Invoice Approval System

Description

 

Invoice Approval System

The Invoice Approval System is an evidence-driven workflow developed by attorneys Ed Cross and Mark Pasculli. It helps your team write, document, and submit invoices that stand up to scrutiny. It combines field rules, copy-ready language, checklists, and a clear approval sequence so there is less to argue about and approvals move faster.

What it is

A practical, repeatable system for tying each line item to labeled proof. You get the sequence, the words, the evidence map, and the final checks so your submission reads like a case file instead of a guess.

Why it works

Approvals speed up when every significant line item answers five questions in order: Condition, Action, Reason, Evidence, Reference. The System teaches your team to capture the right proof, label it once, and point to it by name inside the note.

What’s included

• • F9 Vault
    Copy-ready notes, examples by trade, and the 5-part approval sequence with a one-line template you can paste into any estimator.
  • Field Rules and Evidence Map
    What to collect on site and how to label photos, readings, logs, and files so the note can point to proof by exact name.
  • Anti-Pushback Language
    Pre-built phrasing that answers common denials with the proof each one requires. Use it as is or adapt it.
  • Expanded F9 Example Library
    Water, fire, contents, odor, demo, code and manufacturer ties, equipment, monitoring, and reconstruction. Each example shows what to say and where the proof lives.
  • Industry Standards Quick Reference
    IICRC S500 and S520 items, NEC and IRC examples, EPA and OSHA call-outs you can cite when it helps.
  • Invoice Pre-Flight Checklist
    A final pass that verifies coverage, consistency, evidence links, and authority so your submission is complete the first time.
  • Cutting Through Adjuster Smokescreens 90-Minute On-Demand Course
    Join Ed Cross and former Farmers Large Loss Adjuster on how to stop delays before they start with proven strategies to challenge made-up rules and unsupported denials.

The 5-part approval sequence

Condition → Action → Reason → Evidence → Reference
Use this order on every significant line item to keep notes short, clear, and defensible.

Instant template
“[Condition] in [location]. [Action] to [reason]. See [evidence]. [Reference] when applicable.” Paste it, fill it, move on.

What you will be able to do

• Turn each significant line into a defensible claim that points to labeled photos, readings, and logs
• Use consistent room names and file labels so the scope, images, and notes stay in sync
• Add code or manufacturer references when they help, and cite them cleanly
• Pre-empt common denials with proactive language tied to evidence
• Run a pre-flight check before you send so there is less to argue about

Examples you can use today

• Selective flood cut
  Height set by the verified moisture line with a 4-inch margin, cited to S500 with photo labels in the note.
• Drying setup
  Air movers and LGRs sized from area and class with equipment log and psych chart referenced by name.
• Smoke seal
  Sealer applied after clean and dry with prep photos and product spec named in the note.
• Code tie-in
  Replace island outlet with GFCI per NEC with the section and photo ID listed.

Who this is for

Owners, estimators, project managers, and anyone who writes scopes or defends invoices.

Results you can expect

Clearer submissions, fewer cuts, faster approvals. The System gives your team the same structure and language every time, which shortens review and reduces back-and-forth.

Guarantee

If you do not get practical value you can use on your next job, ask for a full refund.

 

 

 

 

Disclaimer: This System is for general information purposes and is not intended as legal advice. It is not a substitute for the advice of a lawyer. Legal questions should be presented to an attorney who is licensed to practice law in the jurisdiction where the events occurred. Ed Cross is only licensed to practice law in CA, TX, NC, WA, TN, & HI. This System is commentary based on the opinions of Restoration CrossCheck LLC. It is designed to educate the reader on a range of optional strategies and does not intend to recommend the adoption of one particular approach, to the exclusion of all others. The information shared is solely intended to help readers increase their understanding of business practices and is not intended—and should not be construed—as a call to agree on, set, stabilize, or standardize prices or billing methods. Each company must independently determine its own prices, billing, and contracting practices based on its unique costs, circumstances, and business judgment, without any agreement—express or implied—with competitors. The consequences of antitrust violations and price-fixing are severe. You are strictly prohibited from using this System as a framework that in any way restricts competition. Ed Cross, the Law Offices of Edward H. Cross, and Restoration CrossCheck LLC make no representations or warranties about the accuracy or legality of the information presented. By reading this document, you assume full responsibility for any decisions you make in your business, and you release Ed Cross, Restoration CrossCheck LLC from any liability for loss or damage arising out of information discussed in this book. For specific guidance, consult independent legal counsel.