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Claims & policy agent

Claims document chaser

Every open claim’s missing documents chased in your voice, each one read as it arrives, and the adjuster told the day a file is complete.

  • $12,500 fixed
  • Live in 3 to 6 weeks
  • Yours to keep
Let’s build your agent How it works
The review screen for Claims document chaser: four items, three done, and one (No reply) waiting for the adjuster, who is asked: No police report after three reminders. Call the broker?
How it works

Three polite reminders, then the adjuster picks up.

Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.

The workflow for Claims document chaser, in 5 steps. It starts with “The morning check runs” and ends with “A complete claim file”. Each step lists what automation, the agent and your team do there.
Claims document chaserA typical run
Starts withThe morning check runsEach open claim’s checklist is read against whatever has come in since yesterday, file by file.
Automation: Compares CLM-20744’s checklist for an auto claim with what’s filed: photos, estimate and driver statement in, police report still due.
~25h/mo

Step 1 of 5Read the checklist

  • Automation

    Compares CLM-20744’s checklist for an auto claim with what’s filed: photos, estimate and driver statement in, police report still due.

    The checklist for an auto claim is set by the claim type. Ticking off what’s filed is bookkeeping.

Reads
  • Claims system
Writes
  • Claims system

~25 hours a month back

Where teams differA police report on every auto claim is one rule. Another only asks when a second driver was involved.

The agent: Checks the body shop’s estimate is for the box truck on this claim, and that the driver’s statement is signed and dated.
~45h/mo

Step 2 of 5Read what arrived

  • The agent

    Checks the body shop’s estimate is for the box truck on this claim, and that the driver’s statement is signed and dated.

    Claimants send a quote for the wrong vehicle, or a photo of page one only. The file name won’t say so.

Reads
  • Shared inbox
  • Claims portal
Writes
  • Claims system

~45 hours a month back

The agent: Asks Trent Logistics’ broker for the police report, naming the collision date and exactly where to send it.
Automation: Sends each reminder on your spacing, through the broker where there is one, and counts it against your limit of three.
~70h/mo

Step 3 of 5Chase what’s missing

  • The agent

    Asks Trent Logistics’ broker for the police report, naming the collision date and exactly where to send it.

    A third reminder has to stay polite and say exactly what’s still needed, and by when.

  • Automation

    Sends each reminder on your spacing, through the broker where there is one, and counts it against your limit of three.

    When to chase and how many times is your rule. The timing never needs a second look.

Reads
  • Claims system
Writes
  • Shared inbox
  • Claims system

~70 hours a month back

Where teams differEvery three days is common. Some give claimants a week, then switch from email to text.

Automation: After three reminders and no police report, puts CLM-20744 on the adjuster’s morning list with every reminder sent.
IfYour team: Calls the broker or the driver, and decides whether the file can move forward without the report.
~10h/mo

Step 4 of 5Hand it over

  • Automation

    After three reminders and no police report, puts CLM-20744 on the adjuster’s morning list with every reminder sent.

    Your limit is a number, so the handover happens the day it’s reached.

  • Your teamIf no reply after 3 reminders

    Calls the broker or the driver, and decides whether the file can move forward without the report.

    A phone call can turn into a talk about the claim itself. That conversation belongs to the adjuster.

Reads
  • Claims system
Writes
  • Claims system

~10 hours a month back

Automation: The day the last document is read and filed, marks the checklist complete and tells the adjuster the file is ready.
~12h/mo

Step 5 of 5Close the checklist

  • Automation

    The day the last document is read and filed, marks the checklist complete and tells the adjuster the file is ready.

    Complete means every box ticked and every document read. Then the adjuster only needs telling.

Reads
  • Claims system
Writes
  • Claims system

~12 hours a month back

Ends withA complete claim fileEvery document on the checklist received, read and filed, and the adjuster told the file is ready to work.
Total~162h/mo

What changes

Every open file is checked each morning and chased in your voice. Adjusters see which files are complete, and the few where the reminders have run out.

