Broker submission automation: key each client fact once, and every ACORD form, supplement and portal fills from it
Client data keyed once, not once per carrier; submissions out same day.
See one case, screen by screen ↓Software that turns a client file into complete submissions for every market without re-keying. Broker Submission Automation reads the whole file once, builds one client fact sheet where every fact carries its sources, and fills every ACORD form, carrier supplement and portal field from it.
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A remarketed commercial renewal starts as a pile: last year’s applications, expiring policies, loss runs from several carriers, the statement of values, the client’s questionnaire, a payroll register. From it, the account manager builds a separate submission for every market — the ACORD 125 and its line sections, that carrier’s own supplement, and for some carriers the same answers again in a portal.
So the same names, locations, payroll by class and loss history are re-typed into each of them, once per carrier. When the questionnaire says one payroll and the payroll register another, or last year’s application still shows the old roof, the gap slips into one copy and not the next — and comes back days later as an underwriter’s question, or later as an E&O question about who supplied the figure.
Estimated split for one renewal like Halvorsen’s — four lines, four markets — by hand and with the solution.
Six specialist agents read the client file and fill every form, supplement and portal; the account manager settles conflicts and releases.
Halvorsen Millwork & Cabinetry renews on 1 January 2027 — GL, property, workers comp and a $10M umbrella, going to four markets. The client file was complete on Friday. Here is Monday, screen by screen, in the working solution.
Dana opens the renewal. On the left, the client fact sheet: 46 facts, 41 confirmed, 5 need her — each with its value, its sources and how many fields it fills. On the right, all eleven documents the four markets need: five ACORD forms, four carrier supplements and two carrier portals, with 144 of 196 fields already filled.
“Installation payroll · class 5437 fills 41 fields in 11 documents · waiting for you.”
The client file reader sorted 63 documents and read 412 pages — 1,284 values, each with its page and line. The loss run summarizer built five years by line from four carriers and noticed that Copperline skips policy year 2022. The fact reconciler confirmed 41 of 46 facts where current sources agree, within the 2% payroll tolerance.
“Copperline skips policy year 2022.” A missing year is reported, never filled in as no losses.
The questionnaire says $1,610,000. The payroll register annualizes to $1,548,600 — 3.8% lower, outside the 2% tolerance — because the second installation crew only started in March. The July–September run rate says $1,642,800; the 2026 application says $1,240,000. The agent recommends the client’s 2027 estimate and leaves the call to Dana.
“Installation payroll sets the GL exposure, the comp premium and the umbrella rating, so you choose it once.”
Dana confirms $1,610,000. The change ripples document by document: badges count up across every form, and the counter moves to 185 of 196. What changed lists every field with its new value — annual payroll $4,030,000 for location 1 on the ACORD 125, installation by own employees, the hazard exposure on the ACORD 126.
“41 fields in 9 forms and 2 portals now read $1,610,000.”
On the ACORD 130 the Michigan state rating worksheet is redone from the confirmed facts: 5437 premium basis 16,100, estimated manual premium $94,346, total estimated manual premium $158,967, modified at the 0.87 mod to $138,301. The remarks explain the change — class 5437 payroll up 29.8%, second installation crew from March 2026. Each field shows where its value came from.
Derived fields are calculated from confirmed facts, never typed.
Northfield Casualty rates GL from its Northfield Express portal, so the same facts fill its quote screens for quote 4471209: the 91341 payroll exposure, total payroll $4,030,000, 81% own employees on installs. Building 2’s roof year and sprinklers still wait for Dana — the portal reads them directly.
“The form filler enters these answers; you review them before release.”
Conflicts shows each open item with what every document says. Building 2’s roof: the SOV and the Lakeview Roofing invoice say replaced June 2021, after the hail claim; last year’s application still says 2009. Sprinklers: none — the spray booths have their own suppression. Officers: Ingrid’s email of 7 October asks to exclude Lars from comp. Dana accepts the recommendations.
A roof year changes the property rate, so it waits for a person even when two current sources agree.
Bellwether will not quote the umbrella without five full years of auto losses. Dana requests the 2022 year from Copperline — the third request after Tessa’s on 18 September and 9 October. When it lands, the agent reads it: 1 claim, $4,750, closed. All 46 facts are confirmed and all 196 fields are filled.
Each market’s package is checked against what that carrier asks for, and every market shows Ready.
Each market gets its own letter on agency letterhead. Renée Castellano’s at Northfield Casualty covers what changed since last year — gross sales to an estimated $21,600,000, a second installation crew, the 2021 roof — and asks for an indication by Friday 6 November. Click any figure to see the document it came from. Marcus approves all four.
“The writer never states anything that is not a confirmed fact.”
Nothing leaves until every field is filled, Ingrid has e-signed the ACORD 125 and 130 (10:32), Marcus has approved the letters (10:36) and Lars has signed the Michigan officer exclusion form (10:39). Dana releases: email to Granite Shore and Bellwether, Northfield Express plus email, the Keystone Ridge agent portal — and everything filed to the client record.
“Four submissions out at 10:41 — the same day. Client data keyed once, not once per carrier.”
The same renewal, seen by the four people at the agency who carry it — what their week looked like, and what it looks like now.
Six specialist agents read the client file and fill every form, supplement and portal; the account manager settles conflicts and releases.
