FileTrac organizes your daily work into eleven primary sections, each accessible from the main navigation bar. This article provides a brief overview of each section, what you can accomplish there, and where to find more detailed guidance in the Help Center.

The Alerts section is your starting point every time you sign in. It displays real-time notifications, reminders, and action items personalized to your user role. Depending on how your administrator has configured your alerts, you may see items such as claims overdue, status due today, upcoming claims due, response requests, reserve approvals, adjuster workload summaries, and FileTrac system messages.

Alerts are assigned by an administrator through the Personnel Manager and can be configured at the individual user level or by user role. Keeping your alerts cleared on a regular basis prevents backlogs and ensures you always see the most current information.

You can also create personal reminders — both general reminders and reminders tied to specific claim files — directly from this section.

The New Claim section is where you create a new claim file from scratch. This is the primary intake form for all new losses and assignments. The form is organized into several areas: primary insured information, loss location, financial data (reserves, RCV, ACV), assignment details (manager, supervisor, reviewer, adjuster), and supplemental fields for flood (NFIP), TORRENT data, statutory codes, and milestone dates.

Depending on your organization's configuration, you may also see fields for acknowledgement and loss notice intake, third-party adjuster information, and color-coded highlights or flags that help you quickly identify claim characteristics.

Once a claim is created, it moves into the Manage Claims section where you can continue working it through its lifecycle.

Manage Claims is the day-to-day workspace where you view, search, filter, and act on your existing claim files. The section displays a sortable, searchable grid of claims with columns for file number, insured name, status, adjuster, dates, and more. You can use the advanced search feature to locate specific claims by a wide range of criteria.

From within a claim record, you can access the full claim detail — notes, documents, contacts, time and expenses, invoices, template letters, and the document library. You can also perform assignment-level actions such as assigning by ZIP code or by map, managing HOVER captures, sharing claims with other insurers, and exporting data to third-party systems.

The claim statuses visible in this section are defined by your administrator in the Settings and Companies areas.

The Billing section is your hub for all financial operations related to claims. Here you can create and review invoices, enter payments, manage line item credits, and track the full billing lifecycle from initial invoice through final payment. The section supports both individual claim billing and batch operations.

For organizations using adjuster payouts, the billing workflow integrates with the Adjuster Payout Module, which calculates what is owed to each adjuster based on fee schedules defined in your Companies and Settings areas.

Administrators can also configure LEDES billing formats and manage accounts receivable aging from within this section.

Quick Notes provides a fast way to add diary notes to a claim without navigating into the full claim record. When you click Quick Notes from the navigation bar, a popup window appears where you can select the claim, type your note, set its category and visibility, and save — all without leaving your current page.

This feature is especially useful when you need to log a phone call, update a status, or record a quick observation while working across multiple claims. Notes entered through Quick Notes appear in the claim's diary just as they would if entered from within the claim record itself.

Quick Timelog lets you record time and expenses against a claim directly from the navigation bar, without opening the claim. Similar to Quick Notes, this feature uses a popup interface that keeps you in context while you log your work.

You can enter the date, hours, expense type, and a description of the work performed. Time entries logged here feed into the billing and invoicing workflow, and they appear on the claim's time and expense record. For bulk time entry across multiple claims, you can also use the Timesheet Entry feature accessible from within the Manage Claims area.

The Reports section gives you access to FileTrac's full library of over 100 reports, organized by category: Accounting, Adjuster, Claims, Financial (TPA), and more. Reports can be generated with custom date ranges, filters, and groupings to answer questions about your business operations.

Common report categories include accounting summaries, adjuster performance and workload analysis, claims-level detail and status reports, and financial reports for TPA operations such as Lloyd's Bordereau. Some organizations also have custom-built client-specific reports tailored to their unique workflows.

Administrators can configure report types, upload options, and color coding for reports and documents in the Settings section.

The QuickBooks section manages the integration between FileTrac and your QuickBooks accounting software. From here you can configure connection settings, map FileTrac companies and services to their QuickBooks equivalents, set up adjuster mappings, and manage sales tax configurations.

Once the integration is configured, FileTrac can export billing and payment data to QuickBooks, keeping your accounting system synchronized with your claims operations. The export tool handles the translation between FileTrac's data structures and QuickBooks' chart of accounts.

The Personnel Manager is where administrators manage the people in your FileTrac system — employees, adjusters, and other users. From this section you can add new users, assign user roles, configure alert subscriptions, manage adjuster skills and backgrounds, and control what each person can see and do within the platform.

The Personnel Manager also supports bulk updates, pagination for large teams, and standard import templates for onboarding multiple users at once. For organizations using FileTrac Evolve, a "Linked to Evolve" column indicates which personnel records are connected to the Evolve platform.

The Companies section is where you set up and manage the client companies (insurers, carriers, TPAs) that send you work. Each company record defines that client's specific configurations: custom claim statuses, fee schedules, service types, adjuster payout rules, special instructions, and document library templates.

When you create a new claim, the company you select determines which fee schedules apply, what claim statuses are available, and what default settings are used. This section is the foundation that drives much of the customization and automation throughout the rest of FileTrac.

The Settings section is the system-wide configuration area, accessible to administrators only. It controls the defaults and options that apply across all companies and users in your FileTrac instance. Configuration areas include claim status types, contact types, company types, fee schedules, services, branches and file numbers, acknowledgement text, email settings, report types, and more.

Settings defined here act as the baseline that individual company records can override. For example, you can define common claim statuses in Settings that apply to every company, and then add custom statuses within each company record as needed.

Because changes in Settings can affect the entire system, only administrators should make changes here, and it is good practice to review the impact of any changes before saving.

If you are new to FileTrac, the best place to begin depends on your role. Adjusters should start with the Alerts section to review their daily workload, then move to Manage Claims to access assigned files. Administrators will want to familiarize themselves with Settings, Companies, and Personnel Manager before onboarding their team.

For a step-by-step setup walkthrough for new administrators, see the Quick Guide to Setting Up Your FileTrac System. For role-specific guidance, see the articles in the Assistance for Adjusters and Assistance for Admin Users sections of this Help Center.

If you need help at any time, reach out to our support team at support@evolution.global.