The verdict in three sentences
A loss adjusting firm handling 3,500 claims a year with spreadsheets, emails and phone photos loses most of its time between the site visit and filing the report. A custom assignment management app at EUR 35,000 to 70,000 connects insurers by API, structures the report on a tablet and cuts the average filing time from 21 to 9 days. The payback comes from fees invoiced earlier and from a better ranking in insurers' adjuster panels.
Where the 21 days of a fire claim go
In an 18-adjuster firm in Montreal, the typical file follows five steps: receiving the assignment (often a PDF or an email from the insurer), booking the appointment with the policyholder, the site visit, writing the report, then filing it on the carrier's extranet. The diagnosis we run in workshops shows that the visit itself weighs little in the total delay.
| Step | Current delay (average) | Target delay with software | Lever |
|---|---|---|---|
| Assignment entry | 2 days | Immediate | API intake or email parsing |
| Appointment booking | 4 days | 2 days | SMS slot booking for the policyholder |
| Site visit | 1 day | 1 day | Unchanged |
| Sorting photos and notes | 5 days | 0.5 day | Time-stamped photos linked to rooms on tablet |
| Report writing | 6 days | 3 days | Pre-filled template, pricing from rate tables |
| Review and filing | 3 days | 2 days | Approval workflow and insurer-format export |
| Total | 21 days | 9 days |
The main gain comes from photo sorting and writing: an adjuster returning with 120 unsorted photos spends half a day finding them. On a tablet, each shot is attached to a room, a damage item and a geolocation at the moment it is taken.
What the software includes and what it costs
The scope splits into modules. The budget depends mainly on the number of carriers to connect and the depth of the pricing engine.
| Module | Content | 2026 budget (estimate) |
|---|---|---|
| Assignment core | Files, statuses, adjuster scheduling, claims map | EUR 9,000 to 15,000 |
| Insurer connectors | 2 to 4 APIs or EDI feeds, automatic acknowledgements | EUR 6,000 to 18,000 |
| Tablet app | Photos per room, sketches, policyholder signature, offline mode | EUR 10,000 to 18,000 |
| Report generator | Fire and water damage templates, PDF and XML export | EUR 5,000 to 10,000 |
| Pricing and rate tables | Price library, depreciation, deductibles | EUR 3,000 to 6,000 |
| Fee invoicing | Rate grid per carrier, reminders | EUR 2,000 to 3,000 |
| Total | EUR 35,000 to 70,000 |
Then plan EUR 350 to 700 per month for hosting in Canada or the EU, maintenance and connector updates, which remains below 18 licences of an off-the-shelf tool billed EUR 60 to 90 per adjuster per month. Delivery takes 4 to 6 months, with a pilot on 3 adjusters from month three.
Three points must be locked in the contract: code ownership, hosting of photos (policyholders' personal data, subject to Quebec's Law 25 or GDPR) and retention of reports for the limitation period.
Mini case study
Claire, technical director of an 18-adjuster firm in Montreal, bills an average of EUR 480 in fees per file, or EUR 1.68 million a year. Carriers pay on receipt of the report. Moving from 21 to 9 days brings cash in 12 days earlier on daily revenue of EUR 4,600, freeing roughly EUR 55,000 of working capital once and for all.
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On time, each adjuster saves about 2 hours per file on photo sorting and writing. Across 195 files per adjuster per year, that is 390 hours, enough to absorb 15% more assignments without hiring. With a EUR 52,000 project, the firm pays back its investment in under 12 months, not counting the better ranking in insurer panels that score filing time.
FAQ
Do insurers accept a report produced by in-house software?
Yes, as long as the expected format is respected: most require a signed PDF and sometimes an XML file. We build the export to each carrier's specification, usually 2 to 4 different formats.
Does the tablet app work without signal in a flooded basement?
Yes, offline mode stores photos and notes locally, then syncs when the network returns. A 128 GB tablet holds more than 5,000 photos before syncing.
How long does it take to train 18 adjusters?
Plan half a day per adjuster and a two-week pilot with 3 volunteers. Adoption exceeds 90% when the report template mirrors the one the firm already uses.
Can we start with a smaller scope?
Yes, a first phase of EUR 25,000 to 30,000 covers the assignment core, the tablet and the fire report. Insurer connectors and pricing come in a second phase.
Where are the claim photos hosted?
With a certified hosting provider, encrypted and backed up daily. The typical volume, 400,000 photos a year, costs under EUR 80 per month in storage.
Let's scope your project. We price your assignment software from your claim volume, partner carriers and report templates, with an indicative budget of EUR 35,000 to 70,000 and a pilot within 3 months. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
