Insurance document automation for COIs, carrier mail and policy checking
For agencies where CSRs spend the morning issuing ACORD 25 certificates and attaching carrier PDFs. Every request is checked against the policy and its endorsements, and a person issues it.
- COI requests checked against the forms on the policy
- Carrier PDFs attached and diaried in the AMS
- Issued policies compared to what was bound
Paperwork that carries real liability
Certificates promise what the policy does not
A general contractor wants additional insured, primary and noncontributory, and waiver of subrogation. If the policy lacks those endorsements, a certificate that lists them invites an E&O claim.
Cancellation notices sit in a shared inbox
Nonpayment notices, audit requests and endorsement confirmations wait until someone has time, and the one with a cancel date gets missed.
Holder lists rot
The same holder is saved four ways, old project certificates keep getting reissued, and nobody knows who needs a new certificate when the policy renews.
What our insurance document automation handles
Built on the major model APIs and wired to your AMS. It reads, compares and prepares. A CSR issues certificates and submits changes to the carrier.
COI request review
Each request is read for holder, project, AI, primary and noncontributory and waiver wording, then compared to the endorsements on file. Matches are prepared; gaps go to a CSR with the missing form named.
Carrier mail filing
Notices, endorsements, audit letters and renewal offers are classified, matched by policy number, attached, and given an activity with the right follow-up date.
Cancellation notice alerts
Notices of cancellation for nonpayment jump the queue with the cancel date shown, so a CSR can reach the client before coverage lapses.
Change request packaging
A client asks to add a vehicle or a location. The request becomes the carrier's change format with details checked, waiting for a CSR to submit.
Holder record cleanup
Duplicate certificate holders are matched in a review list, and each renewing policy produces the list of holders who need an updated certificate.
Policy checking
New policies are compared to the binder and quote, and differences in limits, deductibles, forms schedule or named insured are flagged for staff.
Fits where your documents already live
Applied Epic attachments
Documents and activities land on the right Epic policy through the API access Applied offers approved integrations.
AMS360 and HawkSoft
AMS360 through Vertafore's developer access where your agency has it, and HawkSoft through its partner API, which supports log notes.
Certificates issued in the AMS
Most agency systems issue the ACORD 25 themselves. We prepare the data and a CSR issues from the AMS, so certificate history stays in one place.
IVANS download
Download keeps feeding policy data for the carriers that support it. We cover the emailed PDFs and portal-only carriers it misses.
COI and filing agents
Agents that run these checks the moment a request lands.
Agency bill statements
Carrier statements and vendor invoices read into structured data.
Built for the certificate on a construction job
A certificate is not coverage
The ACORD 25 itself states it confers no rights on the holder and does not amend the policy. That is why we check endorsements, not just certificate fields.
Nonstandard wording goes to licensed staff
Many states have certificate of insurance laws limiting what a certificate can say, and they differ by state. Unusual wording requests are routed to a licensed person, never auto-filled.
Every document leaves a trail
Each attachment, activity and prepared certificate is logged with the source email, so you can show what was received and when.
Policy files stay in your accounts
Dec pages and applications hold nonpublic personal information under GLBA. They stay in hosting and model accounts your agency owns, with no training on your data.
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Common questions
What is insurance document automation?
Software that reads the documents moving through an agency, such as certificate requests, carrier notices and new policies, matches them to the right client and policy, and prepares the next step for staff.
Will it issue certificates on its own?
Not by default. Every certificate is prepared for a CSR to issue. Repeat holders with standard wording can later move to one-click approval if you choose.
How does it know if a policy includes additional insured?
It reads the policy's forms schedule and your notes on blanket endorsements. If a request asks for AI and the form is not there, the request goes to a CSR with that gap stated.
Can it read scanned or faxed carrier documents?
Yes. Image PDFs are read, and anything below a confidence threshold, like a policy number that matches nothing in the AMS, is routed for review.
Does it touch documents that came in through download?
Downloaded documents can still get activities and follow-up dates. Emailed PDFs that download never sees are matched and attached.
Can it check new policies against what we bound?
Yes. Limits, deductibles, forms and named insured on the issued policy are compared to the binder and quote, and differences go to staff to raise with the carrier.
Get your CSRs out of the certificate queue
Take the 2-minute AI audit to see which document workflow your agency should hand off first.
- Count a month of COI requests
We tally where requests come from, how many need special wording, and how often the policy lacks the endorsement being asked for.
- Catalog your endorsement forms
We record which policies carry blanket AI, ISO CG 20 10 or CG 20 37, and waiver forms, so comparisons run against real forms instead of memory.
- CSR signs off on every certificate
For the first weeks, every prepared certificate and filed document waits for a CSR to accept or fix it.
- Release the clean categories
Repeat holders on standard wording can move to one-click issue once accuracy holds. Exceptions and carrier layout changes get a monthly review.