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Guide

An insurance claim's documents: making the loss adjuster's job easier.

After a fire, a flood, a burglary or an earthquake, a business has to keep trading while proving what it lost. Insurers and loss adjusters need evidence, and the faster they get it in an orderly form, the sooner a claim can be assessed. New Zealand businesses that have been through a major event know how long a claim can run, and how many people end up asking for the same document.

This guide covers what is usually involved and how to share it in one controlled place.

What insurers and adjusters usually ask for

Cover

  • The policy schedule and wording for each policy that may respond, including material damage and business interruption.
  • Renewal documents and any declarations made to the insurer.
  • Correspondence with your broker about cover.

The loss

  • Photos and video of the damage, with dates.
  • Incident reports, police reports for theft, and reports from fire or emergency services where they exist.
  • Asset registers, invoices and receipts showing what was owned and what it cost.
  • Quotes and invoices for repair and replacement.

Business interruption

  • Financial statements and management accounts before the event, to show normal trading.
  • Monthly sales after the event, and records of extra costs incurred to keep trading.
  • Payroll records for the period, and any staff stood down or redeployed.

Running a claim room

  1. 1

    Set up the structure

    Create folders for cover, damage, assets, repairs and interruption. Drag in folders from your computer and ShareAndGo keeps their structure.

  2. 2

    Invite the people assessing it

    Your broker, the insurer's claims handler and the loss adjuster confirm their email with a six-digit code. No account is needed.

  3. 3

    Track the requests

    Load the adjuster's list as a document request list, assign each item, and watch items arrive. A public request-a-file link lets a supplier send an invoice straight in.

  4. 4

    Keep one version of each figure

    As loss figures are updated, upload them as new versions. The adjuster sees the current one and the history is kept.

Practical points for a long claim

Claims after a large event can run for many months and change hands. A new claims handler, a second adjuster, a quantity surveyor or a forensic accountant may join along the way. In ShareAndGo, add them to the right group and they see the folders that group sees, with nothing to resend. When someone leaves the claim, revoke their invitation and the room closes for them.

Payroll and staff records contain personal information. Keep them in a view-only folder, where pages are rendered on our side and watermarked with the reader's name, email address and the date. Give the forensic accountant access to that folder and keep it hidden from parties who do not need it.

Questions from the adjuster can be asked and answered inside the room, with categories and priorities, so answers sit beside the evidence rather than in an email thread that a new handler cannot see.

Every upload is scanned for viruses before anyone can open it, which matters when photos and invoices come in from many sources. The audit log records what was provided and when, chained so alterations are detectable, which is useful when a request is repeated months later.

Frequently asked questions

Can ShareAndGo find a document in hundreds of scanned invoices?
Yes. ShareAndGo reads text from documents, including scans, so search finds a supplier name or invoice number inside them with highlighted snippets. AI also tags, categorises and summarises documents.
Can the insurer download everything?
If you allow it. Download, print and copy are set per room and per group, so you can allow downloads of invoices and keep staff records view-only.
What happens when the claim settles?
Export the room as a ZIP with its folder structure and an index of every document as PDF and CSV, then revoke access. Keep the export with your records.

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