Sorts and reads everything in the client file — prior applications, policies, loss runs, SOVs, questionnaires, payroll — and lifts every value with its page and line.
Turns loss runs from every carrier into five years by line, with open reserves and large losses, and finds missing policy years.
Compares every value across documents and builds the client fact sheet: confirms what current sources agree on, and sends conflicts to the account manager with the evidence and a recommendation.
Maps each confirmed fact to every field it feeds — ACORD forms, carrier supplements and portal screens — and recalculates derived fields the moment a fact changes, recording before and after.
Checks each market’s package against what that carrier asks for — forms, supplement, portal answers, loss-run years, inspections — and its appetite notes.
Drafts one submission letter per market: the account, what changed since last year and what that underwriter asks about.
Settles conflicts and releases. The agents propose; a named person decides.
The account team can ask about any fact, form or market in plain words — or tell it what to chase. Answers point back to the documents.
Where does installation payroll go?
Installation payroll fills 41 fields in 11 documents — nine forms and two portals, from 8 fields on the ACORD 130 to 2 in the Keystone Ridge agent portal. It is not confirmed yet: the questionnaire says $1,610,000; the payroll register annualizes to $1,548,600 because crew B only started in March.
What is Northfield still missing?
20 of 105 fields are open for Northfield Casualty, from 3 facts: installation payroll (16 fields), the Building 2 roof (2) and Building 2 sprinklers (2). Renée Castellano rates GL in Northfield Express, so the portal reads the Building 2 roof year and sprinklers directly.
Why would Building 2 show a 2021 roof?
Because the roof was replaced. The Lakeview Roofing invoice of 14 June 2021 is for a full tear-off of the 28,500 sq ft roof on Building 2, paid through the hail claim, and the statement of values Ingrid signed on 2 October says 2021. Only last year’s application still says 2009. I recommend 2021; it waits for you because a roof year changes the property rate.
Ask Copperline for the 2022 auto loss run
Sent to Copperline’s loss-runs desk for policy CAP-22-117604, the 2022 year missing from their run. This is the third request — Tessa asked on 18 September and 9 October. Bellwether will not quote the umbrella without it, so I will fill the 3 waiting fields the moment it arrives.
12 screens from the working solution, on its sample data. Pick one to see it large.
The rules the agents follow when they confirm a fact, fill a form and release a submission are settings.
| Setting | Default | Choose from |
|---|---|---|
| Two current sources agree | Confirmed without asking | On · off |
| Payroll tolerance | 2% | 0–6%, in steps of 1% |
| Always ask a person | Roof year, sprinklers, officers, class codes, losses | On · off |
| Loss-run years before an umbrella or excess submission | 5 years | 3 · 5 · 10 years |
| Client signs the applications | ACORD 125 and 130 by e-signature before release | On · off |
| Producer approves cover letters | Every market, every renewal | On · off |
| Carrier portals | Agents enter, you review | Agents enter, you review · You enter, agents check |
| Start renewal work | 120 days before | 90 · 120 · 150 days before |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
“demo” = seen in the working solution, on its sample client file · “target” = the design goal, measured in the live solution · “estimated” = our estimate · “typical” = published figures (Quandri, CSR renewal processing — 45–90 minutes to remarket one policy; Ivans published intake case — 3–4 days to same day). People, companies and carriers named on this page are fictional — characters and sample data in the working solution.
Software that turns a client file into complete submissions for every market without re-keying. Broker Submission Automation reads the whole file once, builds one client fact sheet where every fact carries its sources, and fills every ACORD form, carrier supplement and portal field from it.
In the working solution, the ACORD 125, 126, 130, 131 and 140, four carrier supplements and two carrier portals — 196 fields from 46 client facts. Each form, supplement and portal has a field map with its version, and you approve a new version before it is used.
The fact reconciler confirms a fact only when current sources agree, or are within the payroll tolerance. When current documents disagree — or a rating fact such as roof year, sprinklers, officers, class codes or losses has changed — it shows every source side by side with a recommendation, and the account manager decides.
No. The form filler enters the portal answers and you review them; agents never submit a portal page or send an email to a carrier. Release is the account manager’s action, after the client has signed and the producer has approved the letters.
The loss run summarizer builds five years by line from every carrier and reports a missing policy year by carrier and policy number. It never fills a missing year with “no losses”. You can request the year from the carrier, upload it, or attach a signed letter from the client.
Yes. Whether two current sources confirm a fact, the payroll tolerance, which facts always go to a person, the loss-run years required, client e-signature, producer approval, how portal answers are entered and when renewal work starts are all settings.
Yes. The account manager settles every conflict and releases every submission, the producer approves every cover letter, and the client signs the applications. Every change records who made it, when, and the before and after of each field.
The Agentic Solution Engine builds and deploys it from your requirements — your forms, carrier supplements, portal fields and a sample of client files — and it goes live once every quality gate has passed. We will walk you through it on one of your own renewals first.
Out-of-appetite submissions cut, every market tied to its guide page.
1-min demoInsurance Quote ComparisonA side-by-side in minutes, every difference traced to the quote page.
1-min demoInsurance Policy CheckingEvery policy checked on arrival, each difference cited before it is a claim.
1-min demoWe’ll run Broker Submission Automation on one of your own client files.