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How to automate certificates of insurance at an independent agency

Certificate requests arrive all day, mostly by email, and each one means finding the client, checking the policy and filling in the same form again. Most of that work can be prepared automatically, so your team only reviews and sends.

Where the time goes

• A request arrives from a client, a contractor or a lender, often as a forwarded email with a contract attached.
• Someone finds the insured in the agency management system and confirms the policies are active.
• They read the request for the certificate holder, project details and wording such as additional insured or waiver of subrogation.
• They check whether the policy actually carries those endorsements, fill in the ACORD 25 and send it back.
• Then they file it and update the holder list so it can go out again at renewal.

What can be automated

• Reading each request and pulling out the insured, the holder, the project and the special wording asked for.
• Matching the request to the right client and policies.
• Drafting the certificate from your existing holder data and templates.
• Flagging requests that ask for coverage or endorsements the policy does not show, instead of guessing.
• Logging every certificate sent, so renewal reissues are a list rather than a hunt.

What stays with your team

A licensed person reviews every certificate before it goes out. Anything unusual, like a contract asking for coverage the client does not have, goes to an account manager with the reason it was flagged. The automation prepares; your people decide.

How it fits your agency system

We start from what you already use: the service inbox, your agency management system and your certificate templates. Where a system has an integration we use it; where it does not, we work from the emails, PDFs and exports it already produces. You do not switch software.

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