Hire Virtual Assistants for Fire Restoration Contractors
Without The Paperwork & Estimating Delays.
Keep your field crews on the job and your cash flow moving. From First Notice of Loss (FNOL) dispatch and Encircle photo logging to Xactimate sketch prep, contents pack-out itemization, and aggressive adjuster supplement follow-ups—get a vetted disaster recovery specialist overseen by a Dedicated Project Manager at zero management markup.
Fire Restoration Operations
Managed by Dedicated PM
Xactimate Line Items & Photo Audit
Attached 62 moisture/soot photos from Encircle, organized thermal images, and reconciled line items.
Contents Pack-Out Inventory Logged
Classified salvageable furniture vs non-salvageable total loss itemized list with age and replacement costs.
Independent Adjuster Supplement Chasing
Contacted State Farm field adjuster; confirmed receipt of $18,400 structural smoke sealing supplement.
$6 / hour
Zero Idle Time Billing
Pay only for active job file management
Fluent in the Exact Estimating, Job Management & Insurance Software You Run
Don't waste weeks training generic assistants on industry terminology. SageDoer VAs understand IICRC S500/S520/S540 standards, insurance supplements, and disaster restoration management suites.
What Your Fire Restoration VA Handles Daily
Delegate high-friction insurance documentation, job file management, and endless adjuster phone calls so you can secure more losses, lead field technicians, and complete rebuilds on schedule.
FNOL Intake & 24/7 Emergency Dispatch Triage
Never miss an emergency board-up, roof tarping, or mitigation call. We capture First Notice of Loss details, verify insurance coverage numbers, check TPA program criteria, and alert on-call crews.
- Capturing carrier, claim #, adjuster name, and deductible info
- Dispatching emergency board-up and structural shoring technicians
- Creating job records instantly in DASH, Encircle, or JobNimbus
Xactimate Prep, Line Items & Sketch Support
Speed up your estimating cycles. We import Matterport floor plans, transcribe technician field notes, input standard fire/smoke cleaning line items (CLS, CLND, PNT), and attach photo proof.
- Entering line items for thermal fogging, ozone, HEPA vacuuming & seal soot
- Aligning quarterly regional price lists (e.g., CAAL, NYNY, TXDA)
- Attaching labeled pre-demolition and post-demolition photo sheets
Contents Inventory & Pack-Out/Pack-In Tracking
Eliminate contents chaos. We build comprehensive inventories of affected personal property, categorize salvageable items for ultrasonic/textile cleaning, and draft total loss schedules.
- Logging box numbers, item conditions, room origins, and photos in Encircle
- Researching replacement values, model numbers, and purchase dates for adjuster approval
- Tracking warehouse storage vaults and coordinating pack-in schedules
Adjuster Supplement Negotiations & Follow-Ups
Never let a supplement sit unreviewed for 30 days. We maintain daily contact with desk adjusters and independent claims handlers, supplying required justification letters and building code citations.
- Submitting supplement requests for hidden structural charring or framing
- Supplying manufacturer specs, engineering reports, and municipal codes
- Logging time-stamped adjuster communications for accountability
Work Authorizations, DTP & Mortgage Checks
Accelerate your cash conversion cycle. We issue and secure electronic signatures for Work Authorizations (WAs), Direction to Pay (DTP), and Certificate of Satisfaction (COS) forms.
- Dispatching DocuSign agreements immediately upon property owner contact
- Managing two-party insurance and mortgage escrow check endorsements
- Chasing final deductible collections and recoverable depreciation draws
TPA Program Compliance & Subcontractor COIs
Maintain top-tier scorecards on Alacrity, Sedgwick, Crawford, and Contractor Connection. We ensure uploading deadlines for dry logs, photos, and estimates hit exact insurance carrier SLAs.
- Meeting strict 24-hr/48-hr initial inspection and estimate upload timelines
- Tracking subcontractor Certificates of Insurance (COI) and W-9s
- Maintaining accurate equipment logs (air scrubbers, hydroxyl generators)
How SageDoer Operates Your Restoration Pod
Eliminate the headaches of placing job ads, reviewing resumes, and training office managers who don't understand insurance mitigation. Get a fully supervised restoration pod launched in 24 hours.
Submit Requirements
Share your current software (Xactimate, DASH, Encircle), weekly claim volume, pack-out bottleneck, and support needs through your preferred channel:
Finalise the Deal
Your dedicated project manager promptly connects to calibrate standard operating procedures (SOPs), communication channels (Slack/WhatsApp), and system logins.
Expert Execution
Your PM actively supervises your VA, reviewing photo documentation accuracy, checking Xactimate entries, chasing adjusters, and conducting daily task QA.
Pay Only for Output
We track and bill solely for the virtual assistant's actual hours spent executing job files. Your Dedicated Project Manager's supervision is 100% complimentary.
