Deptly

Restoration, remediation & insurance claims

Win the loss and keep every claim moving—without carrying the file yourself for months.

Deptly helps restoration and remediation companies win more first calls and carries the 2 AM intake, the adjuster and document chasing, and the weeks of homeowner updates every claim demands — while scope, protocol, and estimate judgment stays with your certified team and coverage decisions stay with the carrier.

See What Deptly Could Take Off Your PlateTalk Through My Business

Part of Home Services & Emergency Trades

What does Deptly do for restoration, remediation & insurance claims?

Deptly takes the work around the claim off restoration companies. It answers first-notice-of-loss calls around the clock, captures the photos, policy details, and authorizations intake needs, keeps displaced homeowners updated through mitigation and rebuild, chases adjusters, supplements, and missing documents on your cadence, and follows deductibles and final balances — within rules you approve, in the job platforms you already run. Scope, protocol, and estimates stay with your certified team; coverage decisions stay with the carrier.

Sound familiar?

Five moments from the way this work actually runs — not because anyone is careless, but because the loop depends on whoever is busiest.

  • The washing-machine line lets go at 1:40 AM, the call hits voicemail, and by the time your crew chief wakes up the homeowner has signed an authorization with whoever answered at 2:05.

  • The supplement went to the adjuster eleven days ago, and the only follow-up system is you remembering in the truck between losses.

  • A displaced family calls twice a day for updates because nobody told them the rebuild can't start until the scope is approved.

  • The clearance report came back Friday afternoon, and on Tuesday it's still in your inbox — the homeowner and the adjuster both waiting on it.

  • The job closed six weeks ago and the final check is still sitting at the mortgage company, waiting on an endorsement nobody is chasing.

Why this happens

Restoration is two businesses wearing one set of keys. The first is an emergency response company, where the job is won in the minutes after a pipe lets go or a kitchen burns — whoever answers first, calm and credible, usually gets the signature. The second is a claims administration company, where the job is won over weeks of documentation, follow-up, and patience with three parties who don't answer to you: the homeowner, the carrier, and sometimes the mortgage company.

The mitigation work itself moves fast and looks finished — trucks, equipment, demo, dry-out. But every claim wraps the job in waiting states: waiting on the adjuster's inspection, waiting on scope approval, waiting on the supplement, waiting on a clearance report, waiting on an endorsement. None of those waiting states has a natural owner. Your project managers are certified to set containment and write scope, and their attention rightly goes to the active loss — so the quiet file waits until someone remembers it. The homeowner, displaced and anxious, experiences every silent day as neglect, and says so in the review.

That is not disorganization. It is what happens when the person qualified to make protocol decisions is also expected to be the intake line, the document chaser, the adjuster's follow-up department, and the family's daily update — in the gaps between losses. The judgment work needs your team. The chasing, narrating, and remembering does not.

What Deptly handles here

Three complete responsibilities — each with a trigger, the actions carried, the escalation point, and what done actually means.

Responsibility 1

First notice of loss, answered and moving

Starts when
A loss call, form, or referral arrives — at 1:40 AM, mid-storm, or while every crew chief is on an active loss.
What Deptly does
  • Answers on the channel it arrives and runs your intake script calmly: what happened, is the source stopped, is everyone safe, address, carrier and claim status, photos if the homeowner can take them
  • Gives approved holding instructions — shut off the supply line, don't run the HVAC after a fire, keep people and pets out of the affected rooms
  • Checks the on-call board, proposes the crew and arrival window, and sends the work authorization for signature before the truck rolls
  • Briefs the responding crew chief with the loss details, photos, and access notes in one message instead of a groggy phone call
  • Logs the loss and every commitment in your job platform so the file starts complete
Comes to you when
Anything that reads life-safety — an active fire, sewage in living space, a structural concern, no safe access — goes straight to your on-call person under your protocol. Commercial losses or anything beyond your size rules come to you before a commitment is made.

The homeowner has an arrival window and instructions, the authorization is signed or on its way, the crew chief is briefed, and the job exists in your system — with you told exactly what was committed.

