Best CRM Software for Restoration Companies
Find the right customer relationship management tool for your water damage, fire, and mold restoration business
We compared the top CRM platforms for restoration contractors based on emergency dispatch, insurance claim tracking, multi-stage project management, and overall value. Whether you need 24/7 lead capture or Xactimate integration, this guide will help you choose.
Why Restoration Companies Need Specialized CRM Software
Running a restoration business in 2025 requires tools that handle the unique demands of emergency response and insurance claim management. When a homeowner calls at 2 AM with a burst pipe, you need a system that captures that lead instantly, dispatches your crew, and tracks the job through extraction, drying, demo, and rebuild—all while documenting everything for the insurance adjuster.
Generic CRMs like Salesforce or even standard field service platforms fall short for restoration contractors. They lack critical features like 24/7 emergency dispatch automation, insurance claim tracking, moisture mapping documentation, and multi-stage project workflows. That is why we have evaluated the top CRM platforms specifically designed for restoration businesses to help you find the perfect fit.
Key Features to Look For in a Restoration CRM
When evaluating CRM software for your restoration business, prioritize these essential capabilities:
- 24/7 Emergency Dispatch: Capture and respond to after-hours emergency calls with automated routing and instant technician notification.
- Insurance Claim Tracking: Document every detail for adjusters with photo/video evidence, moisture readings, and stage-by-stage progress reports.
- Multi-Stage Project Management: Track jobs through extraction, drying, demolition, and reconstruction phases with clear milestones.
- Xactimate Integration: Seamlessly sync with Xactimate for industry-standard estimates that insurance companies accept.
- Mobile Field Access: Empower technicians with mobile apps for real-time photo uploads, moisture readings, and job status updates.
Beyond these core features, modern restoration businesses also benefit from integrated marketing tools. The best platforms now combine CRM functionality with website builders optimized for emergency keywords, local SEO to rank for "water damage near me" searches, and automated lead follow-up to ensure you never lose a high-value insurance claim to a competitor.
Compare the Top Options
We've evaluated each platform based on features, pricing, ease of use, and suitability for Restoration businesses.
FlashCrafter
All-in-one website builder, CRM, and local SEO platform designed specifically for home service businesses. Get 24/7 emergency leads and automate insurance claim follow-up with AI-powered automation.
Starting at
$297/mo
Best For
Restoration contractors who want to dominate emergency leads and automate marketing without juggling multiple tools
Pros
- Website + CRM + 24/7 SEO in one platform eliminates tool sprawl
- AI-powered emergency lead capture and instant response
- Built-in local SEO with Google Ads and emergency keyword targeting
Cons
- Not insurance-specific like Xactimate (no estimating tools)
- Best suited for businesses ready to invest in growth marketing
Xactimate
Industry-standard insurance estimating software with built-in claim management. Essential for restoration contractors working with insurance companies and adjusters.
Starting at
$199+/mo
Best For
Restoration companies that primarily work with insurance claims and need industry-accepted estimating
Pros
- Industry-standard for insurance claim estimates
- Extensive pricing database updated regularly
- Direct integration with insurance carriers
Cons
- Steep learning curve for new users
- Expensive when combined with needed CRM tools
JobNimbus
Cloud-based project management and CRM designed for restoration and roofing contractors. Strong focus on job tracking, team collaboration, and photo documentation.
Starting at
$40+/mo
Best For
Growing restoration businesses looking for solid project management with photo documentation
Pros
- Affordable entry-level pricing for small teams
- Excellent photo documentation and job board features
- Good mobile app for field technicians
Cons
- Limited emergency dispatch automation
- No built-in website or SEO tools
Restoration Manager
Specialized restoration management software with focus on multi-stage project tracking (extraction, drying, demo, rebuild) and equipment inventory management.
Starting at
$250+/mo
Best For
Established restoration contractors focused on complex multi-stage projects and equipment tracking
Pros
- Purpose-built for restoration industry workflows
- Multi-stage project tracking (extraction → drying → rebuild)
- Equipment inventory and depreciation tracking
Cons
- Higher price point than general field service CRMs
- Dated user interface compared to modern platforms
ServiceTitan
Enterprise-grade field service management platform with comprehensive dispatching, scheduling, and business intelligence. Expanding into restoration market.
