Quick Reference

Source: Compiled from all three documents

The five critical events (Job Process Guide, Scenario A)

# 3E Time Entry When
1 Planning / Confirmed Scope of Work w/ Client End of Call 1
2 Planning / Physical Inspection Scheduled After scheduling with the insured
3 Inspection / Physical Inspection Completed After the site inspection
4 Report / Verbal report to client After Call 3
5 Report / Report submitted When estimate + Cover Letter go to TR

The three client calls (Job Process Guide, Scenario A)

Call When Purpose
Call 1 Before anything else Ordering client. Confirm scope, give budget, get approval.
Call 2 On site, alone, inspection done Observations only. No conclusions.
Call 3 After TR agrees Verbal report. Ask if they want it in writing.

Every 3E entry, in order — Job Process Guide, Scenario A

Step Count Entries
After Call 1 4 Matter budget · TR (Ryan Anderson) · Planning/Confirmed Scope of Work w/ Client · Planning/Budget transmitted to client (0 hr)
After insured call 1 Planning/Physical Inspection Scheduled
After inspection 3 Inspection/Travel · Inspection/Physical Inspection Completed · Inspection/Observations given (0 hr)
Estimate to TR 2 Misc/Note "Completed Estimate" · Report/Report submitted "Prepared Cover Letter"
After TR 1 Misc/Note "Finalized estimate and Cover Letter"
After Call 3 1 Report/Verbal report to client
To CPC 1 Report/Report submitted to Central Processing (0 hr)
Close 1 Miscellaneous/Request Matter Closed (0 hr)

Every 3E entry, in order — Job Process Guide, Scenario B

Step Count Entries
Budget approved 3 (Short Entry) Co-Consultant · TR · Budget
After PE scope meeting 1 Inspection/Meeting
Estimate done 2 Data/Prepare Cost Estimate · Analysis/Tech review
After PE scope review 1 Inspection/Meeting
Estimate to TR 2 Misc/Note "Reconcile Estimate" · Report/Report submitted "Prepared Cover Letter"
After TR 1 Misc/Note "Finalized estimate"
Then — Same CPC → Proforma → Close as Scenario A

Matter folder structure

Matter folder
├── PHOTOS                      (preloaded — all photos)
└── GENERATED                   (preloaded — Field Notes, documents)
    └── Rimkus Cost Estimate/Analysis
        ├── 100xxxxxx - Cost of Repair Estimate.pdf
        ├── 100xxxxxx – Cost Analysis.pdf
        ├── EST100xxxxxx.doc    (Cover Letter)
        ├── Cost Data Backup    (everything used to build the estimate)
        └── ESX – Internal Use Only

File naming

File Name
Estimate PDF 100xxxxxx - Cost of Repair Estimate
Analysis PDF 100xxxxxx – Cost Analysis
Cover Letter (Word) EST100xxxxxx.doc

Budget estimate must include

Job setup/planning · round-trip travel time & mileage · inspection · analysis · TR of analysis · verbal report · report preparation · TR of report.

Extras to charge (check $ in Cosine): outside vendors, equipment, CoreLogic, EagleView, strike reports. 15% markup on vendor invoices billed to a job.

Proforma — five sections minimum

  1. Top light grey box
  2. TimeKeeper Summary
  3. Proforma Detail Cost
  4. Proforma Detail Fees
  5. Proforma Notes

Often missed: TR time, CoreLogic, EagleView, photos. Use Internal Comments.

Close matter — wording

  • "Please close, matter complete (no client deliverable requested at this time)"
  • "Please invoice and leave open (Interim invoicing)"

Hard rules

  • Budget approval before proceeding with the matter.
  • Call 2 is observations only, no conclusions.
  • Call the TR with questions. Never email back and forth.
  • Delete TR markups and PE-comment files after updates. Empty the Recycle Bin.
  • Never email an estimate PDF to a client. It goes under a CPC-reviewed cover letter.
  • Never leave estimating work in the cloud (RS Means, Xactimate). Everything in the matter folder.
  • Proofread before submitting to TR. "Perfect and ready for publishing."
  • Target: estimate + Cover Letter within two weeks of inspection. Don't over-promise (48/72 hrs possible).

Contacts and addresses

Who / what Note
Ryan Anderson Your Tech Reviewer to begin with
Matt Stevens Director of Estimating; Xactimate training
Phil Wilbourn Director
M. Thompson On the "send to" list in your notes
estimating@rimkus.com Request an estimator
estimatingtechreviews@rimkus.com Estimating TR (Matt, Justin, Ryan)
CPC Central Processing Center — SharePoint link
Team Hub Home → Forensics → Practice area → Tech. Library
Admin Updates 3E data, sends proforma reminder, closes the matter

Additional Rimkus services to offer

PEs · Mitigation Consultants · Contents Valuations · 3D Laser Scan · Thermal Imaging · Matterport · DocuSketch