Job Process Guide
"KEEP THIS AT YOUR DESK UNTIL IT IS MEMORIZED." — handwritten on the guide
The handout says: Building Consultants have two job scenarios at Rimkus.
- Scenario A — you are the BTK (Billing Timekeeper) on your own matter. The job is yours start to finish.
- Scenario B — you are the Co-Consultant on a PE's matter, producing a repair cost estimate from the PE's inspection.
Your to-do list (Training Notes, p.2 and p.4): Ask questions · Need to order safety gear · Training · DocuSketch / Tripod / Extra battery · Xactimate.
Safety Gear – Thompson(crossed out).RS Means?(crossed out). CPC Training (circled).
Scenario A — You are the BTK on your own matter
You are the Billing Timekeeper (BTK): the matter is yours from first call to close. There are three client calls, five critical events, and a fixed set of 3E entries at each step. Nothing moves forward without them.
Step 1 — Review the matter in 3E
- Open the Matter Short Entry in 3E. Read the narrative and scope of work. Write down every question you would want to ask the client.
- Run a Google Map for travel time and mileage (that is a cost).
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Prepare a budget estimate using your template, based on the email notification / matter sheet. The matter sheet is an Excel file downloaded from 3E (find it in the email).
Your note: Client assignment instructions — find the rates for the job assignment. If not there, use standard rates. (Training Notes, p.1)
Your note: Getting around 3E: Matter Group Inquiry → Short entry · Job Folder · Time entry (the Green Box). The Green Box shows who's involved in the job/matter. File Folder (from the green Job Folder) → Docs. (Training Notes, p.2)
Your note: Site Location: Short entry → Print Job Template. (Training Notes, p.3)
Your note: Written on the Rimkus pad, as-is: "4 CV: Roof · Asbestos · Water · Fire · Commercial?" and "Send to Ryan, M. Stevens, M. Thompson." (Training Notes, p.3)
Step 2 — CALL 1: the Ordering Client
The ordering client and the paying client can be different. Always talk to the ordering client.
- Take notes. Any new data or updates for the matter go to Admin to update 3E. Watch for cross-sell / upsell.
- Discuss the job narrative: what, where, when.
- Confirm the scope of work — what does the client want us to determine?
- Offer additional Rimkus services if appropriate: PEs, Mitigation Consultants, Contents Valuations, 3D Laser Scan, Thermal Imaging, Matterport, DocuSketch. Know everything we offer.
- Give the budget estimate. It should include: job setup/planning, round-trip travel time and mileage, inspection, analysis, TR of analysis, verbal report, report preparation, TR of report.
-
Extra items to charge for (check $ in Cosine): outside vendors, equipment, CoreLogic, EagleView, strike reports, etc.
Your note: Equipment Costs → Cost Entry (Billable Equipment) → Matter No. (Training Notes, p.3) - This is a preliminary budget. If something changes on site, notify the client immediately (leave a message if needed). - Rimkus bills the client a 15% markup on vendor invoices billed to a job. - Once approved: enter the amount under Matter Budget in 3E, send a follow-up email asking the client to confirm the budget by email, and file that confirmation in the matter folder (Matter Short Entry).
Your note: When adding the Budget, remember to add notes at the bottom of the page. (Training Notes, p.3) - If you will go over budget at any point, get client approval first and add additional budget in 3E. - Voicemail is very likely. Leave your contact info and the claim number, ask for a call back. We need budget approval before proceeding.
