Filing a Business Insurance Claim? Here's What to Expect
Filing a claim can feel stressful, especially if it’s your first time and your dreams are on the line. Whether you’re dealing with property damage, a customer incident, or something else unexpected, we’re here to walk you through what happens next.
If you are an additional insured or are otherwise filing a claim (and are not the primary policyholder), please contact us, and we will send you the necessary digital claims form.
How to File a Small Business Insurance Claim
File your claim entirely online in a matter of minutes with Insurance Canopy:
- Log in to your online user account
- Locate the “Manage Policies” section
- Click “File A Claim”
- Provide the required information
- Submit your claim
Please expect a 24–48 hour processing time after submitting your claim. An adjuster will then be in touch within 1–2 days after we process your claim.
The Claims Timeline
What to Gather Before You File
Before you start your claim, it helps to have key details ready. Having the right information on hand makes the process smoother and helps avoid delays.
Here’s what to collect:
- Your policy details
- Policy number and certificate number
- Policy start and end dates
- Contact information
- Your name, address, and phone number
- Contact info for anyone else involved
- Incident details
- Date, time, and location of what happened
- A clear description of the incident
- The estimated value of any damaged or stolen items
- Photos of the damage (if available)
- A police report, including the department name and responding officer’s info, especially for theft or vandalism (if applicable)*
- A local weather report, if weather played a role in the incident
Pro Tip: Write a clear, detailed summary of the incident before you file. This helps you stay organized and ensures nothing is missed when your adjuster follows up.
*It is your responsibility as the policyholder to contact the police and file a report if necessary. Insurance Canopy cannot file a report on your behalf or contact the police to receive reports you may have filed.
Steps for Filing Your Claim
Step 1:
Log in to your online account
This is where you’ll access your policy and begin the claims process.
If you have a policy with Insurance Canopy, then you automatically have an online account you can set up with the email used to purchase your policy!
Step 2:
Select your policy
Once you’re logged in, you’ll see your active policy (or policies). Choose the one related to the incident you want to report.
Step 3:
Click “File a Claim”
This option appears once you’ve selected your policy. You’ll be taken to a short form where you can describe what happened.
Step 4:
Complete and submit the form
Include as much detail as you can — especially the who, what, when, and where of the incident. If you’re not sure about something, that’s okay. Just do your best.
Once submitted, we’ll review everything and send your claim to the insurance provider. You’ll typically hear from us within 1–2 business days to confirm.
The Who, What, and When of Processing
You’ll hear from both Insurance Canopy and a claims adjuster from your insurance carrier as your claim is processed. The communication process typically looks like this:
✔️ We review and forward your claim
⏱️ Estimated time: 24–48 hours from filing
Our team checks that everything’s in order before passing it on to your insurance carrier. You’ll get an email from us confirming we received your claim and have sent it to the carrier.
✔️ A licensed adjuster is assigned
⏱️ Estimated time: 24–48 hours from our confirmation
The carrier assigns a claims adjuster who will contact you directly via email to gather any additional information they need.
✔️ Your claim is evaluated
⏱️ Estimated time: 1–3 weeks+ from adjuster assignment
The adjuster will determine whether the incident is covered under your policy. In most cases, this takes a few weeks. However, depending on the complexity of the claim, it could take up to a few months. Your adjuster will keep you updated along the way.
✔️ A decision is made
⏱️ Estimated time: varies based on claim evaluation
You’ll receive a decision from the provider about whether your claim is approved and, if so, the payout amount covered.
What Your Adjuster May Need
As your insurance adjuster reviews the details of your claim, they may reach out for additional information. This is a normal part of the process — their goal is to understand exactly what happened and ensure your claim is handled fairly.
They might ask you for:
- An account of what happened, in your own words
- Photos showing the damage or loss
- A copy of any incident or police reports
- Names and contact details for anyone involved or injured
- Receipts for any stolen or damaged equipment or supplies
- The make and model of any stolen items
- Any other documents that support your claim
Your adjuster will be your main point of contact from now on. They’re the best person to contact if you have questions about your claim status, timeline, or payment details.
