims, revenue, costs and profit sit across the top on a month, quarter, year or all-time toggle, and every card underneath carries the carrier, the status, the open task count, the vehicle and the money, so most questions are answered without opening a claim at all.

    The money is on the list, not two clicks down

    Active claims, revenue, costs and profit sit above the list, and the period toggle switches them between month, quarter, year and all time. The capture reads seven active claims and $27,180 of profit all time on the demo shop.

    Search covers the three things you actually remember

    Claim number, customer name or VIN. Nobody walks up to the counter quoting a claim number, so the VIN off the windshield and the name on the key tag both find the car.

    Filter by status, filter by carrier, sort four ways

    All Statuses and All Carriers narrow the list, and the sort is four options, newest first, oldest first, claim number and customer name. Grid and list are both real views, not a decoration.

    The Claimory claims list, showing active claim, revenue, cost and profit totals above a grid of claim cards carrying carrier, status, customer, vehicle, deductible, cost, profit and days in shop.
    The claims list in a real workspace. Every number in the notes around it was read off this screen.

    Urgent and a passed due date are the only two alarms

    A red Urgent flag and a due date that has gone red. Claimory does not paint a claim green and tell an owner it is fine, because the software does not know that.

    Every card carries the carrier and the status

    Carrier chip, status chip, open task count, customer, phone, email, vehicle, deductible, cost, profit and days in shop, on the card, before anything is opened.

    Archived claims live on their own page

    View Archive is a button on this screen. Archiving takes a claim off the active list and keeps every record on it, so the archive is a place you can open rather than a hole things fall into.

    Four files on this claim: three photos and one carrier estimate, 1.5MB in total, each with its size and whether it was compressed on the way in. They sit on the claim record, in a bucket scoped to your shop, not in a shared pool everybody searches.

    Files on the claim

    Photos and estimates belong to the car

    Shop files and customer uploads stay apart

    Two tabs, not one pile. A photo the customer sent through the portal is never mistaken for one your tech took, which matters the day a carrier asks where an image came from.

    Counted by kind, before you scroll

    Photos, estimates and supplements, and documents each carry their own count at the top, so a claim missing its estimate shows that as a zero rather than as an absence.

    Compression is shown, not silent

    A compressed image says so on its card, and the optimizer tells you how many are left to squeeze. A shop that forwards photos to a carrier should know what was changed.

    The Files tab on a Claimory claim record, showing counts for photos, estimates and documents, a storage bar reading 1.5MB across 4 files, tabs for Shop Files and Customer Uploads, and file cards for estimate.pdf, vin_tag.jpg, driver_quarter.jpg and front_damage.jpg.

    The ZIP shrinks itself to send

    Download all, zip all, or tick the ones you want. If what you picked comes to more than 23MB, the photos are re-encoded on the way into the ZIP, stepping quality and dimensions down until the bundle fits, which keeps it under the 25MB a mail provider takes so the adjuster request at four in the afternoon leaves as one attachment. Estimates and PDFs pass through untouched, and the ZIP tells you what it compressed.

    Share a file as an expiring link

    Instead of a 40MB attachment, hand out a link with an expiry you choose. Link creation is rate limited at twenty an hour and a hundred a day so a shared workspace cannot fan files out.

    EXIF is stripped on upload

    Claim photos are re-encoded through a canvas on the way in, which drops embedded EXIF and with it any GPS the camera wrote, so a customer photo does not carry their home address into a carrier inbox.

    1. 01

      Activity

      Every status move, note and log entry, timestamped, in the order it happened. This is the tab that answers who touched this last.

    2. 02

      Files

      Photos, carrier estimates, authorizations, invoices. Any file can be handed out as a link that expires instead of a 40MB email attachment.

    3. 03

      Tasks

      Work items on this specific car, with To Do, In Progress, Waiting and Done, so a follow-up is not a sticky note on a monitor.

    4. 04

      Financials

      What the claim is worth, what it cost, what has been received and what is still outstanding, on the claim rather than in a separate ledger.

    5. 05

      Supplements

      Every supplement on this claim, numbered, with what was requested, what was approved and the carrier's answer, totaled above the list.

    6. 06

      Emails

      The adjuster thread, bound to this claim. Correspondence sits with the car it is about, not in one shared inbox everyone searches.

    7. 07

      Claim Audit

      The AI review of this claim against the estimate and the photos. Included on plans above Starter, metered by plan.

