Submission intake that clears, triages and completes the file before an underwriter opens it.
Bluegrass builds submission intake systems for MGAs, wholesalers and carriers. Each broker submission is read into structured data, cleared and checked against appetite, so underwriters spend their time on risks they can write.
Speed to quote matters in competitive placements, yet the first hours are usually lost to email triage and re-keying before an underwriter reads a word about the risk.
What submission intake involves today
Submissions arrive as emails with a dozen attachments, from ACORD forms to loss runs. Intake staff check for prior submissions, key the data into the policy administration system and route it to an underwriter, who may find the file incomplete.
The cost appears as slow responses to brokers, underwriters doing data entry and good risks quoted late because they sat in a queue behind ones the business would never write.
How automated submission intake works
- 01
Read the email and attachments
Every attachment is classified and read, including scanned ACORD forms, spreadsheets of locations and values and loss runs from other carriers.
- 02
Clear the submission
The insured is checked against existing submissions and policies, so duplicates and broker conflicts are caught before anyone spends time on them.
- 03
Check appetite
The risk is compared with your appetite and underwriting guidelines (class, territory, limits, values and loss history) and then prioritized or declined according to rules your underwriters set.
- 04
Complete the file
Missing information is identified and a request to the broker is drafted, so the underwriter receives either a complete file or a precise list of what is outstanding.
- 05
Load and route
Clean data is loaded into your policy administration system or workbench, and the submission is routed to the right underwriter or team.
Where people stay in the loop
Declinations and appetite decisions stay with underwriters until the rules behind them have been measured against their own decisions. Until then the system prepares and recommends, which is how underwriters come to trust it.
The systems it works with
Intake connects to the submission inbox, your policy administration system or underwriting workbench and your clearance data, and it writes structured data rather than more PDFs.
When to build it, and when to buy it
Submission intake has attracted many vendors, including the large policy administration platforms, and if your platform has a capable built-in option, you should evaluate it first.
A custom build is better when a generic product would flatten the appetite and guidelines that set you apart, when your programs use their own formats or when you want to own the extracted data and the models behind it.
We hold no reseller agreements, partner quotas or revenue share with any vendor, so a recommendation to buy is made on its merits.
What this work costs you today
A quick way to put a number on the problem before talking to anyone, using your own figures rather than ours.
Enter your volume and the minutes each one takes to see what the work costs in a year.
The numbers stay in your browser and are not stored or sent anywhere. Bring the figure to the first call, since it is the baseline any system should be measured against.
Questions about submission intake and clearance
- Can it handle submissions that arrive as scans or spreadsheets?
- Real submissions are mostly attachments in mixed formats, so the evaluation is run on a sample of your own inbox rather than on clean examples.
- How does clearance work?
- The insured's name, address and broker are matched against your existing submissions and policies by your team's own rules, and possible conflicts are held for a person to decide.
- Does it make underwriting decisions?
- It prepares and recommends, and binding authority stays with your underwriters. If you let it decline clearly out-of-appetite risks automatically, that rule is measured first and can be switched off at any time.
Related systems
A senior team that has done this before
We are a small, entirely senior team with fifty years of combined AI engineering, multiple granted patents and Y Combinator founders, from Yale, MIT, McKinsey, Goldman Sachs, Microsoft and Vista Equity Partners. The people who scope your work are the people who write the code.
Selected work
We built the AI transformation roadmap for a top-50 P&C brokerage, and it is saving the firm millions of dollars in vendor fees it did not need to pay.
Clients include some of the largest banks, RIAs, fintechs and AI labs, as well as a top-3 P&C carrier, a top-10 P&C brokerage, a top-5 trucking brokerage, a leading specialty MGA and a leading trucking MGA.
We run only 3 to 5 engagements at a time, so that every client works directly with the senior team.
About the team- Dozens
- of insurance companies, RIAs, banks and fintechs we have worked with
- 50 yrs
- combined AI engineering experience
- 10+ Patents
- granted to members of the team
- 100%
- of the IP we build is assigned to you
Find out whether this is worth building for your business.
A 30-minute call with an engineer usually shows whether this is worth building. Within a week you will have a free written point of view, including whether a packaged product would serve you better.