Feature Deep-Dive
Complete financial management for IA firms — automated invoicing, configurable adjuster payouts, AR aging, reserve controls, and deep accounting integrations. All inside the same platform where your claims live.
Invoice Lifecycle
FileTrac tracks every invoice from creation to final payment — with configurable review workflows, automated delivery, and full AR aging at every stage.
Create
Always first
Fixed
Review
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Review Workflow
Multi-level review before delivery — configurable per client
Reviewer assignment with role-based access control
Line item approval with annotation and adjustment tools
Review queue visible on the Alerts dashboard
Deliver
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Smart Delivery
Automated email delivery to client contacts on file
Customizable email templates per client
PDF invoice with optional timelog attachment
Delivery confirmation tracking per invoice
Payment
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Payment Entry
Full Pay checkbox or partial payment entry per invoice
Batch Payment Entry — process multiple invoices at once
Payment check number tracking per transaction
Write-off capability with full audit trail
Aging
Always last
Fixed
A claim cannot reach closed status while billing is incomplete. This rule is enforced at the system level — not by policy, by code. No claim slips through without a completed invoice trail.
System-enforced billing gate
Claims cannot close with an open, unreviewed invoice. The system blocks it — no manual check required.
Configurable fee schedules per client
Multiple fee schedules — by client, claim type, or loss category. Applied automatically when a claim completes.
Full audit trail at every stage
Every invoice action — creation, review, delivery, payment, modification — is logged with user, timestamp, and claim context.
Automated Billing
When a claim completes, FileTrac applies the configured fee schedule and generates the invoice automatically. No manual invoice creation. No re-keying data that already exists in the system.
Claim Completed
Status updated
Fee Schedule Applied
Client-specific rules
Invoice Generated
Line items populated
Review Queue
Alerts dashboard
Delivered to Client
Email + PDF
Multiple Fee Schedules per Client
Configure separate fee schedules by client, claim type, loss category, or unit. The system selects and applies the correct schedule when a claim triggers billing — zero manual selection needed.
Dynamic Invoice Generation
Custom line items, service codes, timelog attachments, discounts, and client-specific rules all applied at the moment of generation. Configurable defaults control what adjusters can and cannot see on the invoice PDF.
Timelog Integration
Time logged against a claim via Quick Timelog or Timesheet Entry flows directly into the invoice. Hourly services can be rolled up or listed individually. Billable vs reimbursable expenses tracked separately.
Common Expenses & Timelog Codes
Pre-configured expense codes keep invoicing consistent across adjusters and branches. Timelog codes capture billable activity by type. Both feed directly into the invoice and downstream accounting exports.
Adjuster Payouts
No two IA firms pay the same way. FileTrac's payout module is built to match your compensation structure — not force you into someone else's. Configure payout calculations by adjuster, by claim type, by billing method, or by internal vs external work. Run payouts in bulk or individually. Every calculation is traceable, every payment logged.
Timelog-Based Payouts
Timelog-Based Payouts
Pay adjusters based on hours logged — configurable hourly rates by service code, claim type, or adjuster tier.
Invoice-Based Payouts
Pay a percentage of the invoice amount. Set split percentages per adjuster, per client, or per claim type.
Advance Payments
Issue advances against future earnings. Tracked separately, reconciled against final payout calculations at close.
Regular Payment Amounts
Set a standard recurring payment amount per adjuster — useful for guaranteed minimums, retainers, or draw structures.
Internal vs External Billing
Calculate payouts differently for adjusters working internal claims vs external carrier assignments. The payout worksheet applies the right calculation automatically based on claim type.
Paid Invoices Only Option
Configure payouts to trigger only when the client invoice is marked paid — protecting your firm from paying out before revenue is collected.
Payout Summary Reports
Payout Detail Listing, Payout Summary Export, and Adjuster Revenue Summary give you the data you need for 1099 preparation, year-end reconciliation, and payroll.
Payout Visibility Controls
Enable or disable the View Payouts link per user. Adjusters can see their own payout breakdown when enabled — configurable per firm policy. Includes the option to show or suppress the breakdown detail.
Reimbursable Expense Handling
Separate reimbursable expenses from fee-based compensation. The payout worksheet includes a Reimbursable Exp Only option — ensuring adjusters are reimbursed for out-of-pocket costs on the correct cycle.
