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The Versicherungsfall (Insurance case) workflow follows Damage handling but adds notifying the insurer and collecting quotes and invoices for the claim settlement.

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When to use this workflow

Use it when a damage is likely to be insured, for example:
  • Hail or storm damage to facade, blinds or roof
  • Water damage (pipe burst, backflow, flooding)
  • Natural hazard damage
  • Glass breakage
The task is created from a report (email, phone, WhatsApp, portal) or manually via Neue Aufgabe (New task). If the AI detects an insurance reference it suggests the type; you can also switch the type later.

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Process at a glance

  1. Damage received
  2. Notify insurer
  3. Assignment or request quotes
  4. Tenant communication and contractor feedback
  5. Collect quotes and invoices
  6. Invoice & closure
The exact step names in your checklist may differ from this description. Administrators define them in the Workflows module.

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The steps in detail

1

Damage received

Confirmation email to the reporting person, cost estimate and linking of the Ausstattung (equipment), as in damage handling. Add photos and the date of damage; the insurer will ask for them.
2

Notify insurer

The agent drafts a claim notification to the responsible insurer. The insurer is stored as an Unternehmen (company) with the insurer role; the policy is found in Datenbank (Documents) via the insurance fields of the document. Review and send the notification. Record the insurer’s claim number as a comment or in the task context.
3

Assignment or request quotes

For smaller damage, order a contractor directly. For larger damage, or if the insurer requires it, use the multi-offer variant: request several quotes, compare, approve, see Damage with multiple quotes.
4

Tenant communication and contractor feedback

Appointment info to the tenant, feedback from the contractor after completion.
5

Collect quotes and invoices

All quotes and invoices are attached to the task. Incoming PDFs are recognised and matched; documents received by post are scanned and uploaded manually. Forward the documents to the insurer; the agent drafts the email.
6

Invoice & closure

The AI checks every invoice: is the VAT correct, are there differences to the quote, does the sender match? Anomalies are flagged. After the liability decision and the closure approval the task moves to the Archiv (archive).

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Tips & pitfalls

The task language is detected from the report. Emails to tenants follow that language; emails to insurers and contractors can be adjusted in the draft.
  • Store insurers and policies completely, otherwise the agent cannot suggest the recipient of the claim notification.
  • Damage below the deductible is easier to process as normal damage handling.