Loss assessor: gathering a claim’s documents with the policyholder
A claim, with documents arriving for months
A bookshop owner calls you after a water leak: the stockroom has flooded, the stock and the shelving are damaged. You need photos of the damage, the insurance policy, the claim notification, the stock invoices, then quotes from the plumber, the decorator and the joiner. The photos come in on WhatsApp, the invoices by email, a quote photographed at an angle.
Meanwhile, the insurer’s loss adjuster asks for documents of his own, and your client no longer knows what has already been sent, or to whom. When the settlement offer arrives, you have to dig out what was sent, and when, before you can challenge it.
What Kolinea changes for you
Document requests
Claim documents, gathered in a single request
Photos of the damage, invoices, the insurance policy: your client uploads each document into the request; you accept or refuse with the reason.
- A document list for each request, with a due date
- Refusal with a reason: the client knows what to upload again
- The request closes when everything is accepted
Your client uploads their documents from their phone
Closing and archive
A closed claim stays readable, with its dates
Once the settlement is accepted, you close the folder: photos, quotes, the loss adjuster’s report and every sign-off become read-only, with their dates, readable by you and your client for as long as your workspace exists.
- Read-only for everyone once closed
- Can be reopened if the insurer comes back on an item
- Open requests flagged “not completed at closing”
Long after, you can reread what was requested, decided and approved
“Waiting” view
Who has to act: you, the policyholder or the loss adjuster
In each folder, what is waiting on you, what your client owes and what you are waiting for from the insurer’s loss adjuster. Delays stand out by themselves.
- What you have to do, on one side
- What the policyholder and the adjuster owe, on the other
- Overdue items highlighted
Every morning, you know where to start
What Kolinea solves for loss assessors
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Before: Documents arrive by email, by text and through links that expire, and nobody knows what is still missing
One line per expected document, uploads from a simple link, and reminders that go out without you.
See how -
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Kolinea also takes care of
Folder templates
Every water damage claim, ready in advance
The “Water damage” template prepares the letter of engagement, the claim documents, the repair quotes and the sign-off on the schedule of loss, with their due dates.
- Planned items, in order
- Due dates that fit each folder
- Your own templates, shared with your firm (Premium)
You write your requests once for all your clients
Each claim has its own folder, from the first photos to the settlement
The policyholder has their own link, with no account, and uploads photos from their phone. They can write to you or add a document on their own initiative. You and your team share the folder, opened from the “Dégât des eaux” (water damage) template, with internal notes the client never sees.
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Claim documents
Photos of the damage, insurance policy, claim notification, invoices for the damaged goods. Each document is requested from the policyholder and followed until it is uploaded; an unreadable invoice is refused with the reason.
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Repair quotes
The tradespeople’s quotes gathered in a single request, one line per quote.
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Site inspection
A slot offered to the policyholder and the loss adjuster, confirmed in the folder.
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Schedule of loss
Your figures, submitted to the policyholder for sign-off before you present them. They approve it in their own name, with the date.
A sign-off dates and names whoever gave it. It is a simple approval, not a qualified electronic signature.
The insurer’s loss adjuster, in the same folder
He joins as a participant with limited access: he reads only what names or mentions him, what he wrote himself and the folder’s milestones. You send him the schedule of loss and the quotes, he uploads his report, and your client reads it in the same place. Your internal notes and your exchanges with the policyholder stay between you.
The “Waiting” view shows, in each folder, what is waiting on you, what your client owes and what you are waiting for from the loss adjuster. An overdue document stands out by itself, and reminders chase every pending request: two days before the due date, on the day, the day after, then seven days later.
A closed claim, every exchange still dated
Once the settlement is accepted, you close the folder: it becomes read-only. The photos, the quotes, the loss adjuster’s report and the policyholder’s sign-off on the schedule of loss, with their dates, remain available to the firm and the policyholder for as long as the firm’s workspace exists. The policyholder can download their own copy: the thread as a PDF, with its documents.
If the insurer comes back on one item, you reopen the folder and everything is still there.
Frequently asked questions
Another question?
Contact usYour workspace moves to the Free plan, with no time limit: 2 active folders at a time and 2 members. The trial asks for no credit card. Beyond 2 active folders, new folders wait until one is closed, or until you choose Premium.
During the Founding Members Offer, Premium is free for your workspace from the moment you reserve, no credit card needed, throughout the launch phase. You then keep the founding member price for life, as long as you stay subscribed: €6 excl. VAT a month, or €60 excl. VAT a year, instead of €9 excl. VAT a month or €84 excl. VAT a year. One subscription per workspace, with unlimited members and folders. Your clients never pay.
Premium free from today, throughout the launch phase, then up to −33% off for life
100 seats left out of 100 Reserve it from your workspace once signed up
Your ongoing folders carry on, and your clients keep access to closed folders for life, as long as your workspace exists. If you delete the workspace, everyone is notified by email 30 days beforehand and can download the export of their folders.
Not if your exchanges are one-off, with no follow-up: an email is enough. Nor if you need to invoice your clients, or a qualified electronic signature: Kolinea does not invoice, and its sign-off is a simple approval, dated and in the name of the person who gave it, with no value as a qualified signature. It keeps a record of what was accepted and when; if your document requires a qualified signature, you need another tool.
They have nothing to install or remember: they open their link and first see what you expect from them, on a phone or a computer.
Learn moreFrom their contact card, you generate a single-use link, to be opened within 24 hours, and a 6-digit code that you pass on yourself: the link by text or messaging app, the code by phone or in person. Their device is then recognised for your folders.
Learn moreEach trade shown here has its own folder template, with the usual requests already written: “Litigation” for a lawyer, “Year-end” for an accountant, “Rental listing” for a property manager, and so on. They are available on the Free plan; writing your own templates and adding custom fields (floor space, budget, property type…) is reserved for Premium.
Learn moreInvite your colleagues to your workspace: 2 members on the Free plan, as many as you like on Premium. Each one accesses the folders they work on; owners and admins see every folder, and the overdue items of the whole team.
Learn moreYes, free of charge. You open the folder, add your documents and create a free account with no password, then send them the link. They open the folder from that link, then claim it so they can reply; if nobody claims it, the folder is deleted after 30 days.
Your next folder, with nothing lost along the way
Not the right time?
Get the link by e-mail and pick up later, from your computer.
One e-mail only, and your address is not kept.