Roofing Supplement Tracker Template (Free PDF, Fillable, Word)

A supplement tracker is a simple list with one line for each supplement you send. It shows what is open, what needs a follow-up and what has been paid or denied. The template here is a one-page printable and fillable PDF and a Word version, so you can start today without software.

Disclosure: we make Supplement Snap, which helps roofing crews document damage found at tear-off and export a report. It does not decide coverage, negotiate claims or guarantee approval. This page is general guidance, not legal or claims advice.

The table lists the columns. Keep the entries short. The details live in the claim file. The tracker exists to point you to the next action.

Update it when you send, when you hear back and when you follow up. Once a week, scan the list for anything past its follow-up date. Mark paid and denied ones so the open list stays short.

Pick a few and use them the same way every time: sent, in review, questions, paid in full, paid in part, denied, closed. Consistent words make it easy to search and count.

If you handle many claims at once, a tracker in a project tool can show status next to the photos and report. Supplement Snap, for example, has a claim status on each project. The principle is the same either way: one place, one next date.

On the follow-up date, send a short note in the same email thread and record the contact. Our supplement follow-up log guide covers wording and timing.

Claim 123-456, 9 Pine Ct. Carrier: Example Mutual. Sent on: Oct 12. Follow up on: Oct 17. Status: Sent. Amount asked: $2,140. Notes: emailed to adjuster, copied supervisor. On Oct 17 you follow up and change the status to In review, then on Oct 24 you record that the adjuster asked for the decking photos, and you answer the same day.

The example is invented. The pattern is real: every change gets a date and a short note.

Pick a day, such as Monday, and read down the list. Anything with a follow-up date in the past gets a message today. Anything marked Questions gets a reply. Add up the amounts asked on open lines so you know what is waiting. Move paid and denied lines to a closed list.

If more than one person sends supplements, keep one shared copy and add a column for who owns each line. Whoever sends the supplement writes the next date. If you keep a printed copy on a clipboard, take a photo of it each week so there is a backup.

Paper works if one person handles every claim. The fillable PDF suits people who like to type but do not want a spreadsheet. The Word file lets you add columns. Software helps when many people need to see the same status. Whatever you pick, use it every time you send.