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Invoicing & Billable Amounts Differ


Adjuster Invoice and Billable Amounts Differ

Last updated: 7/13/2020


On occasion the scenario can arise where the amount being paid to the adjuster differs from the amount that you will bill your client. Or in some cases you will bill the client for a fee such as a Setup Fee or Admin Fee which the adjuster should not be paid a commission on. FileTrac allows for the customization of automatic fees to be included upon the file creation, adjuster payouts set for each individual for each fee, service and fee schedule and the ability to choose that an invoice be marked hidden from the adjuster. Listed below are a few common scenarios:

              Scenario 1 – Mileage Invoicing and Payouts Differ

              Scenario 2 – Automatic Invoicing with Hidden Fees

Scenario 1 – Mileage Differences

The first scenario is that you pay your adjusters for a service, but you cannot bill the full amount to the client.

Example: Your adjuster has driven round trip 150 miles and your client does not allow you to bill mileage for the first 100 miles. Your company pays your adjuster for all the miles driven regardless of whether the client allows billing or not.


  1. The Mileage fee will need to be entered in two separate entries; the first entry is for the 50 miles that the client allows.
  2. The second entry is for the additional 100 miles driven by the adjuster.
  3. When approving and saving a PDF of the invoice uncheck the entry for the mileage that is not billable to the client and save the PDF.
  4. Both entries will show in the adjuster payout, but the invoice going to the client company will only show the mileage that is billable.

Follow the steps below for this scenario:

1. Locate the claim on the Manage Claims page and click on the green clock icon

2. Enter the billable mileage to the client.

3. Click Submit Timelog Entry

4. Enter the first 100 miles that will be paid to the adjuster by your company.

5. Submit Timelog Entry 

6. Click to Create the invoice from the Manage Claims page.

7. Uncheck the box for the mileage entry that is not billable to the client.

8. Click on Create Invoice

 9. Click OK in the pop up to bill the selected Time Logs.

 The Invoice Worksheet page will open and here you will create the invoice that will be sent to the client.

 10. Uncheck the box for “Invoice Pending Review”. (This is how you approve the invoice.)

        Check “Save Invoice as PDF Report” to save a copy to the file.

        If you want the adjuster to be able to see the invoice check “Allow Adjuster to See PDF”.

        If you want FileTrac to send a copy of the invoice to the Claims Rep check “Send Invoice to Claims Rep”.

11. Click Save/Update Invoice

 The mileage invoice for the client has been created and the adjuster’s payout will show the combined amount for mileage.


Scenario 2 – Automatic Invoicing with no adjuster take

Your company can invoice the client for a service or a fee, make this automated and hidden and keep it hidden from adjusters.

Example: The client allows you to invoice a file setup fee or file review fee and your adjuster should not be paid a percentage of this fee. In addition, you do not want the adjuster to see that you are invoicing this to the client. You also want this fee to automatically be added to every file upon creation of the file or creation of the invoice.


  1. Set up an automatic hidden fee
  2. Make sure the adjuster payout is set to zero

Follow the steps below for this scenario:

  1. Click on Settings
  2. Click Here to Configure

3.  Click on the existing service fee in the box to the left or Click New Service to the right.

4.  Name the Service if this is a New Service Fee, type the default description, set the default quantity as 1.

5.  Insert 1 of this charge into the Time Log Upon File Creation.

6.  Toggle this to Hidden

7.  Select if it is Non-Hourly or Hourly

8.  If you need to include this as a taxable service check the box

9.  Click Save Changes to Service

10. Enter the amount that is billable for each client company.

11. Click Save Pricing Changes

12. While still on the Admin Fee setup click on Service Payout Setup.

13. All Users should be set at zero since no one will receive a commission on the Admin fee. This can be set across the board for all users by entering zero and click Set ALL & Update.

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