  • 4steps automated
  • 2steps for the agent
  • 1call kept with your team

Pick any step to see what happens there and why it sits in that lane.

What it could be worth

~162 hours a month back

$85,500 a year in time

For a claims team with about 900 files open at any one time, at $44 an hour. We work out yours from your own volumes before you sign.

Let’s build your agent
What we customize with you

One proven agent, plugged into how you work.

Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.

The agent

Same for every client
  • Follows the same proven steps
  • A person on every exception
  • Every decision logged
  • Tested on your past work first
  • Never discusses coverage or settlement with a claimant

  1. Your systems

    Where the work comes in, and where the result goes.

    For this agentClaim files and checklists from your claims system, documents from email and your portal.

  2. Your rules

    The limits and exceptions it works to.

    For this agentWhich documents each claim type needs, and how often to chase.

  3. Your team

    Who signs off, and who covers when they’re away.

    For this agentThe adjuster on the file, and a supervisor for anything past your limit.

  4. Your channels

    Where your team hears from it.

    For this agentEmail and text to claimants, email to brokers, a morning list for adjusters.

  5. Your output

    What it hands back, in the format you already use.

    For this agentA complete claim file, or a list of what is still missing and who owes it.

Setting up new claims and answering certificate requests are their own agents in this catalog. Reserves, coverage and settlement stay with your adjusters.

What you get

The agent, and everything that keeps it working.

  • The agentRunning on your systems, under your rules.
  • The review screenWhere the exceptions land for your adjusters and claims assistants.
  • Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
  • A test reportYour past claim files, run through it and checked against the number.
  • The runbookHow it works, what to check, and what to do if it stops.
  • 30 days of tuningAfter it goes live, through a full month of your real claim files.
The number we agree

Days from a claim being opened to its file being complete. We measure it before we start, and again at day 30.

How we get there

Live in 3 to 6 weeks. About seven hours of your time.

We do the building. Your side: access, three months of closed claims and the documents each one needed, and a short weekly check-in.

  1. Before kickoff

    We send the access checklist.

    You, 2 hours. Access, an owner, and three months of closed claims and the documents each one needed.

  2. Weeks 1 to 2

    We connect your systems and set it up.

    You, 1 hour. Walk us through your rules.

  3. Weeks 2 to 4

    We test it on your past claim files.

    You, 1 hour. Review what it flagged.

  4. Weeks 3 to 6

    It runs beside your team, then goes live.

    You, 1¼ hours. Work from the review screen.

Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.

After it’s live

It keeps running whether or not we stay.

  • It runs in your accounts

    Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.

  • Changes in the first 30 days are included

    A new rule, a changed limit, someone new signing off. That’s what tuning is for.

  • After that, your call

    Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.

Questions

About this agent.

How does it write to claimants?
In your team’s voice, from your claims address, with wording you approve before it goes live. Anything that needs a conversation goes to the adjuster.
What if a claimant sends the wrong document?
It reads each one as it arrives, and if it isn’t what the checklist needs, it asks again for the right one and says why.
Our process isn’t quite like this. Will it still work?
That’s the usual case. The job looks the same in most businesses, but the details never do. We map how your team does it today, then set the rules, systems and approvals to match. That’s what most of the 3 to 6 weeks are for.
How do we agree the number?
Together, before any work starts. For this agent it’s the days from a claim being opened to its file being complete. We measure it before we start, and again at day 30.
What does it cost to run once it’s live?
Hosting and AI, paid straight to the providers, not through us. It usually runs 5x to 25x cheaper than doing the same work by hand, and we work out your figure from your real volumes before you sign.

Want claim files complete without the chasing?

Tell us how your team handles claim files today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.

Let’s build your agentBack to Insurance
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  • 3 to 6 weeksto live, then 30 days of tuning
  • $12,500fixed, per agent
  • Yours to keepno license fees
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Switchboard Agents$12,500 fixed · live in 3 to 6 weeks How it works Let’s build your agent