Responsibility 2

The claim file, chased until it moves

Starts when
A job enters a waiting state: an estimate or supplement sits with the adjuster past your threshold, a signature or declarations page is missing, a clearance report or photo set hasn't been delivered.
What Deptly does
  • Tracks every open item on every claim — who owes what, since when — so no file relies on memory
  • Follows up with adjusters on the cadence and tone you approve, reattaching the documentation that supports the request
  • Chases homeowner-side items — signatures, policy declarations, contents lists — on the channel the family actually answers
  • Assembles and delivers documentation packets — photos, moisture and drying logs, protocols, clearance reports — to whoever the file is waiting on
  • Logs every touch to the job file so the paper trail is complete if the claim is ever contested
Comes to you when
A reduced or denied scope, a disputed line item, or an adjuster silent past your limit comes to your project manager with the full history attached. Deptly chases; it never negotiates scope or argues coverage.

Every open item is either resolved — approval received, document filed, report delivered — or on your desk with context. Nothing ages in silence.

Responsibility 3

Every waiting week narrated, every balance followed

Starts when
A job changes stage — equipment set, demo complete, scope approved, rebuild scheduled — or a quiet interval passes with nothing new to show the family.
What Deptly does
  • Sends plain-language updates at every stage change and on a steady rhythm through the quiet stretches, so silence never reads as neglect
  • Answers routine questions from your approved answers — when the equipment comes out, what the adjuster's next step is, when the rebuild can start
  • Fields the twice-a-day check-in calls so your project manager isn't the family's only source of reassurance
  • Collects the deductible per your policy and follows the final balance after completion — including the mortgage-endorsement chase that stalls so many final checks
Comes to you when
An upset homeowner, a complaint, or any question that touches coverage or scope goes to a person. Promises beyond your approved scripts are never made to a family in distress.

The family always knows the current stage and the next milestone, every touch is logged, and the balance is followed to paid or flagged to you with the reason.

One job, before and with Deptly

The same signal, followed all the way to a verified outcome instead of waiting on whoever is busiest.

Today

  • The 1:40 AM loss call rings your personal phone, because it always does — and you run intake half-awake from the edge of the bed.
  • You wake a crew chief and relay the details from memory; the work authorization gets signed on a wet kitchen counter at 3 AM.
  • You promise the homeowner you'll handle the insurance part, and the claim file becomes a legal pad and a mental list.
  • The estimate goes to the adjuster; follow-up happens when you remember, between the next two losses.
  • The family calls daily for updates that don't exist yet, and the supplement quietly ages toward a stalled rebuild.
  • The job finishes — and the final check sits at the mortgage company for six weeks because nobody owns the endorsement chase.

With Deptly

  • 1:40 AM: the call is answered and your intake script runs — source stopped, everyone safe, carrier captured, photos requested.
  • The homeowner gets holding instructions and an arrival window; your on-call crew chief gets one clean brief with photos attached.
  • The work authorization is signed electronically before the truck rolls, and the job is logged in your platform — the file starts complete.
  • Every waiting state has an owner: adjuster follow-ups run on your cadence, documents get chased, the family hears from you at every stage.
  • The supplement is followed until it's approved — or lands on your desk with full context — and the rebuild gets proposed the day the scope clears.
  • The deductible and final balance are followed to paid, endorsement included — and your brief shows the file closed, not just quiet.Closed loop

Start from the outcome you want

The same responsibilities, prioritized differently depending on what you are trying to change first.

Win more losses — first call and storm surge alike

In restoration, growth is speed and follow-through. The 1:40 AM loss goes to whoever answers with a plan, and a storm week generates fifty inspection leads that die in a legal pad. Deptly answers every first call around the clock, qualifies it against your intake rules, and carries the storm-season follow-up list until every lead reaches a yes, a no, or your desk. Reviews get asked for while the gratitude is fresh, and referral sources — agents, plumbers, property managers — hear back the same day.