    Money on the claim

    Margin while the car is still in the shop

    Total cost, received, pending, outstanding and profit, on the claim, updating as labor and parts land on it. This claim reads $2,499 spent against $4,063 received, which is $1,564 of profit visible before the car went home rather than weeks later in the accounting software.

    Every entry says what kind of money it is

    Insurance, body labor, parts, sublet. The GEICO deposit, the 9.2 hours at $95 an hour and the parts invoice are three different rows because they answer three different questions.

    Received and outstanding are separate numbers

    A claim can be finished and still owe money. Pending and outstanding are their own tiles so a delivered car with an unpaid balance cannot hide inside a total.

    Labor carries the hours and the rate

    Not a lump sum. The entry reads 9.2 hours times $95 an hour, so the number can be checked against the sheet rather than trusted.

    The Financials tab on a Claimory claim record, showing total cost $2,499, received $4,063, pending $0, outstanding $0 and profit +$1,564, above a financial activity list with a GEICO insurance deposit, a body labor entry and a parts entry.

    Estimate against actuals

    What the estimate said the job would cost, beside what actually got billed in labor, parts and sublet. Scope creep shows up before the final invoice instead of after it.

    Drop the estimate in and it fills itself

    If the carrier estimate is not on the claim yet, the panel takes the PDF directly. Claimory reads labor, parts, supplements and where the carrier underpaid, then compares it to what you spend.

    The same numbers roll up

    Gross profit, days in shop, revenue and cycle time on the claim metrics dashboard are read from the claims your shop has actually logged, not from a projection.

    Supplements on the claim

    A supplement is a record, not an email you sent

    Every supplement on the claim carries a number, a reason, a status, the date it was created, the date it was submitted, the amount requested, the amount approved and the response time. The claim in this capture has one supplement out for $1,250, submitted, nothing approved yet, and it is counted as pending until the carrier answers.

    Requested and approved are two columns

    The gap between them is the number a shop argues about, so it is never collapsed into one figure. Approved stays empty until the carrier says otherwise.

    Response time is tracked per supplement

    Created date and submitted date are both on the row, so the clock on a carrier is measured rather than remembered.

    Numbered in order, S01 onward

    A second supplement does not overwrite the first. Both stay on the claim with their own status, which is what the newest-supplement-is-operative rule needs to work.

    The Supplements tab on a Claimory claim record, showing total supplements 1, total requested $1,250, total approved $0 and pending 1, above a supplement history table with supplement S01 for additional damage found, marked submitted on July 5 2026 for $1,250 with an Approve action.

    Approving one moves the money

    Approve on the row records the approved amount against the claim, and the claim's own totals move with it. There is no second place to update.

    Supplementing is a status, not a note

    One of the eight. A claim waiting on a supplement says so on the list, which is the difference between a stalled car and a car nobody can explain.

    The Claim Audit writes the next one

    Claimory AI reads the estimate and the photos and hands back the missed operations with citations. What you agree with becomes the supplement.

    Activity and tasks

    What happened, and what has not

    Two tabs on the same claim answer the two questions a shop asks about a car it did not touch today. The feed is the record of what was done. The board is the list of what is still owed, by name, with a date on it.

    The Activity tab on a Claimory claim record, with an update composer carrying a Polish with AI toggle, a search box, filter chips for all activity, emails, status changes, payments and costs, one pinned supplement note from Carlos Ramirez, and recent activity below it.
    Activity

    What happened, in the order it happened

    A note can be pinned to the top

    The one line the next person needs, held above the feed. In this capture it is the adjuster approving a blend on the adjacent fender for $187.

    Filter the feed by what you are chasing

    All activity, emails, status changes, payments or costs, with a count on each chip, plus free-text search across the feed.

    Polish with AI is a toggle, not a default

    Write the note the way you talk. Turn the toggle on and Claimory tidies it before it posts. Off is off.

    The Tasks tab on a Claimory claim record, showing a To Do column with a high-priority overdue task to call insurance assigned to Mike Sullivan, and an In Progress column with a medium-priority overdue quarter panel replacement assigned to Tyler Brooks.
    Tasks

    What has not happened yet, on this car

    Columns are To Do, In Progress, Waiting and Done

    Four states, on the claim rather than on a whiteboard, so a follow-up survives the person who thought of it going home.

    Assignee, priority and due date on the card

    The capture shows a high-priority call to the carrier on Mike Sullivan and a quarter panel replacement on Tyler Brooks, both flagged overdue in red.

