Malama Restoration: Balancing Xactimate Estimating Support with Digital Field Documentation & Multi-Party Condo Collections

01 · The "Before" Reality

Growth Outpacing Manual Processes

Focusing Malama Restoration on commercial and high-rise residential water and mold mitigation in Honolulu, Erin Ah Sue was leading a growing team across dozens of active mitigation files. Because Oahu condo losses require coordinating across unit owners, HOA boards, property managers, and mainland insurance carriers whose mailed checks can take weeks in transit, Erin wanted standardized digital field documentation and a dedicated collections engine.

02 · Single Constraint Diagnosis

Primary Constraint Locked In

Multi-Party High-Rise Condo Receivables & Mainland Carrier Payment Velocity: accelerating insurance and HOA payment timelines across Honolulu high-rise water mitigation projects (which involve unit owners, HOA master policies, property managers, and mainland carrier check routing) while standardizing digital field forms and supporting Xactimate estimating.

Balance Operations Manager Mayron Betancur's weekly calendar between Xactimate estimating support and building the Pre-Mitigation Digital Documentation and Multi-Party Condo Collections Engine so mainland carriers remit via ACH or wire and files move rapidly from dry-out to payout.

03 · What Was Built in the Sprints

Specificity, Workflows & Playbooks

Structured Operations Manager Mayron Betancur's weekly schedule on Day 1 to dedicate focused blocks to Xactimate estimating support alongside core systems architecture: mapping Malama Restoration's Collections, Sales, and Field Documentation Workflows, building Digital Field Forms for the mitigation team, and establishing proactive ACH and wire follow-up with mainland carriers.

04 · System Rollout & Team Adoption

How the Playbooks Locked In Across the Team

At kickoff, Erin and the Edge team structured Mayron's weekly allocation so he provides immediate Xactimate estimating relief for the estimating lead each week while dedicating his core operational blocks to rolling out Digital Field Forms with the mitigation manager and running the HOA and mainland carrier collections tracker.