Zap-Scan: Transforming HVAC Claims Through AI-Powered Image Analysis, Preventing Costly Errors

A Solution Brief by Zap Consulting

July 2025

In the fast-paced world of property insurance, adjusters are often required to evaluate HVAC systems under tight deadlines and with limited technical resources. This pressure, combined with the complexity of HVAC system specifications, frequently leads to one of the most common, and costly, mistakes in property claims: misidentifying the system’s SEER rating, tonnage, and manufacture date.

These metrics are essential for determining replacement cost and establishing accurate actual cash value (ACV) calculations. Yet, in thousands of claims each year, these details are either incorrectly assumed or reported, resulting in significant overpayments by carriers. Let’s assume a claim comes across an adjuster’s desk where there is no question that the loss is covered and the system clearly needs to be fully replaced. A contractor provides the insurance company with a quote to replace the system which appears to be in line because the scope of the loss dictates replacement. However, what was not accounted for was that the original system was a 16 SEER, but the replacement quote is for an 18 SEER and there is no code requirement to substantiate the upgrade. If the contractor’s estimate is approved, you could be looking at over $4,000 in indemnity leakage for just one claim.

This solution explores the root causes of these oversights and introduces a breakthrough AI-driven tool developed by Zap Consulting to eliminate HVAC guesswork to bring speed, precision, and consistency to HVAC system identification.

Executive Summary

In an industry where speed, accuracy, and transparency define client satisfaction, Zap

Consulting introduces Zap-Scan, a proprietary, patent-pending AI tool that revolutionizes

how HVAC systems are analyzed in property insurance claims. Built on over 15 years of specialized HVAC data research and expertise, Zap-Scan uses image recognition and machine learning to extract key system data, such as brand, model, serial number, tonnage, SEER rating, and refrigerant type - from a single photo of a unit’s data tag.

The Problem: Slow, Manual, and Error-Prone HVAC Claim Assessments

Insurance adjusters are often required to assess damaged HVAC systems without clear information on age, efficiency, or specifications. Traditional methods include:

• Paying for a lookup

• Searching manufacturer databases

• Relying on contractor opinions or estimates

• Inconsistent judgment on depreciation and like kind and quality replacement costs

These methods result in:

• Inconsistent results

• Long claim cycles

• Higher adjustment leakage

• Delayed settlements and increased re-inspections

The Solution: Zap-Scan

Zap-Scan eliminates guesswork by analyzing a single uploaded photo of a unit’s data tag. Within seconds, it returns structured data that includes:

• Brand and Manufacturer

• Model and Serial Number

• System Age

• Tonnage (BTU capacity)

• SEER Rating

• Refrigerant Type

Key Capabilities:

• AI vision model trained specifically on HVAC data tags

• Embedded serial decoder logic for all major brands (Trane, Carrier, Lennox, Goodman, etc.)

• Hybrid intelligence: AI + Zap Consulting proprietary rules for improved accuracy

• Instant results via web interface (Zap-Scan.com)

• No public access - exclusive to Zap Consulting clients

Use Case: A Faster, Smarter Claims Workflow

Before Zap-Scan:

1. Adjuster requests info from service provider

2. Adjuster obtains specs from a contractor or performs research for data specs often replying on manufacturer documentation manuals

With Zap-Scan:

1. Adjuster uploads a photo

2. System returns system accurate specs in seconds

This results in:

• Faster cycle times

• Improved accuracy of depreciation/ACV values

• Consistent data across claims

• Reduced field re-inspections

Why It Matters: Real Value for Carriers and Adjusters

Benefit	Impact
Speed	<10 seconds to decode HVAC system specs
Accuracy	99%+ precision on clear tag images
Consistency	Standardized outputs
Security	No personal data stored; SOC 2-compliant
Cost Savings	Fewer re-inspections and disputes

Competitive Advantage: Why Zap-Scan is Unmatched

While general image recognition tools are available in the marketplace, Zap-Scan stands apart due to:

• Domain-specific AI: Inference trained exclusively on HVAC data tags and years of Zap data

• Embedded decoding logic: Proprietary interpretation of serial number formats by brand

• Closed access: Only available to Zap Consulting clients (free of charge)

• Patent-pending architecture: First of its kind to combine photo AI with industry-validated claim logic

The Future of AI in Property Claims

Zap-Scan is the first step in a broader roadmap toward intelligent, end-to-end analysis automation. Future capabilities under development include:

• Multi-tag uploads for full-system assessments

• Integration with lightning strike and appliance lookup tools

• API access for insurance carriers and TPAs

• Embedded reporting modules for instant summaries

A Practical Path Forward

As with any emerging technology, artificial intelligence has sparked a wide range of perspectives, some optimistic, others more speculative. At Zap Consulting, our focus is firmly on practical, results-driven applications that support real needs in the field. Zap-Scan was developed to address a specific and persistent challenge in property insurance claims, using AI to streamline system identification and reduce costly errors. By hosting Zap-Scan on a dedicated website, we’re able to deliver a focused, user-friendly experience with added layers of security and control, ensuring data is handled with the care and integrity the industry expects.

Conclusion

Zap-Scan redefines what’s possible in property claims by bringing precision, speed, and consistency to HVAC system analysis. It reduces time and cost, while empowering adjusters with tools that make decisions smarter, not harder.

As AI reshapes the insurance industry, Zap-Scan is leading the way; built not to replace adjusters, but to make them faster, more accurate, and more trusted.

About Zap Consulting

Zap Consulting is the leading national provider of equipment and system assessments for insurance claims, specializing in HVACR, electronics, and appliance inspections. With 15+ years of experience and a client base of top-tier carriers, Zap is known for its commitment to speed, accuracy, and innovation.

Visit: zap-scan.com | zap-consulting.com