    The open task count rides on the claims list

    You do not have to open a claim to know it is carrying work. The count is on the card in the list.

    The fixed set

    Eight statuses, written for collision repair

    Most software hands a shop a blank pipeline, calls it flexibility and leaves you to name the columns. Claimory ships the eight states a collision claim actually occupies, and two of them, Supplementing and Waiting On Insurance, are the ones that explain almost every stalled car. They are the set the product has today, and they are not editable yet.

    Open, and counted as active work
    1. 01NewThe claim exists and nobody has started. Intake is done, the work is not.
    2. 02RepairingThe car is being worked. This is the status a shop lives in longest.
    3. 03SupplementingTeardown found more than the estimate covered and the ask is out.
    4. 04InvestigationCoverage, liability or cause is unsettled. Work usually should not start.
    5. 05Waiting On InsuranceThe ball is with the carrier. Naming it stops the shop blaming itself.
    Closed, and each closes differently
    1. 06CompletedRepairs finished. The car has not gone home yet.
    2. 07DeliveredKeys handed over. The claim can still owe money.
    3. 08Total LossThe car is not coming back. A different ending, not a failed repair.

    Completed and Delivered are separate on purpose. A finished car nobody called about is the cheapest money a shop leaves on the floor.

    Twelve more, all shipping

    What else lives on a claim

    • A claim record with the whole schema on it

      VIN, customer, vehicle, status, priority, vehicle location and archived flag, alongside the full date and dollar set: start, due, target completion, delivered, quoted, labor, parts, other and deductible.

    • Technicians cannot create claims, and it is enforced in the database

      Claim creation runs through a validated Postgres function that checks the caller's workspace role and raises "Technicians cannot create claims". It is a server-side rule, so reaching the dialog another way does not get around it.

    • VIN barcode scanner

      Scan the VIN off the windshield with a phone camera and the claim pre-fills with the decoded year, make, model and trim.

    • Contacts and a quick log, per claim

      Adjuster, customer, attorney, body tech and anyone else saved on the claim, plus a quick-log panel that timestamps calls, insurance follow-ups, parts orders and payments as they happen.

    • Files in a workspace-scoped bucket

      Photos, PDFs and supporting documents belong to the claim and to your shop, never to a shared pool. Uploads that arrive from the customer portal land in their own place, so outside files and inside files stay distinguishable.

    • Repair steps with who and when

      Per-claim repair steps carry a completed-at and a completed-by. The same steps drive the progress meter the customer sees in the portal, so the two cannot drift apart.

    • A total loss workflow, not a dead end

      Toggleable line items, custom charges, a branded total-loss invoice and a send dialog for the carrier and the tow yard, plus a badge on the record so nobody starts work on a car that is not coming back.

    • Estimate review before anything is saved

      An imported estimate lands in a side-by-side review screen first. Parsed lines are checked against the source, then written to the claim.

    • Estimate against actuals

      What the estimate said the job would cost, next to what actually got billed in labor, parts and sublet. Scope creep shows up before the final invoice rather than after it.

    • Margin before the car leaves

      Labor, parts, paint, sublet and carrier payment on the claim, with a financial breakdown, so the gross margin is visible while the vehicle is still in the shop.

    • Gross Profit, Days in Shop, Revenue, Cycle Time

      The four numbers on the claim metrics dashboard, read from the claims your shop has actually logged.

    • Archived claims have their own page

      Archiving takes a claim off the active list and keeps the record. The archive is a page you can open, not a hole things fall into.

    Straight answers

    Including the ones where the answer is no

    Fourteen questions a shop owner actually asks before signing anything, answered with the limits left in.

    Claimory has eight claim statuses: New, Repairing, Supplementing, Investigation, Waiting On Insurance, Completed, Delivered and Total Loss. They cover the states a collision claim actually occupies, and Supplementing and Waiting On Insurance are the two that explain where most stalled cars really sit. The set is not editable in the product today, so a claim carries one of those eight and nothing else.

    Scroll for all 14.

    Put your own claims in it

    Open the list and see what is actually waiting

    Import a carrier estimate on the first day and the claim fills itself in. Bring the three cars you cannot explain to the owner and see which of the eight they are actually sitting in.

    No credit card. Works with CCC ONE and Mitchell.

    See pricing

    Fourteen days, no card. Works alongside the estimating system you already run.