Tired of battling for payments? Frustrated by stagnant claims and billing issues? Many restoration pros know there’s room for improvement, but pinpointing the right conversation technique to get an adjuster on the same page is tricky. And crafting the perfect email rebuttal to kickstart better billing results isn’t easy either. In today’s environment, preventing restoration claim payments from dragging out takes more than effort – it requires a refined process strategy, sharp coordination, and a lot of experience.
When restoration contractors face cash flow delays, no matter the size, it’s not just inconvenient and stressful – it’s costly. For smaller companies, it can be the difference between making payroll and closing the doors. For large contractors, a slow-paying claims ties up capital that could be used for marketing, new equipment, or expanding operations. Every day a claim goes unpaid is a day your resto-biz is stuck waiting instead of growing.
Truth Bomb: Getting paid fairly, for the correct ideal amount in restoration is a full-time job! It doesn’t matter if it’s for mitigation claims, fire, smoke, biohazard cleanup, rebuild – every claim requires time and your full attention to identify and fix bottlenecks that block consistent maximum payouts.
At (RiB) short for Restoration Insurance Billing, LLC, we’ve spent over a decade working with contractor partners to get claims paid faster, and more accurately, with far less stress. If you’re tired of chasing adjusters for payment and defending your restoration claims, this blog is for you.
Why Billing Breaks Down in the Claim Department
First, let’s start with the hard truth:
If you’re not following up with the insurance company, they assume you’ve moved on. No calls, no updates – it’s like telling the adjuster, “Take your time.” That silence can stretch payment timelines well beyond 40, 60 or even 90 days, drying up your cash flow and leaving you scrambling to cover payroll, vendor invoices, and growth opportunities. In slow or busy seasons!
Common Causes for Delayed Restoration Claim Payments
The Complexity of Restoration Billing:
Restoration projects are rarely simple.
You ask 10 different contractors, you’ll get ten different approaches to mitigating property damage.
When an disaster strikes – whether it’s water, fire, mold, biohazard, or storm damage – the claims process kicks off a chain of documentation, negotiation, and inspection that may stretch out weeks or even months. And that delay isn’t just frustrating for restorers – it’s stressful for the property owner too.
It’s a mountain of work:
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- assessing damages,
- gathering photos,
- and compiling a detailed summary of the loss.
- Then comes the testing results, and protocols,
- itemized invoices for every bit of work done.
- Add to that the complexities of software and pricing. It’s clear why one small, missing detail or unclear circumstance can bring the entire carrier claim process to a screeching halt.
Real-Restoration-Work Complexity
“We’ve handled everything from $2.7 Million large-loss water mitigation claims (like a 60-unit, four-story multiplex with a complete gut and 13 different carriers involved) to single-family sewage muck-outs, abatement, contents, bio-hazards, and reconstruction”. – RiBilling.com
Even adjusters and contractors come with varying levels of experience, which can lead to slower or incomplete assessments of the scope and severity of loss.
When missed technical details like moisture mapping, material degradation, and disputes over emergency service protocols happen, it becomes difficult to verify the true extent of damage and determine an accurate payout to properly indemnify the policyholder. This is where frustration builds, and why more restorers are turning to outsourcing.
“Before RiB, we spent hours chasing adjusters and rewriting invoices. Now, we just send the job info and get our “paid claim reports” weekly, with important feedback to manage new jobs.” – Forrest P. Georgia Restorer
Contractors often find themselves having to re-explain or defend their invoices, especially when adjusters overlook key restoration elements. Each round of clarification adds days, sometimes weeks, and can escalate to appraisal – stalling payment more and straining relationships.
RiB understands how to work with carrier adjusters to resolve disputes firmly, yet respectfully.
We speak their language, clarify scope, and advocate for fair compensation. Property owners benefit immensely from having a knowledgeable claim specialist on their side – someone who can explain billing in plain terms to all parties involved and keep the restoration process moving.
Silence Costs You: Why Follow-Up Can’t Be Overstated
Claims without consistent follow-up often fall through the cracks, quietly piling up in your accounts receivable. And the longer they sit, the harder it becomes to collect.
One major reason? Poor coordination.
Restorers, homeowners, adjusters, and carriers often operate in silos – each with their own priorities, timelines, and communication styles. Without centralized, experienced oversight, critical claim details and supporting documentation get shuffled, misinterpreted, or lost entirely. The story of the loss becomes fragmented, and payment gets delayed.
