A restoration CRM that runs the dry-out on the clock and the claim at the carrier's pace.
A water loss is two jobs and a claim. Mitigation runs in days with readings every visit; the rebuild runs in weeks; the money moves when the adjuster approves the estimate. Field software built for a single service call has nowhere to put a drying log or an equipment-day count. We build it in.
A loss file is not a work order
Repair-trade software expects one visit and one invoice. A water loss opens with an emergency dispatch, continues with extraction and equipment set the same night, then a monitoring visit every day with readings in every affected room, then equipment pickup when the readings say dry, then an invoice for mitigation that may wait on an adjuster, then a separate rebuild with its own estimate, crew and schedule. The record has to hold all of that under one loss, with the dates, the people and the documents in order.
The documents are the business. An adjuster pays on the drying log, the moisture map, the dated photos, the equipment-day counts and the estimate in the format they expect. A property manager wants the same packet for the owner. A plumber who referred the loss wants a note when it is dried. If the readings live in a technician's phone and the photos in a text thread, the office rebuilds the file by hand at invoice time, and the equipment days get guessed.
The on-call side needs its own structure. Who is on tonight, who backs them up, how long a page can go unanswered before it moves on, and which calls can wait for the morning. That rotation belongs in the same system as the losses, so a dispatch at two in the morning becomes a loss record with the technician's name on it before the truck leaves.
What a restoration CRM has to track
Everything below is something an adjuster, an owner or a partner will ask you to produce.
One loss, linked jobs
The mitigation job and the rebuild job under a single loss, each with its own scope, crew, schedule and invoice, so drying bills the day the equipment comes out while the rebuild is still being estimated.
The drying log, visit by visit
Moisture readings for every affected room and material at each visit, with temperature and humidity, dated photos and the drying goal, entered on site. The log shows when each area reached its goal and becomes the report the adjuster receives.
Equipment-day counts by unit
Every air mover, dehumidifier and air scrubber with a unit number, the address, the set date and the pull date, so days billed are days documented and nothing stays behind in a basement.
The claim on the loss
Date and cause of loss, carrier, claim number, adjuster, deductible, estimate sent and approved, program rules if the loss came through an insurer program, and payments received, each with a next action.
Paperwork signed before the crew leaves
The authorization to start work, whatever payment-direction or assignment form your state allows, and the sign-off at completion, captured on a tablet and kept on the loss. Because the rules for those forms differ by state, a lawyer should check yours.
The on-call schedule, in the system
Tonight's technician, the backup, how long a page waits before it escalates, and the rules for which calls page now and which book for morning, all living where the loss is created.
How we build a restoration CRM
The first CRM we built was for our own companies. Yours is shaped around losses, logs and claims rather than a generic pipeline.
A site app for readings and equipment
Technicians enter readings, photos and equipment set or pulled on a phone inside the loss, with the moisture map drawn as they go, working without signal in a basement.
The drying report generated, not assembled
The daily log, the moisture map, the photos and the equipment days become one PDF the office sends the adjuster and the owner the day the equipment comes out.
Estimates in the format carriers expect
Line items for extraction, removal by material, equipment by day and monitoring visits, exported in the structure adjusters work with, with your own production rates behind them.
Dispatch from the first call
A call or form after hours creates the loss, pages the on-call technician, escalates if unanswered, and texts the owner an arrival window, so the record exists before the truck does.
Partner and source on every loss
The plumber, agent, property manager or inspector who sent it, the revenue tied to them, and a reminder to report back when the job is dried, because partners are the lead source you own.
Owner reporting
Losses per week by cause, average days to dry, equipment utilization, receivables by carrier and by age, and revenue by referral source, on one screen.
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
Custom CRM for water damage restoration, answered.
Is a custom CRM better than the restoration software we already use?
Established restoration platforms are good products built for the average company. A custom build fits one company: your rotation, your rates, your partners, your reports, in accounts you own, with no per-user fee. We lay the options out fairly before you decide.
Can technicians log readings offline?
Yes. The site app stores readings and photos on the phone and syncs when signal returns, which matters in basements and crawl spaces.
Does it handle insurer program work?
Yes. Program rules, required forms and deadlines attach to the loss, and the board flags any loss that is about to miss one.
Can it import our open losses from the old system?
Yes. We export customers, losses, photos, logs and invoices, map them, and run both systems for a short period so nothing open is lost. The migration checklist lists what to gather.
Custom CRM for water damage restoration. Owned by you.
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