Restoration Rebuttal Automation

We partnered with a large, PE‑owned Dallas restoration business that relies on insurance claim reimbursement for water, fire, and mold remediation. Insurers frequently reduce or deny line items, which forces a rebuttal process before fair compensation is approved. When we arrived, the CEO was spending roughly 30% of their time building estimates, crafting rebuttals, and emailing adjusters. Contracts often required two to eight rounds of back‑and‑forth before signature, stretching the cycle from initial lead to close to two to three months. Because best‑in‑class restoration margins are only achieved when every detail is defended, the team couldn’t simply move faster by doing less—they needed a way to match the CEO’s precision without consuming the CEO’s week. Our philosophy is straightforward: our AI conforms to your processes, not the other way around.

We began with onsite scoping and captured the CEO’s comparison ruleset in just three hours. We encoded the judgment they use every day—per‑room contents calculations; when carpet removal and pad replacement require waste allowances; pricing defaults that lean on Xactimate; when to flag missing texture or uniform appearance; drywall taping and finishing to ASTM C840; two‑coat paint standards with guidance for new versus existing surfaces; and the use of F9 notes and supplements when adjusters omit items. With the rules captured, we built a comparison engine that automates the entire rebuttals process and mirrors the CEO’s markup. Staff forward adjuster PDFs as email attachments from their existing Gmail workflow. Our system ingests the client’s estimate and the adjuster’s estimate, runs a PDF‑to‑PDF comparison, and uses our LLM to generate negotiation language in the client’s voice. Where the CEO previously spent about three hours reviewing a single estimate, our AI completes the work in around ten minutes, highlighting differences, proposing supplements, and returning a draft response that can be sent as‑is or lightly edited

The impact is immediate and measurable: an average of fifteen hours saved per deal across the two to eight negotiation cycles typical for each contract; a roughly sixty percent reduction in deal process duration, condensing a two‑to‑three‑month cycle to less than one month; and a greater than two percent increase in topline, driven by accelerated cash flow, captured coverage, and leadership freed to focus on growth. Most importantly, we delivered this without new portals or retraining. By encoding the CEO’s rules and returning ready‑to‑send drafts inside Gmail, we scaled the process that worked and made it faster, consistent, and easier to manage across the team. The result is a repeatable rebuttal workflow that preserves the client’s voice while multiplying the CEO’s reach. It feels like turning a trusted playbook into software: the same decisions, the same annotations, and the same outcomes—arriving in minutes instead of hours, and without hiring additional staff.

This will save us so much time, and it’s going to allow us to scale without having to hire more people. Working with Ciridae has been such a fun process for me, and it has cut my time down immensely

CEO of Restoration Business

‍