Shep AI — the job file coordinator who never forgets, for restoration contractors

The leak

Underdocumented drying records are the number one reason legitimate claims get cut.

Not fraud. Not bad work. A reading nobody took on a Tuesday.

Encircle captures the reading — if a tech takes it. Xactimate writes the estimate — after someone decides to. Every tool you own is a place to put information.

The industry already solved this. With a person.

There is a standard job title for it. Job File Coordinator. SERVPRO franchises post it openly, and the description is unambiguous:

“Monitor all active job files daily for documentation accuracy and compliance … monitor job file audit status.”

Someone is paid $22–36 an hour to notice that Day 3 is missing. Not to do restoration work. To notice.

That is the honest comparison for Shep. Not another piece of software next to the four you already pay for. The seat you are about to fill, or already filled.

11:40pm · Day 1

Loss comes in

Crew mobilises, equipment down, job opened. Everyone does the work well.

Day 3

Nobody logs a reading

Wet, late, fourth job of the day. He'll catch it tomorrow. Nobody is counting.

Day 9

Estimate goes in

Nobody reads back through nine days of logs first.

Week 6

Partial denial

Seven of nine days. You know how that argument ends.

The work was done right. The file couldn't prove it.

Meet Shep

He works the job file, not the job.

Four things, every day, on every open loss — including Sunday, including the week your coordinator is on leave.

Watches every open loss

Daily readings, photos per room, equipment logs, cause-of-loss notes. The same list, every day, on every job.

Chases it the same day

Texts the tech before he's off site. Tuesday costs nothing. Week six is a denial.

Flags the job that's drifting

Drying slower than you told the adjuster. Equipment past scope. While you can still move.

Hands over a clean file

Carrier order, gaps named. Your estimator estimates instead of hunting.

Your tools

He replaces nothing you run.

You bought the right tools. He makes them get used.

Encircle / DocuSketchkeep · reads and writes

Public API. The reading a tech texts him lands where it was always supposed to.

Xactimate / XactAnalysiskeep · untouched

Estimating stays where it is. He just makes sure the evidence exists first.

DASH · PSA · Restoration Managerkeep

A layer above the record, not another record.

Shepthe only new thing

Watches, chases, flags, hands over. The part of the coordinator's job that is the same list every day.

The honest comparison

You're not comparing him to software. You're comparing him to the hire.

Every Project Coordinator posting asks for the same three things: Xactimate, DASH, Encircle. You're recruiting someone to operate the tools you already bought.

Hire a Project Coordinator

Posted rates, US, 2026

·Project Coordinator $22–36/hr
·Mitigation PM / Estimator $55k–65k base plus commission
·Payroll tax, benefits, phone, vehicle
·Six to ten weeks before they know your carriers
·One shift. Losses come in at 2am.
·They leave, it leaves with them

$60k–90k / yearloaded, before the first file closes

Put Shep on it

One contractor per metro

·Live in two weeks
·Every open loss, every day, including Sunday
·Never has a bad week
·Learns your carriers, keeps it
·Doesn't resign
·Your coordinator does the judgement work

A fraction of one hirequoted on job volume — ask on the call

Questions

Straight answers before you decide

Do we have to leave Encircle?

No. He connects through the public API. Your techs notice a text at 4:40pm instead of a call from the office at six.

What about Xactimate?

Untouched. Verisk integrations run through their partner network and your account manager — where a direct connection makes sense we set it up with you. Where it doesn't, your estimator gets a complete file.

Is this a chatbot?

A chatbot waits to be asked. Shep is the one who noticed nothing was logged on 2214 today.

Our techs won't use another app.

They don't get one. He texts, they reply with three numbers. That's the interface.

What happens to our coordinator?

They stop being the reminder system. Carrier relationships and scope arguments stay with them — the part that was always getting squeezed by the admin.

Who else in our market gets this?

Nobody. One contractor per metro, in the agreement. Your carriers, your scope rules, your history — configuration, never shared.

What do you need to start?

Read access to Encircle, your carrier requirements, a mobile number per tech. Two weeks.

The claim came back. Day 3 is missing.