Concept buildA worked example of how we would build this for a typical business. Not client work: no client, no client data, no achieved results.
Workflow Automation
Concept buildA concept build for an independent insurance agency in the US, the broker between its policyholders and several carriers, that receives first notices of loss by email and web form with photos and documents attached. Intake reads each claim into a structured record, checks it against a completeness checklist for that line of business, asks the policyholder for anything missing right away, and queues complete files for an adjuster. The AI never decides coverage.
The brief
A typical independent agency handles claims for auto, home and small-commercial policies across several carriers. First notices arrive as emails with phone photos, PDFs of police reports and forms filled in halfway. An account manager reads each one, works out what is missing, emails the policyholder, waits, and only then sends a complete file on to the carrier or adjuster. Days disappear in that back-and-forth, policyholders feel ignored at a stressful moment, and urgent claims look like routine ones until someone reads them.
Explainer
Explainer · 7 slides · about 46 s
Concept buildConcept build: Claim Intake Triage for an Insurance Broker
Concept build, explained in 7 slides: a concept build for an independent insurance agency in the US, the broker between its policyholders and several carriers.
Slide 1 of 7
01 · Workflow automation
Claim Intake Triage for an Insurance Broker
Concept build: Claim Intake Triage for an Insurance Broker.
02 · The problem
What a typical independent insurance agency is up against
A typical independent agency handles claims for auto, home and small-commercial policies across several carriers.
03 · The approach
How we would build it, in 5 steps
We would build it in 5 steps, from checklists for each line of business to export to the agency management system.
04 · Architecture
How the pieces connect
How the parts connect, from the first input to the person who reviews the result.
05 · Demo · sample run
A homeowners claim with a missing document
A sample run, step by step, including where a person steps in.
06 · Typical targets
What we would measure it against
Typical targets, each with the basis it would be measured against.
07 · Next step
Scope a build like this for your business
Book a strategy call to scope a build like this.
Architecture
Architecture of the Claim Intake Triage for an Insurance Broker concept: Email + web form → Extraction model (claim + files); Extraction model → Completeness rules (claim record); Line checklists → Completeness rules (required items); Completeness rules → Policyholder email (missing items); Completeness rules → Adjuster queue (complete file); Completeness rules → Agency mgmt system (claim + documents).
Diagram with 7 parts: Email + web form (source), Line checklists (source), Completeness rules (processing), Policyholder email (processing), Extraction model (model), Adjuster queue (human), Agency mgmt system (system of record).
Connections:
Sample run
Claim email with photos arrivesRoutine
Water damage reported, with four photos and a partly completed form.
Claim record extractedRoutine
Policy number, date of loss and description read; photos classified.
Checklist: plumber invoice missingNeeds care
The homeowners checklist needs it, so the file is marked incomplete.
Request sent to the policyholderRoutine
A plain-language email names the missing item and how to send it.
Reply arrives, checklist passesRoutine
The invoice joins the same record and the file is complete.
Adjuster queueA person takes over
Summary plus originals; the adjuster decides coverage.
Build plan
With the agency’s account managers we write down what a complete first notice looks like for each line, such as auto, homeowners and commercial property, down to the documents and fields each carrier asks for. Those checklists, not the model, define completeness, and the agency can edit them without a code change.
Each submission is read into a claim record: policy number, insured, date and place of loss, description and the parties involved. Attachments are classified as damage photo, police report, estimate or ID, and photo metadata such as the capture date is recorded. The model reports what it reads; it never estimates damage, liability or value.
The record is compared with the checklist. Anything missing triggers a plain-language request to the policyholder within minutes, listing exactly what to send and how. Replies attach to the same claim record, and the checklist re-runs automatically when they arrive.
Complete files go to the adjuster or account-manager queue with a one-page summary and every original attached. Rules flag urgency, such as an injury, a home that cannot be lived in or a likely total loss, so those files are read first. Coverage, liability and payment decisions stay entirely with licensed people and the carrier.
Each claim and its documents export to the agency management system, so the record of truth stays where the agency already works. Access is limited to the claims team, attachments sit in least-privilege storage, and every automated step is logged for review.
Typical targets
Typical target
Missing-information requests sent at intake, not days later
Basis: Design property: the completeness checklist runs automatically at first notice
Typical target
Complete files reach the adjuster queue the same business day
Basis: Intake-to-queue time for complete files, measured during the pilot against the current baseline
Typical target
Urgent claims read first
Basis: Design property: rule-based priority flags for injury, habitability and total-loss signals
Typical target
No coverage, liability or payment decision made by the AI
Basis: Design property: those fields are absent from the model’s output and are set only by people
Your project
Your current process timed and written down step by step, so every target has a starting point you agree with.
Each connection gets its own least-privilege key in your accounts, with rotation and revocation documented.
Retries with backoff, a dead-letter list and an exception queue owned by a named person, so nothing fails silently.
How to pause a flow, replay a failed run and change a step without waiting for us.
Where this fits
FAQ
No agency or carrier is behind this page. It is a concept build showing the intake design we would propose to a typical US independent agency; the water-damage claim in the demo is sample data, and the outcomes are targets we would measure in a pilot, not reported results.
The design gives it no way to. Its output holds extracted facts, document types and missing items only. Coverage, liability and payment are decided by licensed adjusters and the carrier, and the summary it writes is labelled as machine-extracted for them to verify.
Attachments stay in the agency’s own cloud storage with access limited to the claims team, model calls go to a provider configured not to retain or train on the data, and every view and automated action is logged. Retention follows the agency’s existing record-keeping policy.
Yes. The web form and the claims mailbox accept first notices at any hour; the completeness check and any missing-information request run straight away, and the file waits in the queue for the morning. Urgent signals, such as an injury or a home that cannot be lived in, also follow the agency’s existing after-hours contact rule.
The checklists are written per line of business and can carry carrier-specific items, so one intake serves several carriers. Submission into each carrier’s own claims system stays manual in the first version, because those portals differ and change; the agency exports the complete file and submits it as it does today.
Worked examples
Concept builds are worked examples, not client work.
Concept buildWorkflow Automation
A concept build showing how we would automate the admin around each appointment at a multi-doctor clinic: booking, reminders, intake, follow-up and reporting. It would sit on top of the clinic management software the team already uses, carry appointment logistics only and leave every clinical decision with the clinic.
Concept buildWorkflow Automation
A concept build for the finance team of a UK small or mid-sized business that keys supplier invoices into its cloud accounting system by hand. Invoices arriving by email are read into structured fields with a confidence score, matched to purchase orders, approved in team chat by the budget owner and posted to the accounting system, while anything that does not match lands in an exception queue with the reason attached.
Concept buildWorkflow Automation
A concept build for an Indian startup that hires every month and runs onboarding from one person’s memory and a long checklist. A signed offer starts a workflow that creates the email and team-chat accounts, raises the laptop ticket, shares a day-1 checklist and books the 30-day check-in. When a step fails, it retries and tells that step’s owner instead of failing silently.
Next step
Book a free 30-minute strategy call. Bring one process you want to automate and we will talk through scope, integrations and a sensible first step.
Free 30-minute call · no commitment
