AI document collection workflow for insurance agencies

Covera builds AI workflows for insurance brokers. The document collection workflow follows the documents a new piece of business needs, from quote preparation to an active policy, and prepares every follow-up to the client until the file is complete.

The problem: missing documents found out too late

In most agencies, what a file is missing shows up week after week: a signed form, a document from the prior carrier, a certificate from a third party. Each one is requested by hand, often in a separate email, and someone has to remember to ask again. A standard list per product catches much of it, but many of the documents an agency requests are specific to its own process. That is why the list can be edited line by line, and replaced by the agency's own.

What the document collection workflow does

• It opens a file per piece of business, with a checklist built from the product, the stage of the deal and, when known, the carrier.
• It marks each document as needed to quote or needed to bind, and says who owes it: the insured, the carrier or a third party.
• It drafts a follow-up that names the policy and the missing documents, and drops it as a draft in the broker's mailbox.
• When the client replies in the same thread with attachments, it reads them and attaches each one to the checklist line it covers.
• It keeps deferred or waived documents visible, and a waiver always needs a reason.

What stays with the broker

The workflow never sends an email itself. The draft sits in the broker's mailbox, where it can be edited, sent or deleted. The workflow can mark a document as received, never as validated: validation stays with the agency. Every file keeps its history, so anyone in the agency can see what was requested and when.

Where files come from

A file can be opened by hand, or in one click from a carrier quoting workflow file, which carries over the client, the product and the reference. Covera writes only its own files, never into the agency management system.

Built on the same follow-up engine as collections

Document collection and the past-due collections workflow share the same drafting and the same client channel preferences, so a client is followed up the same way for documents and for other reminders.

Availability for US agencies

Covera opens the document collection workflow agency by agency. Its default document lists were designed for the French market: for a US agency, availability and the checklists are confirmed with Covera before activation, and any list can be replaced by the agency's own. Every value in a file links back to its source. Covera does not train any AI model on agency data.

Connected software

Files can open from the documents Modulr expects, or for each new auto policy in Maia. With BubbleIn, files opened by hand or from quoting work the same way. For French brokerages, requests for missing documents can also go out as a WhatsApp message.