Insurance quote intake automation that turns scattered emails into complete submissions
For agencies where commercial new business stalls between the first email and a submission a market will look at. Dec pages, loss runs and schedules are read into ACORD fields, gaps are chased, and a producer reviews before anything reaches a carrier.
- ACORD 125, 126 and 140 fields filled from client documents
- Missing answers chased until the file is complete
- X-dates kept for the prospects you do not win this year
Where new business stalls
Data arrives in pieces
A prospect sends an old dec page, an equipment list in a spreadsheet and three loss runs. Someone types it into the AMS, then again into each carrier portal.
One blank field holds up the submission
Markets want years in business, subcontracted costs, construction type and protection class. Missing one answer means the file sits until someone chases it.
X-dates live in email
A prospect renewed elsewhere this year. The expiration date is buried in a thread, not your AMS, and next year nobody calls before it.
What our quote intake automation handles
It works across your inbox, web forms and AMS, reading and organizing what prospects send. Producers choose markets, coverages and what to submit.
Application reading
Dec pages, prior applications, loss runs and schedules are read into ACORD 125, 126 and 140 fields, with each value tied to the page it came from.
Gap check by market
Required answers for your target markets are checked, and the file shows which questions are still open for which carrier.
Missing info requests
Prospects get a short, approved list of exactly what is still needed, and their replies are read back into the file.
Rater and portal prep
Clean data is staged for EZLynx or your comparative rater and laid out in each carrier portal's question order for staff to enter.
X-date capture
Expiration dates for lost or not-ready prospects are written to the AMS with a follow-up set well ahead of the date.
Lead logging
Every web form, referral email and walk-in note becomes a prospect record with source, line of business and owner.
Feeds the rater and AMS you already use
EZLynx
Personal and small commercial data is staged for EZLynx. Its API access is vendor controlled, so some setups use a prepared upload instead.
Applied Epic and AMS360
Prospect and opportunity records are created through the partner access each vendor offers, or through a staff-reviewed import.
Carrier portals
Most carrier portals offer agents no API for new business, so data is laid out in each portal's order and staff enter it. No shared logins, no scraping.
Web forms and email
Leads from your site, email and referral partners all land in the same intake with the source recorded.
Prospect follow-up
Nurture prospects who are not ready yet, without losing the thread.
Remarketing at renewal
Existing accounts flagged for remarketing reuse the same intake.
Intake that respects who can quote
Producers choose markets and coverage
The automation organizes data. Recommending coverage, picking markets and answering coverage questions is licensed work under state producer licensing laws, which vary by state.
Applicant answers stay the applicant's
A material misstatement on an application can give a carrier grounds to rescind. Extracted answers are marked with their source, and anything inferred is sent to the client to confirm.
Follow-ups that honor consent
Email is the default. Text follow-ups go only to prospects with TCPA consent recorded, and every message is approved before it sends while the system earns trust.
FEINs and loss history stay with you
Applications carry nonpublic personal information like FEINs, driver's license numbers and claim histories. It stays in hosting your agency owns, scoped to the intake workflow.
“He got me 9 sales in my first 7 days of launching our campaign, which exceeded my expectations!”
Common questions
What is insurance quote intake automation?
Software that captures every quote request, reads the documents a prospect sends into application fields, chases what is missing and hands a producer a complete file to review.
Can it fill ACORD forms automatically?
It fills ACORD 125, 126 and 140 data fields from the client's documents, with source pages linked. A producer reviews and signs off before anything goes to a market.
Does it submit to carrier portals for us?
No. Carriers rarely offer agents a new business API, and portal terms often prohibit shared or automated logins. We prepare the data so entry takes minutes.
What about personal lines quotes?
Personal lines intake is simpler: drivers, vehicles, homes. It mostly feeds EZLynx or your comparative rater, and x-date capture tends to be the bigger win.
How does it handle poor scans of loss runs?
It reads what it can, scores its confidence on each value, and sends low-confidence fields like claim amounts or dates of loss to a CSR instead of guessing.
Can it tell us which market to send the risk to?
No. It can show which markets' required answers are complete. Choosing the market stays with the producer.
Turn more quote requests into submissions
Take the 2-minute AI audit to see where new business stalls at your agency.
- Pull 20 recent submissions
We look at what clients sent, what your team had to chase, and which markets declined or stalled for missing information.
- Build a field checklist per class
Contractors, habitational and trucking each get their own required-answer list, written with your commercial producers.
- Process the next 30 requests side by side
New requests are read in parallel with your team, and a CSR checks every extracted field before anyone uses it.
- Hand producers finished files
Once extraction holds, files reach producers complete. We update the checklists monthly as market appetite shifts.