Pro Tip: Keep a copy of your claim and any related documents in one place. It’s helpful to have everything on hand in case you’re asked to resend anything.
Common Reasons Claims Can Be Delayed or Denied
Most claims go smoothly, especially when the right information is submitted early on. But to help you avoid surprises, here are a few reasons claims might be delayed or denied:
❌ The incident isn’t covered by your policy
For example, if you have a general liability policy, but the claim is for stolen equipment, it might not be covered.
❌ Information is missing or unclear
If key details or documentation are left out, like photos, a policy report, or receipts, the adjuster may not be able to move forward.
❌ The policyholder waited too long to file
Claims should be filed as soon as possible after an incident. Delays can create challenges in processing.
❌ The incident happened outside the policy period
Coverage only applies to events that occur while your policy is active.
❌ There’s evidence of misrepresentation or fraud
Providing inaccurate information — even by accident — can delay your claim.
Some other general reasons your claim may be denied are:
- Earthquake, floods, or other “acts of god”
- Fungus, rot, and bacteria
- Improper maintenance of equipment
- Loss due to governmental search and seizure
- Nuclear hazard
- Property is owned, not rented
- War action
One of the biggest frustrations is misunderstanding what your policy covers, so be sure to read your policy documents to learn what you are and are not covered for.
Not Sure What Your Policy Covers?
Coverage can vary depending on your business type, the policy you chose, and any add-ons. If you’re not sure whether your policy includes something, feel free to reach out before you file — we’re happy to help you review it.
All claim examples are based on internal knowledge and research. Every insurance policy has conditions, limitations, and exclusions, so read your policy carefully to ensure you understand what’s covered.
How to Help Prevent Future Claims
The aftermath of dealing with a claim can leave you on edge about a repeat incident. One of the best steps you can take is being proactive.
Unravel what caused the accident and what you can do to keep it from happening again with the following tips:
✅ Identify risks: Look for common hazards in your workspace or day-to-day operations
✅ Boost safety: Use tools like security systems, fire alarms, or first aid kits to minimize threats
✅ Stay on top of maintenance: Regularly check and maintain your equipment, property, and vehicles
✅ Review your policy: Make sure your coverage fits your business needs, and update it if things change
✅ Create a plan: Put together a basic risk management plan with preventive steps and what to do if something goes wrong
Questions? We’re Here for You!
We know dealing with a claim isn’t something you do every day, but we do. We’re here to help you through it with clarity and support.
Contact our team if you have any questions or need help filing your claim. You’ve already done the hard work of running your business — let us help take care of the rest!
FAQs About Filing a Claim
How Long Do I Have to File a Claim?
We recommend filing within 72 hours of the incident to avoid delays and help keep details accurate.
If you have a claims-made policy, your claim must be filed while the policy is still active. Occurrence policies allow claims to be filed after the policy ends, as long as the incident happened while the policy was active.
How Long Does it Take to Process My Claim?
Our team typically takes 24–48 hours to process your claim and send the information to the insurance carrier. From there, it can take an additional 2–3 business days to be assigned an adjuster who will handle your case.
Can I Track the Status of My Claim?
Yes! Once your adjuster is assigned, they’ll be your main point of contact and will keep you informed about next steps, timelines, and updates.
Who Can I Contact If I Need Help With My Claim?
If you’ve already filed and need help with your claim, you can contact your claims adjuster for help. Your adjuster will provide you with any next steps in the claims process and will be available for you to ask questions regarding your specific case.
If you haven’t filed yet or are having trouble locating information related to your claim, reach out to our support team at 844.520.6993 or info@insurancecanopy.com.
Please note that while our support team can help with policy questions, they aren’t involved in the approval or payment of claims and cannot speak to the insurance carrier on your behalf.
