claimory email > router
Your inbox already knows which claim this is.
Connect the Gmail or Outlook account your shop already uses. Every message that arrives is read for a claim number, a customer address and an adjuster address, filed as insurance, customer, vendor or internal, and dropped onto the claim it belongs to. No forwarding rules. No new address. No folder work.
No credit card. Works with CCC ONE and Mitchell.
323 built-in patterns. Sync every 5 minutes. Claim matching runs with no AI cost.
Eight messages, one morning
Pick a message and watch the router work: which check fired, which carrier it belongs to, what claim number it found, and how confident it is about the claim. This runs Claimory's actual routing code, in the real order.
from Marcus Martin <m.martin@statefarm.com>
subject Claim 41-8K92-3RT supplement review, 2022 Silverado
The eight messages are made up. The routing is not: this runs the same category checks, the same carrier lookup, the same five claim-number patterns and the same confidence table Claimory runs on real mail, in the same order. The live pattern lists hold 323 entries; this page carries only the ones these eight messages touch, which is why it takes no typed input.
The order is the feature
Eight checks run in a fixed order and the first one to fire decides the folder. That is why a newsletter with the word claim in its subject never lands with your carrier mail, and why a carrier sending through a generic portal address still lands as insurance.
- 0
Known notification domains stop here
A message from a notification sender is filed as Other before any other check runs. This is why a LinkedIn digest with the word claim in its subject never reaches your insurance folder. 28 domains.
- 1
Insurance by sender domain
The strongest signal. 131 carrier domain patterns, so mail from an adjuster at a carrier address is insurance before anything reads the subject.
- 2
Insurance by display name
Carriers often send through a third-party platform, so the domain gives nothing away. 54 display-name patterns catch Allstate Claims Center arriving from a generic portal address.
- 3
Insurance by subject keyword
28 collision-specific keywords: supplement, appraisal, total loss, deductible, subrogation, reinspection, teardown, betterment, assignment, prior authorization.
- 4
Vendor by sender domain
36 parts and paint supplier domain patterns, so the parts desk and the jobber land in Vendors rather than in the middle of your carrier mail.
- 5
Vendor by subject keyword
14 keywords for a supplier you have never emailed before: purchase order, back order, tracking number, credit memo, paint supply, ETA.
- 6
Customer by consumer host plus a customer phrase
A consumer mail host on its own is not enough. Claimory needs one of 15 customer phrases in the subject or the first 2000 characters of the body: my car, my claim, rental, drop off, deductible, status.
- 7
Internal, same domain as this mailbox
Mail from your own domain is filed as Internal, so a note between the estimator and the office manager does not sit in the same pile as a carrier deadline.
Nothing above needs configuring. A shop that connects a mailbox and touches no settings gets all eight checks on the first sync.
How sure is sure enough?
Every inbound message is scored against your claims. Claimory links a message on its own only when the signal is strong, and asks you when it is not. The line is drawn at 0.85, and here is every way a message can be scored.
| Signal | Score | What happens |
|---|---|---|
| Claim number or carrier claim number found in the mail | 0.98 | Linked |
| Number matches one of the claim's additional claim numbers | 0.95 | Linked |
| Customer email, and exactly one claim uses it | 0.85 | Linked |
| Adjuster email, and exactly one claim uses it | 0.70 | Suggested |
| Customer email, several claims share it | 0.60 | Suggested |
| Adjuster email, several claims share it | 0.55 | Suggested |
0.85 and above. Claimory files the message against the claim itself.
0.50 to 0.85. A one-tap suggestion. You confirm or you dismiss it.
Below 0.50. Nothing. The message stays unlinked rather than guessing.
When an address matches more than one claim, Claimory takes the most recent claim that already existed when the email arrived, because a claim opened after the email cannot be what the email is about.
The adjuster who went quiet on your supplement
Rental days do not stop while a thread sits unanswered. Claimory keeps a standing list of every inbound message still waiting on a reply, each one carrying the number of days it has waited, oldest first. A daily job raises the ones past your threshold.
The threshold is three days unless you change it, and a workspace that has never opened the setting is treated as switched on at three days. It is something to turn off, not something to turn on.
A message is on the list when all of this is true
- It came in, it is not ignored, and nobody has marked it handled.
- It is the newest inbound message in its thread, so one slow thread is one row, never a pile of them.
- No reply has gone out on that thread since it arrived.
- For mail with no thread id, no later message of yours is addressed to that sender.
One row per thread, never a stack of them. A thread that has gone quiet for two weeks shows up once.
Rules, for when you disagree with the router
The built-in patterns handle the common cases. Rules are for the local ones: the independent appraiser nobody has heard of, the supplier on a personal address, the newsletter you never want to see again. They are plain string matching, no AI and no network call.
A rule can match on
- Exact sender address
- Exact domain, or any subdomain of it
- Subject contains a phrase
- Sender, domain or subject with contains, starts with, ends with, or exact
And then it can
- File it into a category you choose
- Assign it to a specific teammate
- Ignore it, so it stops cluttering the inbox
A rule never takes work off your team
Before assignment rules run, Claimory checks which incoming messages already carry an assignment and leaves them alone. Rules assign new mail only, so a re-sync cannot pull a message away from whoever picked it up.
