The verdict in three sentences
With 45 adjusters and 9,000 claims a year, an average of 21 days from inspection to a submitted estimate delays every settlement and, for a public adjusting firm paid on a percentage, every fee. A custom claims management system links client intake, mobile inspections with photos, estimating, carrier correspondence and fee tracking. In New York in 2026, this kind of build runs 120,000 to 300,000 USD, delivered in 6 to 8 months, with a realistic target of 10 days.
Where the 21 days go
The delay rarely comes from the inspection itself. Here is a typical breakdown, as 2026 estimates.
| Step | Current delay | Main cause | Target with software |
|---|---|---|---|
| Intake and assignment | 2 days | Contracts and policy documents re-keyed from email | 0.5 day |
| Scheduling the inspection | 4 days | Outbound calls, missed callbacks | 2 days |
| Inspection | 1 day | Fixed | 1 day |
| Notes and photo sorting | 5 days | Back at the office, photos on personal phones | 1 day |
| Estimate and claim package | 6 days | Word templates, spreadsheets | 4 days |
| Review and submission to carrier | 3 days | Manual sign-off by senior adjuster | 1.5 days |
| Total | 21 days | 10 days |
Most of the gain comes from two steps: capturing everything in the mobile app on site, and removing re-keying between intake and the final claim package.
Modules and budget
| Module | Scope | 2026 market range (USD) |
|---|---|---|
| Client intake and contracts | E-signature of the public adjuster contract, policy upload, carrier details | 18,000 to 45,000 |
| Scheduling and assignment | By borough, peril (water, fire, wind), workload | 14,000 to 32,000 |
| Mobile adjuster app | Offline inspection, geotagged photos, sketches, room-by-room scope | 28,000 to 65,000 |
| Estimating | Price lists, depreciation, deductibles, coverage limits, estimating tool export | 18,000 to 45,000 |
| Claim package and correspondence | Automatic package, carrier communication log, document vault | 16,000 to 42,000 |
| Fees and settlements | Percentage fee per claim, payments received, mortgagee checks | 12,000 to 35,000 |
| Management dashboards | Days per adjuster and per carrier, pipeline, day-7 alerts | 14,000 to 36,000 |
| Total | 120,000 to 300,000 |
Compliance shapes the design: New York regulates public adjuster contracts and caps fees (generally 12.5 % of the settlement, with lower limits after declared emergencies), so the fee module must enforce the right cap per claim. Policyholder data and interior photos also require encryption, access logs and a documented retention policy.
A 6 to 8 month schedule
| Month | Deliverable |
|---|---|
| 1 | Discovery, intake flows, wireframes |
| 2 to 3 | Intake, scheduling, claim file |
| 3 to 5 | Offline mobile app, estimating |
| 5 to 6 | Claim packages, correspondence, fees |
| 6 to 8 | Pilot with 8 adjusters, then rollout to all 45 |
Mini case study
Daniel, managing partner of a public adjusting firm in New York (illustrative example), earns an average fee of 2,400 USD per claim, about 21,600,000 USD a year on 9,000 claims. Each adjuster loses around 4 hours a week to re-keying and photo sorting, 45 x 4 x 45 weeks = 8,100 hours a year. If the software recovers 60 %, or 4,860 hours, and that time absorbs 5 % more claims (450), extra fees reach about 1,080,000 USD a year. A 250,000 USD build pays back in roughly 3 months, before counting faster settlements and better cash flow.
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FAQ
Why not stay on an off-the-shelf claims package?
Packages cover the standard flow, but firms with their own processes often pay 100 to 200 USD per adjuster per month for a tool they work around. Custom makes sense above 25 to 30 adjusters.
Does the app work without signal?
Yes, offline mode is essential in basements and damaged buildings. Sync happens as soon as signal returns, photos included.
Can it integrate with estimating tools?
Yes, through imports and exports with the estimating platforms carriers use. Each integration typically costs 8,000 to 20,000 USD.
Is 10 days realistic?
It is a 2026 order-of-magnitude target for standard water and wind claims. Complex fire or commercial losses still take 30 days or more.
How does the switchover work?
A 4 to 6 week pilot with 8 adjusters lets you fix the tool before full rollout.
Let's scope your project. Tell us your claim volume, perils and current turnaround and we will scope the build, budget and plan to reach 10 days. 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.