RiB bridges that gap.
Our claims specialists manage the entire workflow, from first notice to final payment – keeping every party informed, every document accounted for, and every claim the attention it deserves. We handle every detail and stay on top of it until the restorer gets the full amount they earned, fair and square. Contractors we work with are seeing the difference.
Other Common Road Blocks That Stall Payments and Frustrate Restorers:
- Homeowners Receiving Checks Directly: When the check goes to the homeowner, contractors are left waiting and chasing.
- Intentional Insurance Delays: Some insurers stall payments to manage their own cash flow or pressure claimants into settling for less.
- Coverage and Scope Disputes: If the insurer questions coverage, expect investigations and long delays.
- Incomplete Documentation: Missing or inaccurate info can halt progress entirely. Identify missing details that may weaken your claims and lead to lower paid amounts or even denials. Adjusters often work under tight deadlines and rely on documentation accuracy to access damages and determine appropriate/justified reimbursement. You can speed up payment by having important scope-of-work documentation ready (not all request are relevant), so the claim moves forward smoothly, fairly, and pays the full amount you earned.
What Happens When The Insured Questions the Claim, Who’s There for You?
When coverage is questioned, property owners (already overwhelmed by the emergency) often start digging for answers. And the restoration claim process slows down. This can trigger consultations with attorneys, public adjusters, third-party reviewers, and deep-dive investigations. Each layer adds complexity, time, and more cost. Distracting your team from doing more restoration work or what matters most to you in life.
Adding to the complexity, insurers often apply depreciation to materials and labor, reducing the initial payout. Contractors are then forced to file supplemental claims to recover what’s owed – demanding more documentation, negotiation, and patience.
These delays don’t just slow down restoration claim payments; they drain your team’s time, energy, and focus away from new, revenue-generating jobs. As a restorer, you know that “hassling with jobs you did 30, 60, or 90 days ago is NOT revenue-generating activity. Restoration is!” According to the National Association of Public Insurance Adjusters, disputed claims can take an additional 30-90 days to resolve—time that could be spent on new projects.
That’s why our billing specialists are built to handle the chaos. We understand the frustration and have built flexibility into our process to handle any challenge. Our three specialized departments can be bolted on to your business today to get claims paid fairly and accurately:
- Comprehensive Xactimate Estimates: Our experts can be a backup service anytime for clients, and they work to capture billable line items in your scope-of-work.
- Claims Processing Efficiency: We keep documentation and dispute justification flowing, so you don’t have to be the middleman when adjuster questions arise. Stay focused on running your company, not claim defense for old jobs you’ve already done.
- Escalated Claims: When misunderstandings or unique rebuttals pop up, our specialized team is ready to step in with clarity and confidence needed to get your invoice paid.
Since 2014, we’ve pioneered outsourced restoration billing – and the art of managing claim disputes with both empathy and expertise. Our goal is simple: give restorers peace of mind by getting restoration claims paid fairly, without the stress. No adjuster drama. No added payroll. Just reliable cash flow, delivered.
The Real Cost of Cash Flow Delays
Delayed payments don’t just hurt your bottom line – they ripple through every part of your restoration business. Without consistent cash flow, growing and operating restoration services becomes a constant struggle. You might miss out on key opportunities, like investing in new equipment or expanding your marketing efforts requiring immediate cash to take advantage. The pressure of making payroll can lead to burnout and higher turnover.
This financial strain can harm your confidence and reputation. The simple truth is, waiting for a traditional claims system to pay you better, and on time isn’t a reliable strategy. It more like a threat to your business future. It can lead to:
- Missed Growth Opportunities: Without capital, you can’t invest in new equipment, marketing, or hiring, slowing your business’s growth.
- Payroll Pressure: Struggling to pay your team leads to burnout and turnover.
- Vendor Strain: Late payments can irritate relationships and may lead to stricter terms or service disruptions.
- Credit Dependence: High-interest loans become a lifeline, increasing your financial burden.
- Reputation Damage: Slow payments can make your company look unreliable, stressing future deals and partnerships.
