Depreciation Collection Playbook for Roofing Claims

The depreciation check is often 20-40% of the total job value. It is also the payment most commonly delayed, forgotten, or lost to expired deadlines. Carriers typically require proof of completion within 180-365 days of the claim. Miss that window and the money is gone.

What RCV Release Actually Requires

Three things, always:

1. Signed certificate of completion from the homeowner
2. Final invoice showing total job cost
3. Photos documenting completed work

Some carriers also require:

• W-9 on file for the contractor
• Proof of permit closure from the city
• Mortgage endorsement if the original check was joint-payable
• Supplement paperwork if any line items were added

The 48-Hour Post-Install Routine

Within 48 hours of the certificate of completion being signed:

1. Upload completion certificate, final invoice, and 12-20 completion photos to the carrier portal (most major carriers have one)
2. If no portal: email the adjuster's team with subject line "Job Complete: Claim # [X] - RCV Release Request"
3. Confirm receipt in writing. "I will follow up in 7 days if I have not heard back."
4. Log the submission date in the job record with an auto-followup set for day 7

That 48-hour window matters. Teams that send the completion package the day the crew leaves collect depreciation 40% faster than teams that batch paperwork weekly.

W-9 Verification Gotcha

If this is the first claim you have run with a particular carrier, expect a W-9 request. Have a signed W-9 PDF ready to send. Owners who have to dig it up or generate a new one lose 3-7 days.

If the carrier says "your W-9 is outdated" or "we do not have one on file," reply within 24 hours. Do not let this stall. Carriers close requests that do not respond within 30 days.

Mortgage Endorsement Logistics

If the original ACV check listed the mortgage company as a payee, the depreciation check will too. The homeowner must endorse and send the check to the mortgage company for endorsement and escrow processing.

Steps:

1. Homeowner endorses the back of the check
2. Mortgage company requires: signed contract, signed completion certificate, photos, and often a third-party inspection
3. Mortgage company holds the funds in escrow, usually releasing in 1-3 draws
4. For a single-draw release (common under $40k), 10-20 business days typical
5. For multi-draw release, the draws happen at 30%, 70%, 100% completion

Post-install mortgage endorsement is simpler than mid-install draws because the work is done. The mortgage company only needs confirmation. See handling the mortgage company on claim checks for the full process.

RCV Release Timing by Carrier (Approximate)

CarrierTypical Release TimePortal State Farm7-14 business daysXactAnalysis Allstate10-20 business daysClaims portal USAA5-12 business daysMember portal Farmers10-18 business daysEmail to adjuster Liberty Mutual14-30 business daysXactAnalysis Nationwide7-15 business daysAdjuster email

These are typical. During major CAT events (Hurricane, large hail), add 2-4 weeks to everything.

The Follow-Up Cadence

• Day 0: submit completion package
• Day 7: email check-in, confirm receipt and processing status
• Day 14: phone call to adjuster's team
• Day 21: escalate to adjuster's supervisor
• Day 30: written complaint to state DOI if still no response

Most releases land between day 10 and day 20. Past day 30 without a check is a red flag that something is stuck. Common causes: missing W-9, outstanding supplements, permit not closed, or the adjuster left the company.

Supplements That Block RCV Release

If you have a pending supplement, the carrier may hold the full RCV until the supplement is resolved. Two options:

1. Request partial RCV release on the approved scope, then address supplement separately
2. Accept the delay and push the supplement to a decision within 14 days

Option 1 is your right in most states. Carriers will sometimes say "we process as one package." That is their preference, not the law. Push politely for partial release if the delay exceeds 3 weeks.

Documentation Kit You Need On Hand

• Signed certificate of completion (template in the job file)
• Final invoice with itemized scope
• Post-install photos organized by slope (8-20 photos)
• Completed permit inspection card (photo)
• W-9 for your company, current year
• Certificate of insurance if requested
• Manufacturer warranty registration confirmation

RoofKnockers stores all of these against the job record, so the completion package is a one-click PDF compile. See the document kit feature.

Related: first 90 days with a new contract, after the sale checklist, and mortgage company on claim checks.

See pricing or start a trial.

FAQ

What if the carrier refuses to release RCV?

Escalate to the supervisor, then file a complaint with the state DOI. Most disputes at this stage involve missing paperwork, not actual denial. Check the completion package first.

Is the homeowner responsible if the mortgage company sits on the check?

The homeowner owns the relationship with the mortgage company. You remind, nudge, and provide documentation. You are not the mortgage company's customer. Do not let this delay your final payment conversation with the homeowner.

Can I charge interest on late RCV?

Usually not. Most state prompt-payment statutes for insurance apply to the carrier paying the homeowner, not to the contractor collecting from the homeowner. Your contract may specify late fees for the homeowner, but courts often refuse to enforce against RCV timing out of the contractor's control.