End of Call 1 — update 3E: FOUR entries
| # | Where | Entry |
|---|---|---|
| 1 | Matter Short Entry | Matter budget |
| 2 | Matter Short Entry | TR / Tech Reviewer — Ryan Anderson to begin with |
| 3 | Time Entry | Planning / Confirmed Scope of Work w/ Client — CRITICAL EVENT #1 |
| 4 | Time Entry | Planning / Budget transmitted to client (typically zero-hour) |
Your note: Matter Short Entry is where Budget, Tech Review, Co-Consultant, and Site Address are set. Red note: ADD Ryan as a TR; also "DOL" (meaning not written down). (Training Notes, p.2)
Your note: Phase / Task: type in the box and it brings up matches. You don't always have to use the magnifying glass. (Training Notes, p.3)
Your note: My Billing Rate: copied the Matter #, the RCG Rate test (not in favorites) · Time Keeper – Me · Transaction Type – Fees. (Training Notes, p.3)
Step 3 — Call the insured to schedule the inspection
You may need to call a contractor (cntr) or Public Adjuster (PA) instead.
- Confirm the address, any special inspection requirements, whether a contractor is involved.
- Notify the client of any scheduling delays (insured not responding, wants to wait, contractor delay, weather).
End of insured call — update 3E: ONE entry
| # | Where | Entry |
|---|---|---|
| 1 | Time Entry | Planning / Physical Inspection Scheduled — CRITICAL EVENT #2 |
Then update your Outlook calendar. Develop a system and use it.
Step 4 — Site inspection
- Be punctual and open-minded. You are there to determine facts and truths.
- Field notes on Rimkus graph paper for each file: record the name and designation of everyone present (owners, contractor, PA, adjuster, etc.).
- Interview all necessary parties; write down what they say.
- Explain to the insured why you are there and what you will / will not be doing.
- Create a routine, but stay flexible.
- Scan field notes to the matter folder, titled "Field Notes" (see Step 5 for where).
CALL 2 — verbal observations to the client
When the inspection is done and you are alone, call the client from the site. Give observations only — NO CONCLUSIONS.
- Ask if there is anything else they need inspected while you are there.
- Offer additional Rimkus services or inspections if appropriate.
- Leave a voicemail if needed.
After the inspection — update 3E: THREE entries
| # | Where | Entry |
|---|---|---|
| 1 | Time Entry | Inspection / Travel |
| 2 | Time Entry | Inspection / Physical Inspection Completed — CRITICAL EVENT #3 |
| 3 | Time Entry | Inspection / Observations given (typically zero-hour) |
Handwritten four check boxes for this step: Pics upload · 3E · Expenses · Verbal Rpt.
Step 5 — Prepare the Cost of Repair Estimate / Cost Analysis and Cover Letter
5a. Organize the matter folder
- Upload all photos to the preloaded PHOTOS folder.
- Put documents (Field Notes etc.) in the preloaded GENERATED folder. Subfolders are fine.
5b. Upload the estimate
- Open the GENERATED folder in the matter folder.
- Create subfolder Rimkus Cost Estimate/Analysis.
- Drop in all documentation, cost data, and a PDF of the estimate/analysis (for Tech Review).
- Inside that subfolder create ESX – Internal Use Only.
5c. Cover Letter
- Download the letter report template from 3E (Matter Short Entry).
-
Use the standard Cover Letter templates on the Team Hub.
Your note: Team Hub path: Home → Forensics → Practice area → Tech. Library. (Training Notes, p.2) - Upload the Cover Letter into Rimkus Cost Estimate/Analysis.
File naming conventions:
| File | Name |
|---|---|
| Estimate PDF | 100xxxxxx - Cost of Repair Estimate |
| Analysis PDF | 100xxxxxx – Cost Analysis |
| Cover Letter (Word) | EST100xxxxxx.doc |
5d. Submit for Technical Review (TR)
- Clean up and organize the matter folder.
- All documentation, cost data backup, and the ESX file must be in place.
- Estimate/analysis and Cover Letter go in Rimkus Cost Estimate/Analysis, correctly named.
- Everything you used to build the estimate goes in a subfolder called Cost Data Backup, clearly and logically named.
- When you submit for TR, the documents should be perfect and ready for publishing. PROOFREAD FIRST.