For many, this stress is a daily reality. As Paul from Tucson shared, “I was about ready to close my doors because of the constant battles with adjusters”
Proven Strategies for Faster, More Profitable Insurance Claims in Restoration
At RiB we know that getting paid isn’t just about a good invoice – it’s about having a proven system. We’ve pioneered a partnership-driven, peace-of-mind billing process that restoration contractors can bolt on today for immediate results. Each contractor is at a different phase and strategies are designed to help you take back control and on a path for sustainable growth. Consistent profitability long-term is the key focus here. Here’s how we help:
- It often starts with documentation & a clear claims process: You may already be using great software for scheduling and communication. Several software options exist for operational efficiency. We work with the popular CRM (Customer Relationship Management) systems restorers use. We’ve modified our own process that integrates with those platforms. When choosing software options, determine if you like the interface and features. Use a clear process to manage the life-cycle of the claim. Restoration software can be a tool that helps bundle that all together to ensure your scope-of-work details are accounted for.
Once the job is buttoned up, our process shifts to relentless, proactive follow-up. We don’t wait for the adjuster to get around to your invoice. Our team keeps your claims top-of-mind with consistent, professional outreach, to help prevent it from slipping to the bottom of their pile.
When a claim hits a roadblock, we step in with direct negotiation support. We’ve seen the tactics. Our team knows how to present strong evidence and get through those frustrating conversations to get you the payment you’ve earned. And for those times when a claim gets particularly complex, we can provide professional advocacy and connect you with trusted public adjusters and attorney’s as necessary. Our claim specialists advocate until clients are paid.
Because we know cash flow is king, we connect funding options when it makes sense. Each claim is like a baby with it’s own heartbeat and may require additional tools to leverage to get full payment. It’s a lifeline that can keep crews working and business growing, even when a claim is tied up.
“I’m happy to be able to focus on growing our business and let RiB work with adjusters so I don’t have to.” – Aubrey from Arizona
Remember:
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- Proactive Follow-Up: Keep your claims top-of-mind for adjusters with consistent, professional outreach.
- Direct Negotiation Support: Present strong support for your services and spend the time to get through insurer tactics.
- Lien Rights Management: Leverage legal tools to protect your payments.
- Professional Advocacy: Collaborate with other professionals as needed.
- Funding Options: As a short term solution.
The RiBilling Difference: A Partnership for Profit and Peace of Mind
At RiB, we don’t just process claims; we restore your time, cash flow, and peace of mind. Every day spent chasing payments is a day you’re not generating new revenue. Our five-step process is designed to turn billing from a time-consuming burden, into a reliable engine.
It starts with our team’s commitment to smart invoicing, clear payment terms, and diligent follow-up. We handle the details of each claim from the start, so you don’t have to. As Josh W. Shared, “Tiffani is awesome… She takes the ball and runs with it, and I love it.” We empower your restoration technicians to focus on helping property owners, not the paperwork and hassles to get correct payments from adjusters.
If you’re a restoration contractor, you’ve likely felt the frustration of slow payments, and low-paid claims. Based on what we’ve seen this past decade, outsourcing your billing to a dedicated partner is a legitimate and valuable solution, especially if you:
- Are frustrated with insurance billing overhead and staffing challenges.
- Want to speed up cash flow and explore additional revenue.
- Don’t want to spend time chasing adjusters.
- Appreciate/and value subcontracting this work.
- Are ready to explore what is possible.
Whether your restoration business is large or small, the cost of not having a solid claims billing system is more than just a salary – it’s lost revenue, increased stress, and missed opportunities. When there’s isn’t enough time in the day to manage everything, a partnership with RiBilling experts allows your team to stay focused on what matters most: generating profit and helping customers in crisis.
Spend more time running your resto-company, and less time defending claims with adjusters.
Call us today to learn more about our bolt-on process: 1) Smart invoicing that meets industry standards, 2) Clear payment terms to avoid confusion, 3) Diligent follow-up that keeps claims moving, 4) Efficient payment tracking and processing, and 5) Confirmation of claim payments to close the loop.
Running a restoration company is exciting. We make it better.
By Jason D. Myers,
Co-Owner, Restoration Insurance Billing, LLC (RiB), IICRC Certified WRT, TCST
Jason understands the life of a contractor because he lived it firsthand. Growing up, he helped his father with remodeling projects, from floors to kitchens and bathrooms. His father, now 72, still works, which instilled a strong work ethic in Jason. Jason is dedicated to ensuring restoration contractors get paid fairly and have more time for their families. He worked a combined eleven years of door-to-door alarm/pest control sales, and earned a business degree from Northern Iowa University. Raised in Oregon, Jason enjoyed sports, played NCAA college soccer, and coaching recreational teams. He now lives in Arizona with his wife, three children, and their golden retriever, Mikey.