Public Adjuster Invoice Template

Free invoice templates for public adjusters built for contingency fees, inspection fees, and mileage charges. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: public adjuster invoice, public adjuster bill, or public claims adjuster invoice.

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Download Free Public Adjuster Invoice Templates

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Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Public Adjuster Invoice Template

Best for:

Logo, policy and claim ID fields.

Editable Public Adjuster Invoice Template

Best for:

Edit scope, contents, travel, expenses.

Printable Public Adjuster Invoice Template

Best for:

Totals, claim ref, signatures, dates.

Free Public Adjuster Invoice Template

Best for:

Claim #, carrier, deductible, fee percent.

How to Invoice as a Public Adjuster

Keep the claim tied to every charge and apply any deposit so the math is simple.

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In 5 Steps:

Confirm the signed engagement and fee basis, and record the claim and policy details.
Track work by date with plain notes and attach claim evidence as you go.
Add charges by basis: contingency on settlement or hourly work plus approved costs.
If a deposit or retainer was taken, show it and apply it to the balance.
Check identifiers, totals, and terms, then send the invoice with payment options.

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What to Include in a Public Adjuster Invoice

These are the must-have fields for clear, compliant invoices.

Public adjuster business name, address, contact, and EIN
Public adjuster license # (check local rules)
Invoice # and invoice date
Client/insured name and contact
Property loss address
Insurer name and claim contact
Claim # and policy #
Date of loss
Service period covered
Payment terms and fee basis, including any deposit applied and tax if applicable (check local rules)

Billing Scenarios for Public Adjusters

How to label charges so every invoice makes sense the moment your clients see it.

Contingency Fee (% of settlement); Settlement Amount Reference

Contingency fee on a finalized settlement

Shows the percentage and the exact amount used to compute the fee.

Claim Preparation Hours; Admin/Correspondence Hours

Hourly work during an open claim

Separates knowledge work from admin time so value is obvious.

Initial Site Inspection; Photo/Documentation Capture

On-site visit to inspect and document damage

Clarifies you were on-site and what was produced.

Travel Time; Mileage

Travel to a distant loss site

Confirm how your services are taxed and disclose the basis clearly. Check local rules.

Appraisal Attendance; Reinspection Attendance

Carrier-triggered appraisal or reinspection

Identifies special events billed under the agreement.

Estimator/Engineer Report (Pass-Through); Processing Fee

Shows the third-party cost and your approved handling.

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Contingency fees and charges for public adjusters

List contingency fee, inspection fee, estimate prep, and mileage with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Site Inspection

Time

First visit or damage check

Qty × hourly rate. Document scope, photos, and notes to anchor the claim file.

Policy Review

Item

Before scoping or estimating

1 Item × fixed price or Time × hourly rate. Interpret coverages, limits, and exclusions to set strategy.

Damage Assessment Report

Item

When documenting loss

1 Item × fixed price. Deliver a written summary with photos to support valuation and scope.

Estimate Prep (Xactimate)

Time

Building the repair estimate

Qty × hourly rate. Build room-by-room line items and apply appropriate codes for accuracy.

Proof of Loss Preparation

Time

Carrier requests signed POL

Qty × hourly rate. Calculate claimed amount, assemble exhibits, and secure signatures for compliance.

Carrier Negotiation & Emails

Time

Back-and-forth with adjuster

Qty × hourly rate. Track calls, emails, and offers; keep a clean log that supports final settlement.

Contents Inventory w/ Photos

Time

Cataloging damaged contents

Qty × hourly rate. Photograph, describe, and categorize items to substantiate contents claims.

Reinspection Attendance

Time

Carrier or contractor recheck

Qty × hourly rate. Walk scope on-site, reconcile differences, and update notes in real time.

Appraisal Process Support

Time

When appraisal is invoked

Qty × hourly rate. Prepare exhibits, coordinate umpire logistics, and support the appraisal strategy.

Claim Supplement Preparation

Time

New damage or missed scope

Qty × hourly rate. Add line items, code upgrades, and documentation to justify the supplement.

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Create a free account and save contingency rates, inspection fees, and mileage once, so nothing gets retyped.

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Common Public Adjuster Invoicing Mistakes

Invoices get questioned when key facts are missing or unclear. Use these fixes to keep payments smooth.

Mistake

How to fix it

Missing claim identifiers delays reviews and invites disputes.

Always include the claim #, policy #, and date of loss on every invoice.

No license number on the invoice undermines compliance and can hold payment.

Show your active license # and business identifiers on the header. Check local rules.

Write short, specific daily notes that state the task and outcome.

Confirm how your services are taxed and disclose the basis clearly. Check local rules.

Not showing written approval for extra work leads to nonpayment.

Keep approvals in writing and reference the approval date or document on the invoice.

Totals that do not add up reduce trust and slow payment.

Show subtotal, adjustments, any deposit applied, and final total with simple, correct math.

Public Adjusters Invoice FAQs

Real-world billing for claims inspections, documentation, appraisal time, travel, and expert reports. Line items, markups, retainers, and terms explained with clear answers.

How do I price a contingency fee on a residential fire claim?

Charge a percentage of the final settlement. Show a clear calc line. Example: “Contingency Fee: 10% of $85,000 settlement = $8,500.”

Can I add a minimum fee on small water losses?

Yes, if your state allows it. Note it in your contract and on the bill. Example: “Minimum Service Fee: Residential Loss Under $10,000 = $750.” Rules vary—check local rules.

What belongs under documentation and estimating time?

Bill time spent scoping, photos, estimate writing, and carrier correspondence. Use hourly or a flat package. Example: “Documentation Package: Scope, 150 photos, Xactimate estimate = 6 hrs @ $150/hr = $900.”

How do I bill for reinspection or carrier meetings?

List onsite and prep time separately. Include wait time if you charge it. Example: “Carrier Meeting: 2.0 hrs onsite + 0.5 hr prep = 2.5 hrs @ $175/hr = $437.50.”

Can I pass through third-party costs like roof measurements or moisture mapping?

Yes. Add them as reimbursables with receipts. Example: “EagleView Roof Report = $65” and “Moisture Map, IICRC tech = $180.” Rules vary—check local rules.

What should appear on the invoice for an appraisal engagement?

Show your role, hourly rate, and any umpire split. Add evidence review time. Example: “Appraiser Time: 7.5 hrs @ $200/hr = $1,500; Umpire Fee, 50% share = $600.”

How do I handle business interruption calculations on a commercial loss?

Break out financial analysis hours and any CPA review fees. Tie hours to deliverables. Example: “BI Analysis: 8 hrs @ $225/hr = $1,800; CPA Review = $650.”

Do I charge for after-hours site visits?

You can. Set an after-hours multiplier or call-out fee. Example: “Emergency Site Visit, 10:30 p.m. = $300 call-out + 1.5 hrs @ $200/hr = $600.”