5e. Update 3E: TWO entries, then route
| # | Where | Entry |
|---|---|---|
| 1 | Time Entry | Misc / Note — "Completed Estimate" |
| 2 | Time Entry | Report / Report submitted — "Prepared Cover Letter" — CRITICAL EVENT #5 |
- Use Route To:, select your TR, hit POST. Put TR – RUSH – or a SOON DATE in the email subject.
- Follow up with an email to the TR that the estimate/analysis and Cover Letter are ready for Technical Review.
5f. Technical Review completed
- TR reviews the estimate PDF and the EST Cover Letter, leaves comments, and replies to your email when done.
- Accept or reject each comment. Pick up any extra comments.
- Call the TR with questions. Do not email back and forth.
- If the TR disagrees or questions the estimate: call to discuss, come to terms, otherwise escalate.
- If the TR agrees, proceed to the Verbal Report (Step 6).
- After all updates: delete all TR markups from the matter folder and confirm the Recycle Bin is empty.
5g. Update 3E: ONE entry
| # | Where | Entry |
|---|---|---|
| 1 | Time Capture | Misc / Note — "Finalized estimate and Cover Letter" |
Handwritten path: Short entry → Letter Reports → Cover Letter.
Step 6 — CALL 3: Verbal Report to the client
- Prepare for this call. You need to have a conversation and explain the estimate/analysis.
- Deliver the estimated repair costs or the analysis deltas.
- Ask whether they want the written estimate/analysis. If not, skip to the Proforma (Step 8).
- If yes, give a timeline. Do not over-promise. Possibly 48/72 hours.
- Rimkus goal: estimates/analyses and Cover Letters delivered within two weeks of inspection.
Update 3E: ONE entry
| # | Where | Entry |
|---|---|---|
| 1 | Time Capture | Report / Verbal report to client — CRITICAL EVENT #4 |
Then go to Step 7 (CPC), then 8 and 9.
Step 7 — Submit to the Central Processing Center (CPC)
-
On SharePoint, click the CPC link.
Your note: CPC = Central Processing Center. CPC Training (circled in red). (Training Notes, p.1) 2. Enter the matter data in the CPC popup, hit Save. 3. 3E — ONE entry: Report / Report submitted to Central Processing (typically zero-hour). 4. CPC reviews the Cover Letter only and puts it back on the server. You get an email. 5. Review CPC's notes/changes, accept or reject, re-save to the server, Reply All to CPC to prepare the PDF for signature. 6. CPC emails when the final PDF (with the estimate attached) is on the server. This is your final look before publishing. 7. Sign the PDF. Reply All to CPC: "Cover letter is signed." 8. CPC issues the document to the client and copies you and Admin. 9. Admin emails a reminder to complete your Proforma.
Step 8 — Proforma (3E Workflow Inbox / Billing Dashboard)
- Check that all your time and expenses are on the proforma.
- Make sure all TR time is on it.
- Often missed: soft costs like CoreLogic, EagleView.
- Use Internal Comments for anything missing (expenses turned in earlier, missing TR time, no photos charged, etc.).
- Review at least five sections: 1. Top light grey box 2. TimeKeeper Summary 3. Proforma Detail Cost 4. Proforma Detail Fees 5. Proforma Notes
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Approve / Submit. Goal: invoice goes to the client immediately after the Cover Letter is issued.
Your note: Power BI — see who's billed; reports for billing analysis. Path written down: Billing Summary (circled) → M. Group Inquiry → Job Folder → Home → Power BI. (Training Notes, p.2 and p.4)
Step 9 — Close the matter
3E Time Capture: Miscellaneous / Request Matter Closed (typically zero-hour). Enter one of:
- "Please close, matter complete (no client deliverable requested at this time)"
- "Please invoice and leave open (Interim invoicing)"
The Responsible Time Keeper = Admin for the job. Admin is who actually closes it.
Scenario B — You are the Co-Consultant on a PE's matter
A Rimkus Professional Engineer (PE) inspected the property. You are brought in to produce a Repair Estimate / Cost Analysis based on the PE's inspection and their Report of Findings (ROF). The PE owns the client relationship; you own the estimate.
