One of the most important but underappreciated aspects of operating a cleaning and restoration company is ensuring the damage and restoration work is always clearly documented. Having well-defined documentation is a fundamental step for operating a successful restoration company.
There are many short-term benefits of keeping quality documentation like getting paid sooner and avoiding lengthy back-and-forths with insurance adjusters. However, the long-term benefits of doing this are even more important. Documentation gives you access to the information you need to make informed decisions and adjust your path as needed. It also helps with creating defensible invoices that result in optimal payment amounts. Here are three reasons why establishing the habit and culture of maintaining quality documentation in your company will benefit you in the long run.
As a business, your reputation means everything. Because insurance adjusters play such an important part in restoration work, developing a good, working relationship with them is important for your future success. The documentation you provide to insurance adjusters is one of the first things they will judge you on. Companies that submit complete, thorough documentation are viewed more positively and are likely to have their documentation processed with few disputes. Those with poor reputations are likely to run into more issues with their documentation later on. Making the effort to develop a strong relationship right up front can easily benefit you for years into the future.
It’s important to show each stage of the process and why each choice was made. Through your continuing education and documenting process, you will be able to support your findings to your clients and be able to easily respond to any questions or concerns they may have. Even if you had a good reason for doing something, if it wasn’t documented it will look to your clients like you made a mistake rather than did the right thing and just forgot to record it.
Submit clear, thorough documentation allows you and your clients to get paid sooner. That’s a pretty basic reason why good documentation leads to more satisfied clients. Additionally, quality documentation will allow you to communicate more clearly to your clients about the damage and the work necessary to deal with it. It will increase transparency by providing a document you can refer back to if any questions or disputes ever arise. Developing a solid base of consistently satisfied clients is a core part of running a successful business and maintaining quality documentation is one basic way to do this.
All in all, quality documentation is an integral part of a successful cleaning and restoration company. However, the benefits of this extend far beyond the short-term gains of getting paid sooner and saving time. Emphasizing quality documentation will help your company maintain a good reputation, have solid support for all the decisions you make, and maintain a base of loyal, satisfied clients.