Drowning in unbilled smoke damage supplements and contents sheets?
Free up 20-30 hours per week. Delegate job file tracking and estimating QA today.
Traditional Freelance Portals vs. SageDoer
Hiring gig freelancers to manage insurance restoration files often leads to missed carrier deadlines, rejected supplements, and endless training cycles.
Transparent Hourly Pricing. Free PM Supervision.
Your Dedicated Project Manager is included completely free with both tiers. You pay strictly for pure output and working minutes.
Est. $560 USD / Month (4 Weeks)
Ideal for independent restoration contractors handling 5-10 active fire/smoke claims per month who need reliable FNOL dispatch, Encircle photo tagging, and adjuster follow-up.
- Pay only for hours of pure work (No idle time)
- Dedicated Project Manager included
- Free management supervision ($0 extra fee)
- Zero setup or onboarding fees
- No monthly membership charges or locked contracts
- Centralised activity logging & daily job file status
Est. $960 USD / Month (4 Weeks)
Complete office operations for high-volume fire, water, and rebuild companies. Includes 24/7 dispatch coordination, full Xactimate estimate data entry, and multi-adjuster follow-ups.
- Pay only for hours of pure work ($6/hr discounted rate)
- Dedicated Project Manager included
- Free management supervision with daily quality audit
- Zero setup or onboarding fees
- No monthly membership charges
- Priority rapid replacement guarantee
Trusted by Disaster Restoration Founders & General Contractors
See how fire mitigation and reconstruction owners recovered unbilled supplements, eliminated estimating delays, and streamlined contents inventories.
"In fire restoration, if you don't submit your Encircle moisture and soot photos within 48 hours, carriers delay payment. SageDoer's assistant labels photos, lines up Xactimate estimates, and follows up with adjusters daily. Our collection cycle dropped by nearly 20 days."
Brett Reynolds
Owner, Apex Disaster Recovery Services (Texas)
"We took on a 6,000 sq ft residential structure fire with a massive contents pack-out. Our SageDoer VA logged over 800 items with photos, item conditions, and age in 3 days. Having the PM oversee accuracy saved me at least 40 hours of tedious desk work."
Dave Castiglione
Managing Partner, Tri-County Fire Restoration (Ohio)
"Adjusters used to ignore our structural smoke seal supplements. SageDoer's VA organizes manufacturer TDS sheets, local code requirements, and thermal images so thoroughly that claims get approved without resistance. At $6/hr, it’s an absolute no-brainer."
Marcus Sterling
Founder, Sterling Smoke & Rebuild (Colorado)
"I used to spend my evenings updating DASH notes, chasing Work Authorizations via DocuSign, and uploading drying certificates to Alacrity. Now my SageDoer pod takes care of all of it. I can finally focus on selling high-margin rebuild jobs."
Kevin Larsen
President, Heritage Restoration & Mitigation (Georgia)
"In fire restoration, if you don't submit your Encircle moisture and soot photos within 48 hours, carriers delay payment. SageDoer's assistant labels photos, lines up Xactimate estimates, and follows up with adjusters daily. Our collection cycle dropped by nearly 20 days."
Brett Reynolds
Owner, Apex Disaster Recovery Services (Texas)
"We took on a 6,000 sq ft residential structure fire with a massive contents pack-out. Our SageDoer VA logged over 800 items with photos, item conditions, and age in 3 days. Having the PM oversee accuracy saved me at least 40 hours of tedious desk work."
Dave Castiglione
Managing Partner, Tri-County Fire Restoration (Ohio)
"Adjusters used to ignore our structural smoke seal supplements. SageDoer's VA organizes manufacturer TDS sheets, local code requirements, and thermal images so thoroughly that claims get approved without resistance. At $6/hr, it’s an absolute no-brainer."
Marcus Sterling
Founder, Sterling Smoke & Rebuild (Colorado)
"I used to spend my evenings updating DASH notes, chasing Work Authorizations via DocuSign, and uploading drying certificates to Alacrity. Now my SageDoer pod takes care of all of it. I can finally focus on selling high-margin rebuild jobs."
Kevin Larsen
President, Heritage Restoration & Mitigation (Georgia)
Frequently Asked Questions
Specific answers on insurance claims handling, Xactimate line items, data privacy, and team onboarding.
Eliminate Restoration Admin Delays & Accelerate Cash Flow
Tell us about your current restoration bottlenecks—whether it's Xactimate line item entry, contents pack-out inventory, Encircle photo reporting, or adjuster supplement collections. Our Dedicated PM will review your software workflow and organize your tailored operations pod.
Request Your Restoration Operations Pod
Tell us about your software stack (Xactimate/DASH/Encircle), claim volume, and key pain points. Our PM will respond within 2 hours.