Scenario B, step a. Review
Read the scope and narrative in 3E and the PE's Report of Findings.
Your note: Written under the heading "Co Consultant": Doc Review → Phase/Task Misc / Matter Note. (Training Notes, p.3)
Scenario B, step b. Budget
Email a budget estimate to the PE. The PE submits it to the client.
Scenario B, step c. Once the budget is approved — do TWO things
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Update 3E (Matter Short Entry): enter yourself as Co-Consultant, enter your TR, enter your Budget.
Your note: #1 Matter Group Inquiry — the Co-Consultant needs to be added to see the Matter/Job data. (Training Notes, p.4) 2. Meet with the PE to set the scope of the estimate/analysis. Review the ROF and photos together. Review the conceptual repair protocol in the ROF. Address concerns and details. You may need to help the PE detail the scope — don't be afraid to. It takes a team.
Scenario B, step d. Update 3E: ONE entry
| Where | Entry |
|---|---|
| Time Capture | Inspection / Meeting |
Scenario B, step e. Complete the estimate/analysis
- Open the preloaded GENERATED folder in the matter folder.
- Create subfolder Rimkus Cost Estimate/Analysis.
- Drop in all documentation, cost data, and a PDF of the estimate/analysis.
- Inside it, create ESX – Internal Use Only.
Scenario B, step f. Update 3E: TWO entries
| # | Where | Entry |
|---|---|---|
| 1 | Time Capture | Data / Prepare Cost Estimate |
| 2 | Time Capture | Analysis / Tech review |
Scenario B, step g. Scope Review with the PE
- Email the PE that the estimate/analysis is ready for their Scope Review. Offer a Teams meeting.
- If it is an Xactimate estimate, be ready to open line item information for any line so the PE can see their full scope is covered.
- Answer all questions, make updates.
- Confirm whether the PE adds our estimate to their ROF, or we issue a separate Cover Letter.
Scenario B, step h. Update 3E: ONE entry
| Where | Entry |
|---|---|
| Time Capture | Inspection / Meeting |
Scenario B, step i. Prepare for Technical Review
- Clean up and organize the matter folder.
- Update the estimate per the PE's scope review, create new PDFs, delete the old files and anything with PE comments. Check the Recycle folder to confirm.
- Naming conventions:
| File | Name |
|---|---|
| Estimate PDF | 100xxxxxx - Cost of Repair Estimate |
| Analysis PDF | 100xxxxxx – Cost Analysis |
| Cover Letter (Word) | EST100xxxxxx.doc |
- Documentation, cost data backup, and the updated ESX file must be in the folder.
- Prepare the Cover Letter if applicable.
- Estimate and Cover Letter go in Rimkus Cost Estimate/Analysis; everything used to build the estimate goes in Cost Data Backup, clearly named.
- Documents should be perfect and ready to publish. PROOFREAD FIRST.
Scenario B, step j. Update 3E: TWO entries, then route
| # | Where | Entry |
|---|---|---|
| 1 | Time Capture | Misc / Note — "Reconcile Estimate" |
| 2 | Time Capture | Report / Report submitted — "Prepared Cover Letter" |
- Route To: your TR, hit POST.
- Email the TR, CC the PE, that the estimate/analysis and Cover Letter are ready for Technical Review.
- TR reviews the PDF and the EST Cover Letter, leaves comments, replies when done.
- Accept/reject comments. Pick up extra comments. Call the TR with questions — no email back-and-forth.
- After updates: delete all TR markups, confirm the Recycle Bin is empty.
Scenario B, step k. Update 3E: ONE entry
| Where | Entry |
|---|---|
| Time Capture | Misc / Note — "Finalized estimate" |
Scenario B, step l. Tell the PE it is back from TR and ready for CPC
Ask the PE if they want to call their client with the estimate totals / analysis deltas before CPC publishes.
- If yes: wait for their further direction.
- If no: move on to Step 7 — CPC (same as Scenario A), then Proforma and Close.