This article is part of our "Inside the Vertafore Velocity™ AI Platform and Agents" series, exploring how purpose-built AI agents are helping insurance organizations reduce workflow friction and operate with greater efficiency.
Every policy document contains information your agency needs to manage its business. But having coverage details, limits, locations, schedules, and other policy information in a document isn’t the same as having that data available in your agency management system (AMS).
Today, carrier download supports only a portion of commercial policies. For the remaining policies, capturing detailed information often means manually reviewing and interpreting multiple documents and entering data field by field—a time-consuming process that increases the risk of missed information, typos, and inconsistent data entry.
With advances in AI, agencies have an opportunity to rethink how that information moves from documents into their systems.
When policy data stays in documents, it’s harder to put to work
A single policy might include multiple locations, vehicles, coverages, and schedules, with information spread across declarations pages, binders, applications, and supporting documents. Capturing every detail requires considerable effort, and the level of effort grows with the complexity of the policy.
As a result, agencies often choose to enter only the information necessary to establish the policy record and generate revenue, while leaving the remaining details in the source documents. But that decision can create considerably more work later.
Consider an account manager preparing a commercial account for remarketing. If coverage details, limits, and schedules aren’t available in the AMS, the account manager may need to retrieve the original documents, locate the relevant information, and compile it before moving forward.
Your agency already has the information, but the challenge has been making it accessible when and where your employees need it.
Meet the Policy Intake Agent
The Velocity™ Policy Intake Agent changes how commercial policy information moves from source documents into AMS360.
The AI agent interprets policy documents, extracts relevant information, and maps it to the appropriate AMS360 fields. It then compares extracted information against existing policy records to identify details that are new, changed, missing, or conflicting.
Employees review the proposed updates and determine what to approve, edit, or reject. Once approved, the AI agent applies the changes in AMS360, files supporting documentation, and creates an activity record.
Unlike tools that simply extract information, the Policy Intake Agent takes policy information further—applying approved updates in AMS360 and filing supporting documentation. The result is a faster path from receiving policy documents to having more complete, reliable policy information available in AMS360.
Get more complete policy data with less manual effort
For years, agencies have had to weigh the benefits of maintaining detailed commercial policy records against the time required to create them. The Policy Intake Agent changes that equation.
By handling document interpretation, field mapping, and system updates, the Policy Intake Agent makes it easier to capture more policy detail without requiring the same level of manual effort. Your team can focus on reviewing the information rather than entering it.
A typical commercial property and general liability package policy goes from approximately 75 minutes of manual entry to 10 minutes with Policy Intake Agent.
That means less time spent on administrative work and more time available to serve clients.
Put policy information to work beyond intake
When more complete policy information is available in AMS360, your team can more readily use it for policy checking, client servicing, and activities that support organic growth, like remarketing, quoting, and proposals.
Structured policy data also creates opportunities to make better use of connected technology. Automation, analytics, and AI depend on accessible, reliable information to support everyday work.
By making more complete, reliable policy information easier to capture and maintain, the Policy Intake Agent helps your agency get more value from the data it already has throughout the policy lifecycle.