Starting at
$398+/mo
Best For
Large restoration franchises with 20+ technicians needing enterprise features
Pros
- Powerful dispatch and scheduling tools
- Advanced business intelligence and reporting
- Strong mobile app for technicians
Cons
- Very expensive for restoration businesses (per-tech pricing)
- Not restoration-specific (lacks industry workflows)
In-Depth Reviews
FlashCrafter: The 24/7 Lead Capture Machine
FlashCrafter takes a fundamentally different approach than traditional restoration CRMs. While tools like Xactimate and Restoration Manager focus on managing existing jobs, FlashCrafter focuses on ensuring you never miss an emergency lead in the first place—then provides the CRM tools to manage those jobs through completion.
Built on the powerful GoHighLevel platform, FlashCrafter combines a professional website optimized for emergency keywords like "water damage restoration near me," comprehensive CRM for claim tracking, and advanced local SEO tools to rank in Google Maps when homeowners search at 3 AM. This means you get the benefits of multiple expensive tools without the complexity of managing integrations.
For restoration contractors, the AI-powered emergency response is a game-changer. When a panicked homeowner fills out your contact form at midnight, FlashCrafter automatically responds within seconds, captures critical details (water source, affected area, urgency level), and can even dispatch your on-call crew. No more losing $10,000+ insurance claims to competitors who respond faster.
At $297 per month with no per-user fees, FlashCrafter delivers exceptional value for growing restoration companies. The 24/7 emergency website alone would cost thousands through an agency, and the local SEO tools can replace expensive marketing retainers. If your goal is to dominate emergency leads in your market, FlashCrafter is purpose-built for that mission.
Xactimate: Industry Standard Estimating (Not CRM)
Xactimate is the undisputed industry standard for insurance restoration estimates. Every adjuster knows and accepts Xactimate estimates, making it essential if you work with insurance companies. The pricing database is extensive and regularly updated with regional cost data.
However, it is important to understand what Xactimate is and is not. It is an estimating tool, not a comprehensive CRM. While it has basic claim tracking, you will still need a separate system for lead capture, customer communication, multi-stage project management, and marketing.
Starting at $199+ per month (often higher with required add-ons), Xactimate is a necessary cost for insurance-focused restoration contractors. But plan to budget for additional tools to handle CRM, emergency dispatch, and lead generation. Many restoration companies pair Xactimate with FlashCrafter or JobNimbus to get complete coverage.
JobNimbus: Solid Project Management for Small Teams
JobNimbus has earned popularity in the restoration industry through its intuitive job board interface and excellent photo documentation features. At $40+ per month starting price, it offers an affordable entry point for small restoration businesses.
The platform excels at team collaboration and visual project tracking. Technicians can easily upload before/after photos from the field, and the job board gives your office staff a clear view of what stage each project is in. The Xactimate integration is a nice touch for companies that need both tools.
Where JobNimbus falls short is in emergency lead capture and marketing automation. There is no built-in 24/7 emergency response system, no website builder, and no local SEO tools. You will need to handle marketing separately, which often means paying for multiple subscriptions or losing late-night leads to competitors with better systems.
Restoration Manager: Purpose-Built for Complex Projects
Restoration Manager (now part of Encircle) is built specifically for the restoration industry, and it shows in the depth of features for multi-stage project tracking. The software understands the workflow of extraction → drying → demolition → reconstruction and provides tools for each phase.
Equipment tracking is particularly strong—you can monitor which dehumidifiers and air movers are on which jobs, track depreciation, and ensure you are not leaving expensive gear on completed sites. The moisture mapping and IICRC-compliant documentation templates help you create professional reports for insurance adjusters.
The challenges are cost and dated interface. At $250+ per month, Restoration Manager is priced for established contractors. The user experience feels older compared to modern cloud platforms, and there is a training investment required for your team. Like Xactimate, it also lacks marketing and lead generation features, so you will need separate tools to capture emergency leads.
ServiceTitan: Enterprise Overkill for Most Restoration Companies
ServiceTitan is an enterprise-grade field service platform that is expanding into the restoration market. The dispatch and scheduling tools are powerful, and the business intelligence reporting is best-in-class for large operations with complex analytics needs.
However, for most restoration contractors, ServiceTitan is significant overkill. At $398+ per month plus per-technician fees, costs quickly escalate. The platform was designed for HVAC and plumbing companies, not restoration workflows, so critical features like insurance claim tracking and Xactimate integration are missing or require custom development.