A rule never sends anything
A rule can point at a template. The template shows up in the composer as a suggestion for you to use or ignore. Nothing goes out of your mailbox without a person pressing send.
claimory email > ai
Three things the AI does, and the fences around each one
Everything on this page above here runs without a model. These three use one, they are excluded from Starter, and they draw on the workspace AI budget. What matters more than what they write is what they are forbidden to write.
Thread summary
Reads a claim's whole email history and returns a three to five sentence recap, the open action items, and any hard deadline. Each action item is tagged shop, adjuster or customer. A deadline written as by Friday or within 10 days is resolved against the date that email was sent and returned as a real date.
It can suggest the next claim status, from a fixed list of eight, and only when an email clearly implies it. Nothing is applied. You tap it or you ignore it.
Smart replies
On an inbound message Claimory offers exactly three short options, one to two sentences each, deliberately different: one acknowledges, one asks for the information that is missing, one sets the next step. Pick one, edit a line, send.
No greeting, no signature, no bracketed placeholders. If the model is unavailable you get an empty list, not a broken screen.
Full draft from the claim
Writes a complete email using the claim record, the vehicle, the supplement lines with their amounts and status, the file list including what the AI already read in the photos, and the prior thread. Three to five short paragraphs, always with one specific next action.
The instructions forbid inventing a dollar figure, a deadline, an adjuster name or a claim number. If the claim has no claim number, the draft never mentions one and never uses a placeholder for it.
What a Claimory draft is not allowed to do
Invent a dollar figure that is not on the claim.
Invent a deadline, an adjuster name or a claim number.
Leave a bracketed placeholder like a name in square brackets, or TBD, or N and A.
Mention a claim number at all when the claim has not been given one.
Invent a URL.
Write its own signature. Your shop appends yours.
Sending, and what happens to what you attach
It leaves from your address
Replies go out through the Gmail or Outlook account you connected, so the adjuster sees the shop address they already know. Each connected mailbox carries its own signature, plain text and HTML, switched on or off per account.
Hold a send for later
Queue a message and a drain job releases it. Scheduled sends are listed in their own folder and can be canceled until they go. One honest limit: a scheduled send does not carry inline attachments.
Templates that fill themselves in
Save the emails you send constantly, the supplement follow-up, the authorization request, and drop in merge fields for the claim number, the adjuster, the customer, the vehicle and the shop name. Opening one on a claim fills those in from the record.
Attachments move behind your login
When a message syncs, Claimory pulls its attachments out of the provider and stores the bytes in a private bucket, so the record points at a path behind your login instead of an unauthenticated provider link. 25 MB per file on the way in, 20 MB on the way out, filenames sanitized.
A suppression list that holds
An address that bounces or opts out is suppressed, and the suppression is checked before Claimory sends to it again.
Living in it all day
Three ways to look at the same mail
Inbox, Sent, and By Claim. The By Claim view lists every claim that has correspondence, and opening one shows that claim's full email history as a dated timeline.
Insurance opens into carriers
The Insurance folder expands into a sub-folder per carrier, counted live, so the State Farm thread and the Progressive thread sit in their own piles instead of one wall of carrier mail.
Search, filters and dates
Search across your mail, filter to All, Unread or Read, and narrow to Today, This Week or This Month. Drafts, Scheduled and Trash have their own folders, and an analytics view reports inbound, outbound, unread, average response time in hours, and your top senders over a window you choose.
Built to be driven from the keyboard
Press / to jump into search, j and k to move through the list, m to move a message, Delete to remove, Escape to back out, and Ctrl or Cmd plus Z to undo the last move.
A claim that does not exist yet
When a first notice of loss arrives and there is nothing to link it to, you can open a claim straight from the message with the fields it could read already filled in. The email is on the claim from the moment the claim exists.
What this does not do
Worth reading before you switch. Some of these used to be claimed on this page and were not true.
- You do not sign inside the email
- Claimory sends a signing link. The customer taps it and signs on a Claimory page from their phone, which is what removes the print, sign, scan loop. The signature itself does not happen inside the email body, and that send goes out over Claimory's own transactional mail, not your connected mailbox.
- There is no adjuster contact book
- Adjuster name and adjuster email live on each claim, not in a directory you build once. That is exactly why an adjuster's address is a claim-matching signal: it is already on the claim.
- There is no photo gallery in an email
- Files attach as files. Claimory does not build a gallery an adjuster clicks through, and does not send one.
- Nothing sends itself
- A rule can file, assign or ignore a message. A rule can suggest a template. No rule sends an email, and no AI reply leaves the shop without someone pressing send.
- AI needs a paid plan
- Thread summaries, smart replies and full drafts are excluded from Starter and metered on the plans that include them. The routing, the claim matching, the carrier folders and the reply reminders are not AI and cost nothing to run.
Questions shops ask before they connect a mailbox
Connect the mailbox you already use
Nothing changes for the adjusters and customers writing to you. The first sync brings the last 500 messages in, sorts them, and links the ones it can be sure about.
No credit card. Works with CCC ONE and Mitchell.