Drying logs and estimates that reach the adjuster, from a domain your company owns.
A restoration company sends more paper than most trades: authorizations, estimates, daily logs, photo sets, invoices and the back-and-forth with adjusters and program administrators. Email from a free address or an employee's inbox gets filtered, loses the thread, or leaves with the employee.
Claims paperwork has to arrive, be found and be kept
An estimate an adjuster never receives is a claim that stalls. A drying log that lands in spam is equipment days you cannot prove. Carrier and program mail systems are strict about senders, and a free address with a large photo attachment is exactly what they filter. Restoration email has to leave from the company's own domain with the records that verify it, and it has to send the heavy files as links.
The threads are the second problem. One loss can involve the owner, a tenant, a property manager, an adjuster, a program administrator, a plumber and a mortgage company that has to endorse the check. If those conversations live in whichever employee replied, the project manager cannot see the whole claim, and when the estimator leaves, the open losses leave with them.
The third is time. Claims disputes and subrogation questions surface long after the equipment comes out. An owner's lawyer, a carrier or a state agency can ask for everything on a loss from two winters ago. An archive the company controls, searchable by address and claim number, answers that in minutes.
What business email for a restoration company has to do
Mail that arrives, threads everyone can see, and an archive, on a domain in your name.
Leave from your domain, verified
Every message from the office, the CRM, the estimating software and the technicians' phones carries SPF, DKIM and DMARC, so adjusters' and program administrators' systems see a verified sender.
Send logs, photos and estimates as links
Daily logs with photos are large. A link from your domain arrives, records when the adjuster opened it, and can be updated when the readings change without sending another attachment.
Give claims a shared inbox
A claims address the office, the estimator and the project managers all read, with every adjuster reply filed on the loss by claim number, so nothing waits in one person's mailbox.
Keep authorizations in the thread
The work authorization, any direction-to-pay form and the completion sign-off sent for signature from your domain, returned signed, and stored on the loss with the time stamp.
Survive turnover
Estimators and project managers work from company mailboxes. When someone leaves, their mailbox forwards to the office and goes into the archive, so the open losses keep their history.
Hold the archive
Retention across the company's mail, set once, searchable by address, claim number and party, for as long as your state, your insurer and your lawyer say.
How we set up email for a restoration company
Hosted email in an account your company owns, with the admin login in your hands and ours removable.
Hosted under the company's name
A Workspace or Microsoft 365 tenant that the company pays for and the owner administers, with us as a support login you can delete.
Records for every sending system
Authentication set and tested for the mailboxes, the CRM, the estimating software and the signature tool, so each sends as your domain and passes.
Shared inboxes and claim filing
Claims, dispatch, office and partners as shared mailboxes, and rules that match each message to its loss by claim number or address and attach it in the CRM.
Templates for every stage of a loss
Technician dispatched, equipment set, daily update, equipment pulled and report attached, estimate submitted, invoice sent, each written once in your voice and filled from the loss.
Moving off the free address
Past mail is migrated, the previous address stays live as a forward through the first year, and the new address replaces it on the Business Profile, the website, invoices and the plumber and agent handouts.
What you own on day one.
Every account is opened in your company's name with you as the owner. If you ever leave, you change a password, not your business.
- Domain, hosting and the site files
- Phone numbers and call recordings
- The CRM and its database
- Email and text lists, with consent records
- Google Business Profile and every listing
- Analytics and Search Console
Business Email for water damage restoration, answered.
Why do our estimates not reach the adjuster?
The usual causes are a free sending address, authentication records missing on the domain, oversized attachments, or estimating software that sends as you without the domain's permission. Once the records are in place and the files go as links, most of it stops.
Google Workspace or Microsoft 365 for a restoration company?
Both work. Crews that coordinate from phones and shared folders usually go with Google, and a company whose office already runs on Outlook keeps Microsoft. Either way the tenant is yours, and we help you pick.
Can adjuster replies be filed to the loss automatically?
Yes. Replies carrying the claim number or the address are matched to the loss and attached, and the project manager is notified.
How long should we keep loss emails?
For the full window your state's record rules, your insurer and your lawyer require, and then some. With an archive in place, keeping everything costs nothing and deleting is the decision that needs a reason.
Business Email for water damage restoration. Owned by you.
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