Start from the outcome: Grow

What Deptly handles, asks about, and never decides

Every responsibility above runs inside this boundary. You set the rules; anything outside them waits for you.

Deptly handles

Routine work done within the rules you approve.

  • Answers first-notice-of-loss calls and forms around the clock, runs your intake script, and gives approved holding instructions
  • Sends work authorizations for signature and chases them until they're in the file
  • Follows adjusters, supplements, and missing documents on the cadence you approve, with documentation attached
  • Keeps homeowners updated at every stage change and through the quiet stretches of mitigation and rebuild
  • Assembles documentation packets — photos, drying logs, clearance reports — and delivers them to whoever the file waits on
  • Collects deductibles per your policy and follows final balances, including mortgage endorsements

Deptly asks first

Anything judgment-shaped waits for your okay.

  • Any dispatch that commits a crew outside standing rules, bumps another loss, or accepts a commercial or oversized job
  • Anything said to a distressed homeowner beyond your approved scripts
  • Sending any new estimate, supplement, or revised scope to a carrier — follow-ups on submitted items run on rules; new submissions get your sign-off
  • Discounts or payment plans off your standard policy

Always human

The decisions that stay yours, always.

  • Scope of work, remediation protocols, and estimates — those stay with your certified technicians and estimators
  • Coverage and claim decisions — those belong to the carrier; Deptly never interprets a policy or tells a homeowner what's covered
  • Health and safety judgment: water category and containment calls, structural concerns, air quality
  • Negotiating disputed scopes, supplements, or denied line items
  • Deductibles are never waived or absorbed — and Deptly will never suggest otherwise

The full rulebook — approvals, escalation, and audit history — lives on trust and control.

Who this covers

Each one gets the same execution engine — these notes call out what actually changes.

Water damage restoration

The fastest sales cycle in the branch: whoever answers the 2 AM call and gets a signed authorization usually keeps the job — and the rebuild behind it. Intake has to calm a homeowner, stop the source, and start the file in one conversation.

Fire damage restoration

The longest files: displaced families, contents and structure on separate tracks, and months where the communication cadence — to the family and the adjuster — is the relationship. The quiet weeks between demo and rebuild are where trust is won or lost.

Mold remediation

Health anxiety drives the inquiry and documentation drives the close — testing, protocols, and clearance reports have to be chased and delivered on time. Many jobs are cash rather than claims, so estimate follow-up runs like a sales cycle. Protocol and scope judgment stays with your certified remediator.

Insurance-involved roofing

Storm surges bring fifty inspections and a skeptical homeowner who has already met storm chasers. Supplements, adjuster meetings, and material orders each add a waiting state — and the follow-up list from one storm is still open when the next one hits.

Systems we commonly work in

  • Phone, SMS & emailConfirmed
  • Calendar (Google or Outlook)Confirmed
  • DASH (Next Gear Solutions)Possible
  • EncirclePossible
  • AccuLynxPossible
  • QuickBooksPossible
  • XactimateScoped in discovery

Confirmed means standard channels every business already has — phone, text, email, and calendar. Possible means the platform supports what the workflow needs. Anything marked scoped in discovery gets verified during discovery before we commit to it — Deptly works within the tools you already have, as described on how it works.

See the loop close

Every proof item on this site is labeled for exactly what it is.

Workflow Demonstration

A nine-day-old supplement becomes an approved scope and a scheduled rebuild

  1. Deptly

    Flags the Hollis file: subfloor supplement submitted nine days ago, no adjuster response. Sends the follow-up you approved, with the photo set and moisture logs reattached.

    Tuesday, 8:05 AM — supplement aging past your 7-day rule

  2. Homeowner

    We're still at my sister's place and nobody can tell us when the rebuild starts. Is anything actually happening with our claim?

    Tuesday, 12:20 PM

  3. Deptly → Homeowner

    Here's exactly where things stand: the added subfloor scope is with your adjuster — we followed up this morning with the documentation. The moment it's approved, we schedule your rebuild. You'll hear from us the same day anything changes.

    Minutes later

  4. Adjuster

    Supplement approved as submitted. Revised estimate attached.

