For insurance agencies · COI automation

Insurance agency automation: certificates, policy checks and carrier paperwork, handled. Your team approves.

The system pulls, fills and compares. A licensed person on your team approves every result in one click before it reaches a client or a holder. Every approval is logged.

Start the audit Get the checklist

From $2,500, priced to your agency, credited against the build. You keep the process map either way.

*Typical for one well-scoped workflow. Some take longer.

01 Request in Mail slot, conveyor
02 Pull the policy Binder arm, rack, lectern
03 Fill the certificate Pantograph, comparator
04 Human gate Stop bar, lever
05 Issue and file Seal, SENT tray, AMS slot

Example run on synthetic documents. Holder and policy numbers are made up; nothing is uploaded or stored.

Every Client-facing document passes a person
Logged Who approved what, when, with the source
60 days* First workflow in production
Yours The code and the data

The work

Where the service team’s week goes.

Three piles. None of them needs a licensed person to do the typing.

Certificate requests

10 to 20 min each, by hand

Holder email in, limits and endorsements copied from the policy, issued, filed.

Spikes at renewal and every new job site
Policy checks

20 to 40 min each, by hand

Issued policy against the binder: limits, deductibles, named insureds, forms.

Done by eye, if there is time
Carrier paperwork

3 to 8 min each, by hand

Downloads, endorsements, cancellations, matched to the policy and attached in the AMS.

The pile that grows when the team is busy

Minutes per item are assumptions, not measurements. The audit measures yours.

The approval step

The system proposes. Your licensed staff approve.

Nothing reaches a client, a holder or a carrier until a person on your team has seen it.

01 Request in
02 Pull the policy
03 Fill or compare
04 A person approves
05 Issue and file

Approver screen · example Held for a person

COI request · Holder: Harbor Point GC

1 difference. Endorsement on the draft is not on the policy.

Coverage decisions and client advice stay with licensed staff. The system never makes them.

Systems

Inside the AMS you already run.

Through the vendor API where there is one. Through the screen where there is not.

Vertafore AMS360 Policies, documents, activities
Applied Epic Policies, attachments, activities
HawkSoft Clients, policies, documents
EZLynx Policies, certificates, notes
QQCatalyst Accounts, policies, documents

Your approval gate One click to approve

Carrier portals API where it exists, screen where it does not, monitored

Compliance and audit trail

Built for the audit you hope never comes.

The controls are part of the build, written into the scope for your counsel to read.

Example log · COI-2231 Synthetic example

Day 0 your counsel Data agreement signed · retention rules set

C-06 In writing Data agreement before the first document
09:14 system Request received · COI-2231 · policy read from your AMS

C-05 Yours Data stays in your AMS. Nothing trains anything
09:14 system Draft on holder template · compared to policy forms

C-02 Stored Source pages kept with the output
09:15 system Held. 1 difference: waiver endorsement not on policy

C-01 Logged Who, when, what was seen, what was decided
09:21 J. Okafor, licensed Amended: waiver removed · source pages attached

C-03 Role-based Only licensed staff approve
09:22 J. Okafor, licensed Approved · sent to holder · filed to AMS activity

C-04 Retained To your state’s rules, with your counsel

Names and numbers are made up. Only licensed staff approve; the log keeps the source pages with every entry.

Free checklist

Twenty-eight questions. Find the first workflow worth automating.

Tick what is true today. Every blank box is a place to look, with us or without us.

1 Certificates of insurance 6 questions
2 Policy checks 6 questions
3 Carrier paperwork 6 questions
4 Compliance and audit trail 5 questions
5 Where a human stays in the loop 5 questions

Schedule

Audit from two weeks. First workflow live in about sixty days.

Same schedule every time, one workflow start to finish.

Day 1-2 Kickoff We sit with the service team.
Day 3-6 Map Every route a request takes.
Day 7-9 Measure Volumes, handling time, rework.
Day 10-12 Design Where the gate goes, who approves.
Day 13-14 Readout Map, exceptions, written quote.
Day 15-60+ Build First workflow live behind the gate.

Typical for one well-scoped workflow. Several AMS instances or unusual carrier portals take longer, and we say so in writing. The audit fee is credited against the build.

The offer

Start with the audit.

Fixed fee, fixed length, a written answer at the end.

Work order · SA-01 Priced to your scope

Processes in scopeEach one is mapped on its own.

People who do the work Roughly. It moves the price a little.

5 people

Systems it touchesERP, inbox, portal, spreadsheet, bank site.

Sites that run it differentlyBranches, entities or teams with their own way.

Regulated dataPick any that apply.

Count each agency management system and carrier portal as a system.

Book now

$2,500

Regular price $3,125

Launch offer: 20% off when you book by Dec 31, 2026. Your quote is held for 48 hours.

Work order: SA-01 Starter
Duration: 2 weeks
Credited in full: $2,500

SA-01 Starter $2,500
SA-02 Team $3,000 to $6,000
SA-03 Department $6,500 to $12,000
SA-04 Division $13,000 to $20,000

What you hold at the readout

Process map Every handoff and exception, timed.
Control design Who approves what, what is logged, in writing.
Scoped build and quote Scope, timeline, price.
An honest verdict If it should stay manual for now, we say so.

Pay in two halves Two halves open from $7,500.

The work order lists what you entered. If the work turns out bigger, we tell you at kickoff and you choose: we stick to what you entered, or we quote the difference before doing it.

Skip the call

Start the audit now.

Pay the audit price and we start. No discovery call, no proposal round.

01 Pay your audit price By card or US bank account, through Stripe.
02 An engineer reads your brief You hear from them within one business day.
03 Kickoff within 2 business days Then the weeks on your work order to the process map and a written quote.

Credited in full: $2,500 against a build signed within 90 days of the readout.

SA-01 2 weeks $2,500

Regular price $3,125. Launch offer: 20% off when you book by Dec 31, 2026. Your quote is held for 48 hours.

Questions

What agency owners ask first.

Something missing? Write to [email protected].

Is this compliant for a licensed agency?

The system never makes a coverage decision and never sends a client-facing document on its own. Licensed staff approve every output and the log shows who approved what. Your counsel decides what your state and carriers require; we build to that.

Can it make a mistake on a certificate?

It can draft one wrong. That is why a person approves every one with the policy pages beside it and the differences highlighted, before it is issued.

Where do our policy documents and client data go?

They stay in your AMS and your storage. Processing runs in infrastructure you own or that is dedicated to you, under a written data agreement. Nothing trains anything.

Does it work with our AMS?

AMS360, Applied Epic, HawkSoft, EZLynx and QQCatalyst are the common ones. The audit confirms the path for yours, API or screen.

What about carrier portals with no API?

Through the screen, monitored, with alerts that name what broke when a carrier changes a page.

Will our E&O carrier have questions?

Probably. A person approves, everything is logged, nothing is sent automatically. We write that up for them.

Who owns the system and the data?

You do: code, infrastructure, documentation, runbook. We can run it for you if you prefer.

Insurance agency automation: certificates, policy checks and carrier paperwork, handled. Your team approves.

Where the service team’s week goes.

Certificate requests

Policy checks

Carrier paperwork