What to Know Before You Upload

Every document you upload becomes part of your claim workspace. Co-Pilot reads these files to answer your questions, generate reports, and draft communications. The more complete your file, the better Co-Pilot performs.

There are two places to upload in Brelly, depending on what you're working with:

Files — for policies, inspection reports, carrier letters, photos, engineer reports, and any other claim document
Financials > Estimates — specifically for estimate documents (Xactimate PDFs, contractor scopes, carrier estimates). This triggers automatic line-item extraction.

If you're uploading an estimate, use the Financials path. For everything else, use Files.

Supported File Types

Files section: PDF, DOC, and DOCX

If you have content in another format — emails, text messages, screenshots, spreadsheets — you can either convert to PDF using your device's print-to-PDF function, or paste the content into Notes (see below).

Estimate imports (Financials > Estimates): PDF only

Xactimate exports, carrier estimate PDFs, and contractor scope PDFs all work. The estimate must be a PDF for Brelly's extraction engine to read the line items.

Uploading General Documents to Files

Inside your claim:

Click Files in the left sidebar.
Click Upload.
Drag and drop your files onto the upload area, or click to browse your computer. You can select multiple files at once.
Your files appear in a list — remove any you don't want before confirming.
Click Upload Files.

Your documents are processed and available to Co-Pilot within seconds.

On mobile: You can capture photos directly from your camera or select images from your photo library.

Add from Library: If you've previously uploaded a file to your organization, you can reuse it without uploading again.

Organizing Your Files

Folders keep your workspace clean and help Co-Pilot understand what each document is.

Common folders for insurance claims:

Carrier Letters
Contractor Estimates
Adjuster Reports
Engineer Reports
Policy Documents
Photos / Inspection

You can create, rename, or reorganize folders at any time.

Naming your files clearly matters. Co-Pilot references files by name. Instead of "scan_001.pdf," use names like:

"Carrier Denial Letter 01-12-24"
"Contractor Estimate Roof 03-05-24"
"ABC Engineering Report 02-28-24"
"State Farm Policy Dec of Loss"

Importing Estimates (Financials Section)

When you upload an estimate through the Financials section, Brelly's AI reads the document and extracts every line item — descriptions, quantities, unit costs, totals, and categories — automatically. This powers the Reconcile tab for side-by-side comparison.

Click Financials in the left sidebar.
Go to the Estimates tab.
Click Import Estimate.
Upload your estimate PDF.
The Estimate Name defaults to your file name — edit it if you want something clearer (e.g., "Carrier Initial Estimate" or "PA Supplement #2").
Set the Source:

- Policyholder — your estimate or your contractor's scope

- Insurance Company — the carrier's estimate

If this is a supplemental estimate, toggle the supplemental option and select the parent estimate it supplements.

Brelly AI begins extracting line items immediately. This takes 1–5 minutes depending on the size of the estimate. You'll see a progress card showing how many line items have been identified so far.

You can navigate to other parts of your claim while extraction runs. Keep Brelly open in your browser.

Reviewing Extracted Line Items

After extraction completes, verify the results. AI extraction is accurate on most estimates, but complex PDFs can cause errors.

Quick verification:

Go to Financials > Estimates and open your estimate.
Compare the grand total Brelly extracted against the total on your original document.
If the totals match, the extraction was accurate.
If they don't match, check each category total to find where the discrepancy is.

Common extraction issues to look for:

Duplicate line items — the same item pulled twice
"Uncategorized" items — line items that didn't get assigned to the right room or trade category
Missing tax, depreciation, or O&P — summary-level values sometimes get missed
Material sales tax — may appear as a separate line or get folded into individual items

Unverified items are marked with an orange tag so they're easy to spot. Click any line item to edit its description, quantity, cost, or category assignment. You can also bulk-approve items using the checkbox and action bar.

Rule of thumb: If the extracted grand total is within a few dollars of your document's total, the extraction is solid. If it's off by more than that, check categories one by one — the difference is usually in one or two sections.

Adding Notes for Context That Isn't in a Document

Notes let you add information that doesn't exist in a PDF — email excerpts, text messages, phone call summaries, observations, or anything you want Co-Pilot to know about.

Inside your claim, go to Notes and create a new note. Paste or type whatever context is relevant.

Co-Pilot reads Notes the same way it reads uploaded documents. This is useful for:

Email or text conversations with the adjuster
Phone call notes ("Adjuster said re-inspection scheduled for Wednesday")
Context about documents you haven't received yet ("Waiting on revised contractor estimate — carrier requested by Friday")
Your own observations about the claim ("Moisture readings from 02/15 show elevated levels in master bath — carrier's engineer didn't test this area")

You can also add context through Conversations. Go to Conversations in the sidebar to log communication history. Co-Pilot reads these too.

What to Upload as Your Claim Progresses

Upload new documents whenever you receive:

Carrier responses, denials, or approval letters
Revised or supplemental estimates
Engineer reports or rebuttals
Payment letters or checks
Inspection reports or photos
Appraisal or umpire decisions
Policy endorsements or declarations pages

Co-Pilot incorporates new information immediately. If you've already run a comparison or report, you can ask Co-Pilot to update its analysis with the new documents.

Asking Co-Pilot to Work With Your Documents

Once your documents and notes are in place, Co-Pilot can do real work with them. Be specific about what you need and reference your files by name.

Strong prompts for document analysis:

"Compare the carrier's Xactimate to my contractor's scope and list every line item they reduced or removed, with the dollar difference for each"
"Summarize the key findings in the ABC Engineering report and flag anything that contradicts the carrier's denial"
"What does my policy say about matching undamaged siding? Is the carrier required to match?"
"Draft a supplement request to the adjuster for the denied interior water damage items, citing the moisture readings from the inspection report"
"Use the engineer report and my notes to draft a rebuttal letter"

Prompts to avoid (too vague for useful results):

"Help me with this estimate" → instead, tell Co-Pilot exactly what you want to know
"What should I do?" → instead, describe where your claim is stuck and what you need to decide
"Summarize my documents" → instead, ask for a summary of a specific document or topic

Role-Based Tips

Public Adjusters:

Organized documents and clear notes directly improve your strategy reports, rebuttals, and supplement letters. Upload carrier correspondence as soon as you receive it — the faster Co-Pilot has the full picture, the stronger your analysis.

Contractors:

Keep your documentation clean for UPPA compliance. Upload your scope, the carrier's estimate, and any inspection photos. Use Co-Pilot's Compare Two Estimates tool to identify discrepancies without crossing into coverage discussions.

Policyholders:

Upload everything you receive from your insurance company — even if you don't fully understand it yet. Co-Pilot can explain what each document means and what your next steps should be.

Attorneys:

Clean, well-organized claim files strengthen exhibits and demand preparation. Use Notes to add legal context that informs Co-Pilot's analysis and letter drafting.