Water, Fire & Mold Restoration
Connect your job management software, Xactimate estimates, field documentation, and accounting so you can see which jobs, carriers, and programs actually pay, and how long they take. Cass & York builds custom AI-assisted document processing and software integrations that reconcile carrier payments, equipment days and job margins, with human review for uncertain records.
Water, fire, and mold restoration companies running several crews or several locations, including franchise operators and companies that grew by acquiring other restoration firms.
Show Us Your Workflow[01] Where systems separate
Where the numbers stop matching.
- 01The Xactimate estimate, the job file, and the invoice in accounting show three different totals by the time a job closes
- 02Moisture readings and drying logs live in a field app, and the equipment days on the invoice don't always match them
- 03Receivables from carriers, TPA programs, and homeowners age at different speeds, and nobody can see them side by side
- 04Supplements and desk review reductions are tracked in email, so no one knows which line items get cut most often
- 05Mitigation and reconstruction run as separate jobs, and the margin on the full loss is never added up
- 06Every acquired location brings its own job software, Xactimate setup, and chart of accounts
[02] The software in place
The systems we usually find.
Most restoration companies already run software built for insurance work. The gaps sit between the estimate, the field record, and accounting, and between locations that chose different platforms.
Estimating and assignments
Xactimate and XactAnalysis
The estimating standard carriers price property claims against, and where program assignments arrive. We connect estimate data to the job and the invoice.
Job management
DASH
Restoration job management from Cotality, common at companies doing program and TPA work. We come in when a question needs data from accounting or from other locations.
Job management
Albi
Restoration project management with Xactimate estimate sync and job costing. We tie its budgets to what accounting actually paid out.
Restoration ERP
PSA
Canam Systems' restoration platform, used by some larger operators running several brands or locations.
Field documentation
Encircle
Photos, moisture maps, and drying logs captured on site. These records are what support equipment days and line items when a carrier reviews the file.
Accounting
QuickBooks Online and Sage
Where payments, deductibles, and job costs land, usually with less detail than the job file.
[03] Questions worth answering
Numbers restoration owners ask for that no single system can answer.
- 01Days to payment by carrier and program
- How long each carrier, TPA, and homeowner takes to pay from invoice, with supplements and depreciation releases tracked separately.
- 02Estimate to collected variance
- What was written in Xactimate compared with what was finally paid, broken out by line item category so repeated reductions are visible.
- 03Gross margin by loss type
- Water, fire, mold, and reconstruction measured separately, with labor, equipment, and subcontractor costs from accounting matched to each job.
- 04Drying documentation completeness
- Which mitigation jobs have a dry standard, daily readings, and equipment logs covering every billed day before the invoice goes out.
- 05Mitigation to reconstruction conversion
- How many of your water and fire jobs your company also rebuilt, by location, carrier, and referral source.
[04] What we build
Keep your job software. Build what's missing around it.
Carrier receivables and job close out are the usual starting points, since both require estimates, field documentation, and accounting to agree. We connect them and build from there.
01
Xactimate estimate to invoice reconciliation
Systems Integration →02
Carrier and TPA receivables aging
Dashboards & Reporting →03
Drying log and equipment day checks before billing
Document Intelligence →04
Job margin by loss type and location
Dashboards & Reporting →05
Supplement and reduction tracking by line item
Dashboards & Reporting →06
Combined reporting across acquired locations
Unified Data Platforms →07
AI-assisted processing of Xactimate estimates, drying logs and claim paperwork, with validation and exception review before updating source systems
Document Intelligence →
[05] In practice
What this looks like in practice.
Before the desk review
A mitigation job is ready to bill, but the equipment count in the estimate and the drying log don't agree. We check the estimate, logs, and photos against each other and send only the mismatched files back to the project manager before submission.
Who owes us and why
The controller tracks carrier payments, deductibles, and held depreciation in a spreadsheet. We combine job management, estimate status, and accounting into one receivables view, sorted by payer and by what is holding up payment.
Three companies, three setups
An owner buys two nearby restoration companies that run different job software. We map jobs, loss types, and payers to one set of definitions so leadership sees combined margin and receivables while the platform decision waits.
[06] Relevant work
Work that shows how we approach it.
[07] A practical starting point
Connect the systems. Unify the data. Build the workflow.
01Connect
Pull jobs, estimates, and assignments from your job management platform and Xactimate, readings and logs from your field documentation app, and payments and costs from accounting.
02Unify
Match claims, jobs, and payers across systems, agree on how mitigation and reconstruction revenue are counted, and flag files that don't reconcile.
03Build
Deliver the receivables view, billing check, or margin dashboard your team asked for, with every number traceable back to the claim and the job.
[08] Questions
Water, Fire & Mold Restoration: common questions
Do we need to replace DASH, Albi, or our current restoration software?
No. DASH, Albi, and Xactimate stay in place. We connect estimates, drying documentation, and receivables so each claim shows what was billed, what was supported, and what the carrier has paid.
Can you combine reporting across restoration companies we acquired?
Yes. We map each location's jobs, loss types, and payers to shared definitions so margin and receivables can be compared and rolled up, whichever software each location runs.
Can you track how long each insurance carrier takes to pay us?
Yes. We connect invoices and payments from accounting to the payer on each job, so days to payment can be reported by carrier, TPA program, and adjuster where that data exists.
Can you flag drying logs that won't support the equipment days we billed?
Yes. We compare equipment days on the estimate with the readings and logs captured in the field and flag gaps before the file is submitted. The billing decisions stay with your project managers.
Do you work with Xactimate data?
Yes. We work with the estimate data your team exports or your job management platform already imports, and match it to the job, the invoice, and what was paid.
Can AI automate Xactimate estimates, drying logs and claim paperwork for water, fire & mold restoration?
Yes. Cass & York can build a workflow that extracts structured details from Xactimate estimates, drying logs and claim paperwork, matches them to records in Xactimate and XactAnalysis and DASH and accounting, and flags missing or ambiguous information for staff review. The integration can reconcile carrier payments, equipment days and job margins without requiring replacement of your existing core systems.
[09] Start with the process
Show us the workflow your existing software can't handle.
You don't need a technical specification. Walk us through the process, the systems involved, and where your team is losing time.
Book a Workflow Call →