Submission Intake Bot
Watches a shared inbox, extracts entities from ACORDs, supplemental applications, and loss runs, then writes a clean submission record into your AMS with confidence scores on each field.
[ capabilities ]
- —ACORD and loss-run OCR extraction
- —Confidence scoring with human fallback
- —Shared-inbox monitoring and routing
[ core systems & integration architecture ]
Sits in front of the core system: watches the inbox, extracts the submission, and creates a structured record with a confidence score on every field.
Guidewire PolicyCenter
Native REST APICreates the account and submission via Cloud APIs
Duck Creek Policy
Native REST APISubmission creation through Anywhere Managed Integrations
Applied Epic
ACORD / IVANS BridgeACORD forms mapped to Epic policy and client records
Shared mailbox (M365 / Google)
Event Stream / WebhookNew-mail webhook triggers extraction within seconds
Sync model
Real-time — most submissions structured in under two minutes
Standards spoken
Time to connect
Weeks
Enterprise guardrails
- —No customer data used to train models — zero-retention inference only
- —OAuth 2.0 / mTLS against your existing identity provider
- —Field-level audit trail on every value written back
- —Low-confidence fields route to a human before the record is created
[ mcp microservice interface ]
This module ships as an MCP microservice — intake-mcp. It consumes governed tools from the core-system adapters and publishes its own, so your assistant, orchestrator, or another module can call it directly. No credentials ever reach the model runtime, and every write lands in the human gate.
Consumes from core systems
- acord_parse_form
- gw_get_submission
- epic_search_client
Provides to other agents
extract_submissionreadTurn an inbound email and attachments into structured submission data
check_completenessreadList what is missing before the submission can be quoted
stage_submission_draftwrite · human gateCreate the submission draft for underwriter review
[ implementation playbook ]
How an agency actually stands Submission Intake Bot up — read-first, human-gated, and measured from day one.
Setup, in order
- 1
Map your current intake: where submissions arrive (email inboxes, portals, PDFs, ACORD forms) and who touches them first.
- 2
Point the bot at one intake channel — usually the shared new-business email inbox.
- 3
Configure the extraction targets: insured name, FEIN, class codes, revenue, payroll, prior carrier, loss history references.
- 4
Set the completeness rules so the bot knows when a submission is quote-ready versus missing information.
- 5
Run in shadow mode for two weeks: the bot extracts and structures everything, staff keep working as normal, and you compare accuracy.
- 6
Turn on auto-acknowledgement and missing-info requests, then connect the structured output to your triage workflow.
Agency use cases
Email-inbox intake, structured in seconds
A submission arrives as a messy email with three PDF attachments; the bot extracts the account details into a structured record and flags that the loss runs are missing.
ACORD form digestion
ACORD 125/126/140 forms arrive by email and are parsed into clean fields — no one retypes applicant data into the AMS or rater.
After-hours acknowledgement
A prospect submits at 9pm and gets an immediate, specific acknowledgement listing what was received and what's still needed — the agency looks responsive before anyone wakes up.
The first win to aim for
100% of submissions acknowledged same-day with a structured record, and intake data-entry time cut by half.
Guidance by agency role
Producers
Use the completeness summary before promising a quote, supply missing risk context, and focus your time on qualified opportunities rather than inbox sorting.
Account managers
Review extracted fields and missing-item requests during shadow mode, correct source-document errors, and own exceptions the bot cannot resolve.
Agency administrators
Define required fields by line, monitor extraction accuracy and acknowledgement times, and control which intake channels advance beyond review mode.
[ built for ]
[ where this sits in the vendor market ]
We recommend buying first wherever the market already solves a problem well. Here is what you can buy instead of building this — and where this module earns its place beside what you buy.
Products that already cover this ground
ACORD submission validation and compliance checking
Buy it when: Agencies and brokers whose submissions get bounced for data quality.
Where it falls short: Teams whose bottleneck is appetite matching rather than form completeness.