Unless you are running a large restoration franchise with 20+ technicians and need enterprise reporting, ServiceTitan is likely too expensive and complex. The implementation process takes months and requires significant training investment. Smaller, restoration-specific platforms will serve you better at a fraction of the cost.
Feature Comparison
See how each platform stacks up across key features.
| Feature | RecommendedFlashCrafter | Xactimate | JobNimbus | Restoration Manager | ServiceTitan |
|---|---|---|---|---|---|
24/7 Emergency Dispatch After-hours call routing and instant emergency response | Manual | Manual | |||
Insurance Claim Tracking Track claim status, documentation, and adjuster communications | Basic | ||||
Xactimate Integration Direct integration with Xactimate estimating software | Native | ||||
Photo/Video Documentation Capture and organize job site photos and videos | Basic | ||||
Multi-Stage Project Tracking Track jobs through extraction → drying → demo → rebuild | Basic | ||||
Equipment Tracking Monitor dehumidifiers, air movers, and restoration equipment | Add-on | Basic | |||
Website Builder Built-in professional website creation for emergency leads | |||||
Local SEO Tools Google Business Profile and emergency keyword optimization | |||||
AI Emergency Response Automated AI-powered emergency call and text response | Add-on | ||||
Mobile App Field technician mobile application | |||||
QuickBooks Integration Sync with QuickBooks accounting | |||||
Before/After Galleries Showcase restoration results for marketing | Manual | Basic | |||
Emergency Lead Capture 24/7 lead forms with instant auto-response | Basic | Basic | |||
No Per-User Fees Unlimited users without extra charges |
Pricing Breakdown
Understanding the true cost of restoration CRM software requires looking beyond the base price. Here is what you can expect to pay.
Entry Level ($40-199/mo)
JobNimbus and Xactimate basic plans work for small teams but may require additional marketing tools for complete emergency lead capture.
Mid-Range ($250-297/mo)
Restoration Manager and FlashCrafter offer comprehensive features. FlashCrafter includes 24/7 website and emergency SEO tools Restoration Manager lacks.
Enterprise ($400+/mo)
ServiceTitan delivers maximum features but costs escalate with per-user pricing and lacks restoration-specific workflows like insurance claim tracking.
Best Value for Lead Generation
FlashCrafter at $297/mo includes 24/7 emergency website, CRM, and local SEO tools that would cost $800-1500+ separately with traditional agencies.
FlashCrafter is the best CRM for restoration companies that want to dominate emergency leads
Explore More Restoration Marketing Resources
Related RESTORATION Resources
Restoration Website Cost
Transparent pricing for professional restoration websites - $50/month complete package
Restoration Website Design
Professional restoration websites built with AI - mobile-optimized and conversion-focused
Restoration CRM Integration
HighLevel CRM included - automate 24/7 emergency response, track insurance claims, and never lose a job to slow follow-up
Restoration Marketing Services
Complete restoration marketing system - SEO, Google Ads, and emergency lead generation
Frequently Asked Questions
Do I need both FlashCrafter and Xactimate?
It depends on your business model. If you primarily work with insurance claims, you will likely need Xactimate for industry-standard estimates that adjusters accept. FlashCrafter handles everything else: 24/7 emergency lead capture, CRM, project tracking, and marketing. Many restoration contractors use both—Xactimate for estimates and FlashCrafter for leads and customer management.
How does FlashCrafter handle after-hours emergency calls?
FlashCrafter provides a 24/7 emergency contact form on your website with AI-powered instant response. When a homeowner submits a request at 2 AM, they receive an immediate acknowledgment, your AI assistant captures critical details (water source, affected area, contact info), and the system can automatically text/call your on-call technician. You never miss a high-value emergency lead again.
Can I migrate my existing customer data to a new CRM?
Yes, most CRM platforms offer data import tools or migration assistance. FlashCrafter provides white-glove migration support to help you transfer customer records, insurance claim data, project history, and before/after photos from your existing system with zero downtime.
What integrations are essential for restoration businesses?
Critical integrations include Xactimate (for insurance estimates), QuickBooks or accounting software (for job costing and invoicing), and moisture meter apps (for documentation). Marketing integrations for Google Business Profile, emergency SMS alerts, and before/after photo galleries are increasingly important for generating consistent leads beyond insurance referrals.
Ready to Dominate Emergency Restoration Leads?
Join restoration contractors who have transformed their lead generation with FlashCrafter. Get a 24/7 emergency website, AI-powered instant response, and local SEO that ranks you #1 for water damage searches.