Proactive Outreach. Rapid Case Files.

Automate Policy Renewal Prep and First Notice of Loss Intake.

Retain more policyholders and expedite incident intake without overwhelming your team. Our AI Renewal & Claims Intake Agent initiates proactive renewal outreach, captures FNOL details and incident photos, organizes comprehensive case dossiers, and hands ready files to your licensed professionals.

Book a Discovery Call See How It Works

The Challenge

Scattered information intake slows adjusters and risks customer attrition.

When insurance renewals and incident reports are handled through manual phone tags and disjointed email chains, important documentation goes missing. Account managers burn hours hunting down updated vehicle lists, while distressed claimants endure frustrating delays.

✕ Renewals slipping past expiration dates due to delayed customer information return
✕ Claims intake calls tying up adjusters with repetitive clerical information gathering
✕ Incomplete FNOL files missing police reports, photos, or third-party contacts
✕ High client churn caused by sluggish responsiveness during critical moments

Ideal Environments

Regulated service organizations and agencies

Built specifically for insurance and financial service providers managing structured annual reviews and critical incident intake.

Independent Insurance Agencies Insurance Wholesalers & MGAs Commercial Lines Brokers Wealth & Financial Advisory Warranty Administrators Third-Party Administrators (TPAs)

Crucial Regulatory Distinction:

The AI Renewal & Claims Intake Agent does NOT independently make coverage decisions, approve or deny claims, or provide regulated legal or financial advice. The agent acts exclusively as an intelligent intake assistant — collecting facts, organizing documentation, and preparing complete files for licensed agents, adjusters, or advisors to review and adjudicate.

Core Capabilities

Structured Intake & Case Preparation

Eliminate administrative friction while delivering a compassionate, responsive experience to policyholders.

Proactive Renewal Outreach

Initiates tailored outreach 60, 45, or 30 days ahead of policy expiration via SMS and email, requesting exposure updates, inventory changes, and schedule confirmations.

Conversational FNOL Intake

Guides claimants through First Notice of Loss with empathetic, plain-language questioning to record date, time, location, incident narrative, and third-party details.

Multi-Media Evidence Gathering

Sends secure upload links for policyholders to submit damage photos, police reports, dashcam footage, and medical bills directly from mobile phones.

Structured Case Dossier Assembly

Compiles all gathered facts, timestamps, attachments, and coverage identifiers into a clean, indexed digital summary ready for immediate review.

Agency Management System (AMS) Sync

Transfers case dossiers directly into your Agency Management System, CRM, or claims software (AMS360, Applied Epic, HawkSoft, Salesforce).

Smart Triage & Adjuster Escalation

Instantly alerts dedicated adjusters or account managers according to policy type, severity triggers, or commercial coverage lines.

Operational Sequence

From First Contact to Adjuster Review

A compliant, structured workflow that ensures complete documentation before human evaluation begins.

Trigger Event

A scheduled renewal date approaches, or a policyholder initiates a First Notice of Loss report.

Guided Intake

The AI gathers required facts, verifies policy numbers, and requests needed photos or update forms.

Completeness Check

The agent checks all required fields. If items are missing, it prompts the customer before finalizing.

Dossier Compilation

All responses, photos, and files are indexed into an organized case brief and synced to your AMS.

Licensed Professional Review

Your licensed adjuster or account executive opens a complete file ready for expert evaluation.

Measurable Outcomes

Better Retention and Accelerated Claims Resolution

Delight policyholders during their most critical touchpoints while protecting adjuster time.

Higher Policy Renewal Retention

Proactive, multi-channel reminders ensure renewal questionnaires are completed weeks in advance, eliminating last-minute lapses.

Faster FNOL Turnaround

Claimants can initiate loss notices 24/7 without waiting on hold, providing photos and details immediately after an incident.

Complete Case Files for Adjusters

Adjusters receive complete files with photos, police report numbers, and party statements already assembled, saving hours of case preparation.

Configuration

Configured for Compliance & Precision

We work closely with your compliance, operations, and underwriting teams to design scripts, required disclosure notices, and case file formats.

What you provide:

→ Your standard renewal questionnaire templates and required exposure questions
→ FNOL intake question scripts for relevant lines (auto, property, casualty, liability)
→ Required legal disclaimers stating the agent collects information for licensed review
→ AMS or CRM integration credentials (AMS360, Applied Epic, Salesforce, etc.)

What we build:

✓ Automated renewal outreach cadence engine (60/45/30-day triggers)
✓ Conversational FNOL intake agent with secure mobile evidence upload
✓ Dossier formatting engine with full audit trail and timestamping
✓ Adjuster alerting, assignment rules, and AMS record syncing

Commercial Model

Implementation & Support

Workflow & Compliance Scoping

We review intake criteria, compliance guardrails, and required case dossier structures.

Custom Build & AMS Integration

Fixed-scope implementation covering conversational scripts, mobile uploads, and AMS webhooks.

Ongoing Support & Maintenance

Covers case volume, carrier script modifications, and ongoing API connectivity.

Schedule an Intake Strategy Call

FAQ

Common Questions

Does the AI make coverage decisions or approve claims?

Absolutely not. Under no circumstances does the AI approve claims, deny coverage, or offer legal or financial advice. The agent acts solely as an intake coordinator: it captures factual statements, collects photos and documents, verifies contact details, and delivers an organized case file to your licensed adjusters and account executives for professional review.

How does the agent gather photos and police reports?

During the intake dialogue, the agent generates an encrypted, single-use mobile upload link sent via SMS or email. The claimant simply opens the link on their smartphone to take photos of damage or upload documents, which are instantly linked to their case file.

What Agency Management Systems (AMS) and CRMs can it integrate with?

We build integrations with popular insurance management platforms including Vertafore AMS360, Applied Epic, HawkSoft, EZLynx, Salesforce Financial Services Cloud, and custom SQL databases.

How does renewal outreach handle non-responsive policyholders?

The system runs a structured, respectful multi-step cadence (e.g., initial email at 60 days, follow-up SMS at 45 days, final reminder at 30 days). If the customer remains non-responsive, the system flags the account and schedules a task for the designated account manager to make a direct phone call.

Related Services

Document Intake & AP

Automatically extract, categorize, and file policy dec pages, loss runs, certificates of insurance, and vendor invoices.

Learn more →

AI Receptionist

Answer urgent policyholder calls 24/7 with an empathetic AI voice agent that can triage emergencies and record claim details.