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Case study · Independent insurance agency · Southern California

Document and admin work automated for the agency's staff

AI now reads incoming documents, pulls out the details and prepares proposal paperwork across the agency's systems, carrier portals and email, so staff stop re-keying the same information.

30 minto prepare a proposal, down from 12 hoursStaff time to prepare one proposal, measured before and after on the same kind of work. One client’s result, not a typical figure.
Business
Independent insurance agency · Southern California
The problem
Twelve hours of re-keying for every proposal.
The result
Proposal paperwork now takes about 30 minutes instead of 12 hours.
Services
Operational Improvement Project, Operations AI Session

The situation

Twelve hours of re-keying for every proposal.

An independent insurance agency in Southern California lives on documents: applications, policy declarations, loss runs, carrier correspondence and the proposal paperwork that goes back to the client.

Most of that work was re-keying. The agency's staff read each incoming document, typed the details into the agency management system, again into carrier portals, and again into the proposal. Preparing a client proposal took around 12 hours of staff time, and the same information was entered three or four times.

What we did

Five steps, in order.

  1. Step 01

    Mapped the documents that arrive, the details each one carries and the systems those details end up in.

  2. Step 02

    Agreed the measure up front: staff hours per proposal, before and after.

  3. Step 03

    Built AI that reads each incoming document, pulls out the details and prepares the proposal paperwork, connected to the agency management system, carrier portals and email the staff already use.

  4. Step 04

    Put a person in the loop: staff review and approve what the AI has prepared before anything goes to a client or a carrier.

  5. Step 05

    Trained the agency's staff on their own files, then measured the time saved.

What changed

Proposal paperwork now takes about 30 minutes instead of 12 hours.

  • Staff stop re-keying the same information. The details are captured once, from the document, and flow to every system that needs them.
  • The review step keeps a person responsible for every proposal that goes out.

What the team uses now

The automation runs every working day across the agency's systems, carrier portals and email. It is delivered through Decoder, the AI platform founder Peter Dolukhanov also founded.

The services behind it

The same steps, available for your business.

Operational Improvement ProjectDeliver an agreed improvement, bring the team along and measure the results.Typically 6 to 12 weeks, in phasesSee what’s includedOperations AI SessionHalf a day with the people who do the work, to find the processes AI can take on.Half a daySee what’s included
Talk to us about a similar problemAll results

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Put in how many people do document and admin work and how long it takes them. See the cost a year and what the staff time a first automation could free up is worth. Nothing is stored.

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