Line Item Credits
Apply credits at the line item level for adjustments, corrections, or deductions. Credits flow through to both the client invoice and the corresponding adjuster payout calculation.
AR Aging
Accounts receivable aging gives you a real-time view of outstanding invoices by age bucket — so you know which accounts need attention before they become collection problems.
Current
0–30
Days outstanding. View all open invoices not yet aged. Filter by client, adjuster, or branch.
30 Day Aging
30+
Days outstanding. First follow-up tier. Identify which clients are consistently slow to pay.
60 Day Aging
60+
Days outstanding. Escalation tier. Review with AR team and initiate client outreach.
90 Day Aging
90+
Days outstanding. Collection risk. Documented in the Payments Received & Write-Off Report.
Reserve Management
FileTrac’s reserve management system gives TPA operations and large IA firms full financial control — by reserve type, by authority level, and by user. Nothing moves without the right approval.
Reserve Types — Expense & Indemnity
Separate tracking for expense reserves and indemnity reserves per claim
FileTrac tracks Expense Reserves and Indemnity Reserves as separate ledgers per claim. Incurred amounts hard-cap all payments — the system prevents any payment from exceeding the reserve balance without an explicit reserve increase and approval. Real-time reserve availability is shown at the claim level for adjusters and reviewers.
Expense Reserve and Indemnity Reserve tracked independently
Incurred amounts enforce hard payment caps at the system level
Real-time reserve balance visible on every claim
TORRENT reserve type mapping for NFIP flood claims
Reserve checking account assignment per reserve type
Reserve Entry
Set at claim level by authorized users
Payment Cap
System-enforced — cannot be bypassed
Recovery Tracking
Recoveries recorded and reconciled per reserve type
Checkbook Management
Full check register integrated at the claim level — enter, generate, assign, print, void, reconcile
FileTrac integrates a full check register directly into each claim. You can enter, generate, assign, print, void, and reconcile checks without leaving the file. Every transaction is stamped with the user, timestamp, and claim context — giving you a complete payment history at the claim level and exportable for your accounting system.
Enter and generate checks within the claim file
Assign checks to reserve checking accounts
Print and void with full transaction history
Reconcile against reserve balances
Reserve Payment Register report for audit and accounting
Check Status
Enter / Generated / Printed / Void / Reconciled
Audit Stamp
User + timestamp on every transaction
Export
Reserve Payment Register + NetSuite/QuickBooks
Reserve Reporting & Audit Trail
Admin accountability reports, change listings, and full transaction history
FileTrac generates a complete financial audit trail at every level. Admin Accountability Reports track reserve payments and reserve changes by user. Reserve Change Listing documents every modification with before/after amounts. Itemized Reserve Payments and Reserve Payment Register give you the data for Lloyd’s MI reporting, syndicate submissions, and annual audits.
Admin Accountability Report: Reserve Payments & Changes
Reserve Change Listing / Changes Listing
Reserve Payment Register
Itemized Reserve Payments Report
Lloyd’s MI Reporting (TPA module)
Change Tracking
Before/after amounts with user and timestamp
Compliance
Lloyd’s MI and syndicate-ready output
Access Control
Report access restricted by user role
Accounting Integrations
FileTrac exports billing and financial data directly to your accounting platform — with the depth to handle complex multi-entity firm structures, per-state tax rates, and enterprise ERP requirements.
QuickBooks
The deepest QuickBooks integration in the claims industry. A 6-tab entity management system handles complex IA firm structures — mapping payables, receivables, adjusters, clients, vendors, and services to the correct QuickBooks entities automatically.
Companies — client and vendor mapping
Services — fee codes to QB service items
Adjusters — payee entity mapping
Chart of Accounts, Classes, Tax rates
NetSuite
For enterprise-scale IA firms and carriers running NetSuite as their ERP backbone, FileTrac exports invoices, expenses, and journal entries in a NetSuite-compatible format on a scheduled basis. Revenue, payables, and claim-level financial data stay reconciled without manual extraction.
Invoice and expense export
Journal entry generation
Claim-level revenue mapping
Tax Rate Configuration
Set a default tax rate with per-state overrides for accurate invoicing and compliance reporting. Configured states include TX, IL, NY, LA, CA, HI, WA, CO, GA — with the ability to add any state. Tax rates apply automatically based on the claim’s jurisdiction.
Default rate with per-state overrides
Applied automatically by claim jurisdiction
State Tax Listing report for compliance