Insurance Claims and Packet Export

Hand off to your insurance carrier in one click

When damage is beyond what the deposit covers, or when the damage is severe enough to file against your insurance policy, TrailerBase packages everything your carrier needs into a single PDF and can email it for you.

The Insurance Packet

The Insurance Packet is a professional, branded PDF that combines every relevant piece of the claim:

1. Cover page — your company logo, claim number, renter name, trailer info, incident date, and a summary
2. Reservation and contract — the full rental agreement, signed and dated
3. Damage description — your written description with category and severity
4. Cost estimate — repair quote, any attached invoices, and total
5. Photos — every photo, full-page, organized by angle, with captions
6. Communication thread — complete email and SMS history between you and the renter
7. Activity log — timestamped record of every status change
8. GPS trip data (if applicable) — relevant trip history and incident location

Generating the packet

1. Open the damage claim you want to file.
2. Click Export Insurance Packet at the top of the page.
3. Choose what to include — the default is everything relevant. Uncheck anything you do not want (rare).
4. Click Generate PDF.

The packet takes 10-30 seconds to build depending on the number of photos. When ready, it downloads to your browser and is also saved to the claim's Files section for future reference.

One-click email to carrier

Instead of downloading and emailing manually, click Send to carrier:

1. Pick the insurance carrier from the dropdown. TrailerBase remembers carriers you have used before.
2. Enter the carrier's claims email if new, or confirm the saved address.
3. Add your policy number (saved per carrier for reuse).
4. Customize the email subject and body — TrailerBase pre-fills a professional template.
5. Click Send.

TrailerBase emails the packet as an attachment, CCs you, and logs the send in the claim's activity.

Setting up carrier profiles

To speed up future claims, set up carrier profiles under Settings > Insurance Carriers:

• Carrier name
• Claims email address
• Policy number
• Agent name and phone

Once saved, future packet sends are a three-click process.

Tracking the carrier response

When the carrier responds by email, forward the reply to your claim's magic intake address (shown on the claim page). TrailerBase attaches the response to the claim thread automatically, so everything stays in one place.

Reimbursement tracking

When the carrier approves payment, record it on the claim:

1. Click Record insurance reimbursement.
2. Enter the amount paid, payment date, and reference number.
3. The claim's Net Cost updates to reflect what you actually paid out of pocket.

Policy considerations

Before filing, consider:

• Your deductible — if the repair cost is close to or below your deductible, you may want to pay out of pocket instead.
• Your loss history — frequent small claims can raise premiums.
• The renter's insurance — many personal auto policies exclude trailer damage, but commercial policies often cover it. Ask first.

Tips

• File within 48 hours when possible — carriers appreciate promptness.
• Include at least 8 photos for any claim over $500.
• Keep the written description factual and neutral — no opinions or accusations.