Outsourced claims coordinator for restoration contractors who run Xactimate
You write the estimate, one coordinator chases the claim.
Neon Link gives restoration contractors and roofing companies that estimate in Xactimate one dedicated, full-time claims coordinator who reads carrier estimates against your field scope, prepares or supports supplement requests, and follows up with carriers, adjusters and desk reviewers on approvals and payments. They work remotely from the Philippines on your US hours, while scoping the loss and writing the estimate stay with your field team and estimator. It costs $2,995 a month, month to month, with no setup fee.
Rates are pulled live from the system we run the business on. Page updated October 8, 2026.
What your Linker handles
- Open each job and build the claim file: photos, scope sheets, contracts, invoices and notes, kept where the next person can find them
- Read carrier estimates against your field scope and flag missing line items, short quantities and code upgrades
- Prepare or support supplement requests and revision responses, with the notes and photos that back up every ask
- Follow up with carriers, adjusters and desk reviewers on approvals, supplements, depreciation releases and payment status
- Track deductibles, ACV and RCV payments, invoices and aging receivables, and tell you what is stuck and why
- Schedule inspections, crews and subcontractors, and confirm with the homeowner the day before
- Keep your CRM current, so every job's status, next action and owner are true at a glance
- Call homeowners with plain language updates, and flag anything that sounds like a complaint before it becomes one
We screen for Xactimate, and for Symbility, DASH, Albi, Encircle, JobNimbus, CCC or Matterport where you run them. Xactimate experience puts a candidate at the front of the line for this role, but it is not a requirement, so not every coordinator has used it. If a finalist has not used yours, you'll know before they start.
How the work is measured
What your Linker is measured on. The targets are set with you in the first week, from your volumes and your hours, and written into your statement of work.
- Every open claim carries a recent, documented carrier or customer touch, on the follow-up cadence you set
- The job file completed after each inspection on the turnaround you set, photos, scope and signed paperwork included
- Supplements out promptly after the trigger, and anything aging on the report escalated before it stalls
- Every open file carries a current status and next step, including when storm season pushes volume up, with the file load set with you from your volume
Who we put on it
- Signs a confidentiality agreement and passes a background check
- Works your US business hours from a quiet, private workspace
- Wired internet with a backup connection and a plan for power outages
- Clear written and spoken English your customers and partners can follow
How it starts
- Step 1Tell us the work: a 15 or 30 minute call with Dan, or the sixty second scope on the homepage.
- Step 2Get a written quote at the published rate, held for 30 days.
- Step 3We recruit and screen for your work and your software, and you interview the finalist before they start.
- Step 4Your Linker works your queue on your hours. A Neon Link manager runs the account and answers when you need them.
- Step 5If the fit is wrong in the first 60 days, we swap them at no cost.
A good fit, and not a fit
- Xactimate shops whose project managers spend their nights on paperwork instead of running jobs
- Contractors whose supplements sit for weeks because nobody has time to put them together and chase them
- Owners carrying dozens of open claims who want one coordinator who learns their carriers and adjusters
- Writing the original estimate from the loss. That starts on site with your field team and stays with your estimator
- On-site work: inspections, moisture readings or scoping the loss
- Adjusting claims, negotiating coverage or advising a homeowner on their policy. That needs a licensed adjuster
- A 24/7 emergency call line. Your Linker is one person on your hours
Open roles behind this page
We recruit for this work now. These are the live postings we hire your Linker from:
Questions owners ask
How much does it cost to outsource Xactimate claims coordination?
$2,995 a month for one dedicated, full-time person (40 hours a week), month to month, or $2,895 a month on the 6-month plan. There is no setup fee, and pay, equipment and management are inside that one number. For comparison, a US office clerk costs about $5,200 a month fully loaded, using the BLS median wage plus employer costs.
Can someone offshore write Xactimate estimates?
No. The estimate starts with your field team on site and stays with your estimator. What your coordinator does is the work around it: reading carrier estimates against your field scope, flagging missing line items, short quantities and code upgrades, and preparing supplement requests or supporting your estimator on them, with the notes and photos behind every ask.
Do your coordinators know Xactimate?
We screen for it, but it is not a requirement of the role, so not every coordinator has used it. What the role does require is reading an insurance estimate and understanding scope, line items, deductible, ACV, RCV and depreciation. If a finalist has not used Xactimate, you'll know before they start.
Will they negotiate with the carrier or the adjuster?
No. They follow up with carriers, adjusters and desk reviewers on approvals, supplements, depreciation releases and payment status, and send the notes and photos that back up each ask. Negotiating coverage, adjusting the claim and advising a homeowner on their policy are licensed adjuster work, and your coordinator does none of it.
How is this different from hiring a virtual assistant?
You get one dedicated person who works only for your company, on your hours, inside your software, and a Neon Link manager runs the account: pay, equipment, replacement if it comes to that, and a phone that gets answered. You never run offshore payroll or manage a freelancer alone. It is not a shared pool, a ticket queue or a 24/7 answering line.
How fast can someone start?
We start recruiting when you say go. You interview the finalist before anyone starts, and the start date is set with you once you pick the person. We would rather take the time to find the right fit than hand you whoever is free.
What if the person is not the right fit?
If the fit is wrong in the first 60 days, we swap them at no cost. After that, if they leave, we recruit the replacement at no charge and manage the handover. Training on your process runs at the normal monthly rate.
Do we have to sign a long contract?
No. Month to month is available on every plan. The 6-month plan trades a longer commitment for a lower monthly rate. A written quote at the published rate is held for 30 days.
Related pages
- Restoration & Storm Response: Xactimate support, TPA compliance, supplement tracking, job file documentation.
- Public Adjusters and Claims: Claim file build, carrier follow-up, supplements, Xactimate and Symbility support, scheduling, homeowner communication.
- ServiceTitan dispatcher and CSR: Inbound call booking, dispatch and rescheduling on the board, next-day confirmations, estimate and membership follow-up, and job and invoice cleanup in ServiceTitan.
Software names on this page are trademarks of their owners. Neon Link is not affiliated with or endorsed by them.
1 US office clerk, fully loaded: ~$5,200/mo How we calculate this
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