Most businesses resort to spreadsheets when starting new processes, including when dealing with claims.
Whether you manage claims for a client or you just need to record claims that occur as part of your day-to-day business activities, a spreadsheet in Excel or Google Sheets, could seem a quick solution but they are a less-than-optimal solution.
While spreadsheets can be powerful reporting tools, they can pose some limitations when collaborating and dealing with the complexities of claims, especially as your claims volume grows.
Disadvantages of spreadsheets and how Claimable can help
Here are some of the disadvantages of using spreadsheets to manage claims and how Claimable can help.
⛔️ Spreadsheets | ✅ Claimable |
You can't easily get a complete claim overview. | Claimable provides you with an easy way to see all your claims categorised by certain characteristics and along with the information you care about. Additionally, when you click on a claim, you can get an overview of its main details and any additional data or documents. |
Documents and emails need to be stored elsewhere. | |
There is no easy way to record tasks and receive reminders. | Claimable allows you to automatically populate the Claim Checklist with tasks that you repeat for every claim (Repeating Tasks) and add ad-hoc to-dos.
Claimable will also automatically remind you of any due or overdue task every morning around 8 am, your local time. |
User roles and controls are not well defined. | Claimable offers full and limited access user roles that can be further personalised by access level controls. |
Spreadsheets are not built for purpose. | Claimable is built with claim experience and productivity in mind, providing tools to make the claim process faster. |
Sharing data externally requires exporting. The data shared is a snapshot of what was saved on the day of exporting. | In Claimable you can grant clients and suppliers external access to live data in order to collaborate or review a specific group of claims. |
Spreadsheets are vulnerable to data breaches and lack advanced security controls. | Claimable implements security-by-design and offers security functionalities for data access control that satisfy regulatory requirements. |
Notes are often stored in separate documents.
Adding descriptive notes into a spreadsheet cell makes following the claim timeline a very arduous activity. | Claimable's Notes functionality allows you to add as many descriptive notes as needed under each specific claim.
Notes are time-stamped, easily searchable and can be exported. |
Inaccuracies and conflicting versions of documents are frequent.
Changes and updates are difficult to track and retrieve. | Claimable acts as the source of truth and each claim includes a Claim History timeline that can be reviewed. |
Manual errors and data inconsistencies are common and difficult to avoid. | |
Client information is stored in a separate CRM software. | Claimable provides built-in CRM capabilities, allowing you to store your clients' information in one place along with their claim history. |
How to successfully move from a spreadsheet to Claimable
1. Request a free trial
A free trial is the perfect opportunity to familiarise yourself with Claimable, set up the account and train your colleagues.
Our free trial provides you with full access for 14 days with no need to pay or store your credit card details.
2. Start entering real claims
Manually entering real claims enables you, not only to move data into Claimable but, also to understand how certain features or fields can suit your workflow and replace using spreadsheets.
3. Share with our team an example of the claims you deal with
Whether you are importing your claims manually, via the API or you have requested Claimable to help you with it, if you share with us an example of your claims we can advise you on how to best use Claimable to support your data.
4. Customise your account to support your needs
Claimable allows you to customise certain elements to accommodate your workflow. Some functionalities such as Message Templates, Notifications, Email Signature or Document Folders can be manually personalised, while others will need our team's input.
This said, most customisations can be finalised in a matter of hours, not weeks!
You can read more here: Customisation Options.
5. Set up your workflow with Tasks and Message Templates
Claimable allows you to automatically populate the Claim Checklist with tasks that you need to perform for every claim. These are called Repeating Tasks and can be automatically assigned to a user and have their due date automatically set. In this way, you save time, keep an eye on the claims's progress and can better manage your team's workload.
Think about a set of tasks that your team needs to perform over and over for all claims and send it to us via the support chat, we will configure these for you right away.
6. Invite your colleagues
If you haven't yet, you should invite your colleagues to share with them the new processes and help them familiarise with Claimable.
Just send us the full name and email address of the colleagues you would like to invite and we will get that done for you!
Importing claims into Claimable
There are two ways to import your claims into Claimable:
You can use the API to build a script that will automatically create the claims into Claimable.
Depending on the data, our team can import the claims into Claimable as a one-off during onboarding.
Just send us a sample of your data and we will be happy to advise you on the best option.
What's next?