The verdict in three sentences
For a loss adjusting firm with 16 adjusters and 7,000 assignments a year, the real cost is not the licence but the re-keying between the insurer's platform, the report and the invoice. Off-the-shelf software at 90-180 EUR per adjuster per month is enough if your workflows stay standard, while custom software at 40,000-80,000 EUR excl. VAT pays off once you work for 6 or more insurers with different fee scales. The measurable target is an average report time cut from 21 to 10 days, which drives the renewal of your panel agreements.
What the software must cover, from assignment to invoice
A claim assignment goes through five steps: receiving the instruction, scheduling the visit, on-site inspection with photos, damage costing, then report and fees. Each break between two tools costs 12 to 20 minutes per file on average. Across 7,000 assignments, that is 1,400 to 2,300 hours a year, more than one full-time admin employee.
| Step | Expected feature | Estimated gain per file (2026 order of magnitude) |
|---|---|---|
| Assignment intake | Automatic import from insurer platforms (standard exchange formats) | 8 min |
| Scheduling | Optimised routes by area (Berlin, Potsdam, Brandenburg) | 6 min |
| Tablet inspection | Offline forms, geotagged photos, policyholder signature | 15 min |
| Costing | Built-in repair price library, depreciation calculated | 10 min |
| Report | PDF generated in each insurer's template | 20 min |
| Invoicing | Fees per panel scale, accounting export | 7 min |
The decisive technical point is the integration with insurer platforms. Without automatic return of the report and status, your claims handlers keep downloading and uploading files by hand.
Off-the-shelf or custom: 3-year cost comparison
| Criterion | Off-the-shelf software | Kolonell custom build |
|---|---|---|
| Upfront cost | 3,000 to 8,000 EUR excl. VAT setup | 40,000 to 80,000 EUR excl. VAT |
| Subscription | 90 to 180 EUR per adjuster per month | Hosting and maintenance 600 to 1,200 EUR excl. VAT per month |
| 3-year cost (16 adjusters) | 55,000 to 112,000 EUR excl. VAT | 62,000 to 123,000 EUR excl. VAT |
| Insurer templates | Limited to available connectors | Unlimited, added on demand |
| Code ownership | No | Yes, full reversibility |
| Time to deploy | 1 to 2 months | 4 to 6 months |
| Fee scale changes | Depends on vendor roadmap | Built in 1 to 3 weeks |
At 16 adjusters, both options converge over 3 years. Custom pulls ahead as soon as the firm hires: with 24 adjusters, the off-the-shelf tool climbs to 78,000-155,000 EUR excl. VAT over the same period while the custom cost stays almost flat.
Project plan in 4 to 6 months
| Phase | Duration | Deliverable |
|---|---|---|
| Scoping | 3 weeks | Workflow map per insurer, tablet mock-ups |
| Assignment and scheduling core | 6 weeks | Intake, allocation, adjuster calendar |
| Field app | 6 weeks | Offline mode, photos, costing |
| Reports and invoicing | 4 weeks | PDF templates, fee scales, accounting export |
| Pilot and rollout | 3 to 5 weeks | 4 pilot adjusters, then full switch |
Mini case study
Julian runs a loss adjusting firm in Berlin with 16 adjusters and 5 claims handlers. Each file currently takes 70 minutes of admin work. The custom software brings that down to 45 minutes, saving 25 minutes on 7,000 assignments: about 2,900 hours a year. At a loaded cost of 32 EUR per hour, that is close to 93,000 EUR a year. With a 60,000 EUR excl. VAT project and 10,000 EUR excl. VAT annual maintenance, payback comes in under 9 months, not counting the effect of report time going from 21 to 10 days on panel renewals.
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FAQ
Can the software work without signal during a rural visit?
Yes, the tablet app stores forms and photos locally, then syncs when the connection returns. A 128 GB tablet holds more than 300 complete files with photos.
How are exchanges with insurer platforms handled?
We build one connector per platform, based on the industry's standard exchange formats. Budget 3,000 to 6,000 EUR excl. VAT per additional connector depending on complexity.
Is policyholder data GDPR compliant?
Hosting is in the EU, with encrypted photos and an access log. A configurable retention period, for example 5 years after file closure, is applied automatically.
Can we migrate history from our old tool?
Yes, migrating 3 to 5 years of history is included in scoping. It usually takes 2 to 3 weeks for about 30,000 files.
How long until a first pilot?
A pilot with 4 adjusters is live around week 14. Full rollout follows 3 to 5 weeks later.
Let's scope your project. Send us your number of adjusters, your instructing insurers and your assignment volume to get a scope priced between 40,000 and 80,000 EUR excl. VAT and a 4 to 6 month plan. 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.
