Client Onboarding

Automate Insurance Client Onboarding Without the SaaS Lock-In

We build custom AI systems that read your documents, validate data, and sync with your core systems—in weeks.

Talk to Our Team
Insurance onboarding is slowed by manual processes, regulatory complexity, and an aging workforce. Carriers and MGAs see rising volume from digital channels but still depend on spreadsheets, emails, and repetitive data entry. AML, KYC, and state-specific licensing rules pile on validation layers that slow things down and increase errors. Experienced underwriters and ops staff are retiring, taking process knowledge with them.
21 days
average commercial policy onboarding time
PwC Insurance Ops, 2024
45%
of onboarding steps are repeated data collection
Accenture Insurance, 2025
60%
reduction in onboarding cycle time with AI
Deloitte InsurTech, 2025

What you're dealing with

Manual entry of application data from PDFs and scanned forms into policy admin systems
Delays validating producer appointments and licensing against state databases
Inconsistent risk assessment because underwriters read unstructured submission documents differently
Repeated follow-ups with clients for missing or incomplete information
No clear way to track onboarding status across email, spreadsheets, and internal systems

How it works

We start by mapping your actual onboarding workflow -- how submissions really arrive, who touches them, what systems they enter, and where delays happen. Using AI-driven interviews, we capture details that process documents miss. Then we design a system specific to your intake channels, validation rules, and system connections. We build a custom AI agent that reads submission documents -- applications, statements of value, loss runs -- extracts structured data, cross-checks against internal and external sources (like state licensing databases), and flags exceptions for human review. The system connects to your policy admin, CRM, and document storage via API. We deploy using our internal tooling, which speeds up development and testing. You get a working system built for your workflows, not a generic platform you have to adapt to.

Arc

Extracts and validates structured data from insurance application documents

Wand

Moves data between internal systems and external sources during onboarding

Before and after

Before
A new commercial auto submission arrives as a PDF email attachment. An operations specialist prints it, manually enters data into the policy admin system, emails the underwriter for review, then follows up with the agent for missing information. The process takes 3-5 days with multiple handoffs.
After
The submission PDF is uploaded to a portal. Our custom AI system reads the document, extracts insured and vehicle data, checks against MVR and state licensing databases, and pre-fills the policy admin record. Exceptions go to an underwriter with context. The whole thing finishes in under an hour with one touchpoint.
  1. 1 Document uploaded via email or portal
  2. 2 AI extracts data, validates against rules and external sources
  3. 3 System creates draft policy in admin system and flags exceptions
  4. 4 Underwriter reviews exceptions and approves
  5. 5 Policy issued, and confirmation sent to agent
6 weeks
From kickoff to live onboarding automation
For a regional P&C carrier processing 500 submissions monthly

Common questions

How do you handle compliance and data security?
We build systems that follow your existing compliance frameworks. Data is processed in your cloud environment or ours under strict access controls. We don't train models on client data.
What if our onboarding process changes?
We build systems with configurable rules and workflows. You can adjust validation logic, routing, and connections without code changes in most cases.
How long does it take to build and deploy?
Typically 4-8 weeks from kickoff to production, depending on complexity and how many systems need connecting.
Do we need to change our existing systems?
No. We connect to your policy admin, CRM, and document management systems via API. The system works alongside your current tech stack.
What's the cost structure?
We charge a fixed fee for design, build, and deployment. No per-user or per-transaction fees -- you own the system.