    Thursday, 3:40 PM

  5. Deptly → You

    Needs your OK

    Hollis supplement approved. Crew 2 clears the Maple Street dry-out Friday — propose a Monday rebuild start and tell the family today?

    One tap

  6. D

    Owner brief

    Friday evening

    inbox

    Hollis file unstuck: nine-day-old supplement followed Tuesday, approved Thursday, rebuild confirmed for Monday, family told the same day. This file needed exactly one decision from you this week.

More demonstrations live on proof and examples.

Questions owners ask

Within clear limits, yes. Status follow-ups on submitted estimates and supplements, delivering documentation, and coordinating around adjuster inspections all run on the cadence and tone you approve. What it never does is negotiate scope, argue a line item, or discuss coverage — those conversations go to your project manager, with the full file history attached so nobody starts from zero.

No — never. Coverage questions get your approved language, usually some version of 'that's a decision for your carrier; here's what we're documenting to support your claim,' and anything beyond that goes to a person. Interpreting policies is claims territory Deptly does not enter, no matter how directly a homeowner asks.

The call is answered and your intake script runs: what happened, is the source stopped, is everyone safe, address, carrier, photos. The homeowner gets approved holding instructions and an arrival window, the work authorization goes out for signature, and your on-call crew chief gets one clean brief. Routine dispatches follow the standing rules you set; anything outside them — or anything that reads life-safety — wakes a human under your protocol.

Deptly represents your company the way a trained intake coordinator would, using scripts and tone you sample and approve before launch. Distressed callers get calm, honest handling — and the moment a conversation moves beyond the approved script, it goes to a person. Nothing is ever promised to a family in crisis on your behalf that you haven't pre-approved.

Deptly works in the tools you already have rather than replacing them. Job platforms like DASH, Encircle, and AccuLynx are common in restoration businesses, and your exact setup is confirmed during discovery, not assumed. Estimate writing in Xactimate stays with your estimators — Deptly carries the chasing around the estimate, not the estimate itself.

Yes — per your policy and your script, at the point in the job you choose. What it will never do is offer to waive, discount, or absorb a deductible, even if a homeowner pushes. That stays off the table entirely, which protects you as much as it protects the claim.

Program work is won on the clock and the paperwork. Deptly can track response deadlines against each program's requirements, chase the required updates, photos, and documents before they age into a compliance problem, and flag anything at risk of breaching to you early. The specific program portals your work runs through are scoped during discovery.

Surge is exactly where it earns its keep. Deptly answers in parallel — no busy signal, no triage fatigue by call forty — applies the intake and priority rules you set once on a calm day, and carries the follow-up list from every inspection until each lead reaches a yes, a no, or your desk. The last storm's list doesn't die when the next storm hits.

Yes. Cash mold work runs like a sales cycle: a worried homeowner gets an estimate, and the follow-up decides the close. Deptly follows those estimates to a decision, books testing and remediation visits, and makes sure protocols and clearance reports are delivered the day they're ready — because the clearance report is often what the customer is really paying for.

Deptly does, as part of final-balance follow-up. It tracks where the check is in the endorsement process, follows up on your cadence, keeps the homeowner clear on what to send where, and flags any balance that stalls past your threshold — so finished jobs stop financing your customers' mortgage servicers.

Pricing follows scope: how many workflows, how much volume, which channels and systems, and how much oversight you want. Most restoration companies start with a single workflow pilot — 24/7 first-notice intake and claim-file chasing are the two most common first picks — and expand once the first one has proven its value.

A straightforward first workflow — answering and qualifying loss calls is the usual starting point — can often launch in days. Deeper integrations with your job platform, documentation flow, and program requirements take longer, and we'll tell you which side of that line your setup falls on before anything is committed.

No pitch, just a straight read

Talk through how this would work in your business

Walk through how the work actually moves in your business and hear exactly what Deptly would carry first — including an honest no if the fit is not there.

Talk Through My BusinessSee What Deptly Could Take Off Your Plate