Claims Intake Agent
When a client reports damage, like a burst pipe or a car accident, by email or photo, the agent builds a complete claim file, ready for the insurance company, in minutes.
Example business · Independent property and casualty insurance broker, 40 staff
11 min
to a complete file (was 2.5 days)
3.4×
more claims handled per staff member
0
missed insurance-company deadlines
Time to build
4 weeks
Typical build price
$2,500–$6,000
Running cost
$400–$700 a month
Pays for itself in
about 3 months
See it running
The console the team works in.What it looks like on a phone.
A recreation of the live dashboard, playing one real job from start to finish.The texts the agent sends and gets back, playing one real job from start to finish. Names redacted.
[Broker] Claims
iMessage · 9:14 AM
Pipe burst under the kitchen sink, water everywhere
Sorry, that’s rough. Your claim is open. To finish the file I need a photo of the damage and the plumber’s invoice.
Got the photo ✓ Just the invoice left.
📎 Invoice.pdf
File complete · sent to carrier
Claim CLM-2291 · 11 min
In plain English
Like a claims assistant who opens the file the minute the client writes, and never forgets to follow up.
When a client reports damage, someone has to open a file, collect photos, the policy number and any police or repair reports, and send it all to the insurance company in its format. The agent does that legwork. It asks the client for each missing piece in plain words and keeps asking until the file is complete. A licensed person still makes every coverage call.
The problem
Before: clients reported damage by email, text and phone. Files sat unfinished for days while staff chased photos, policy numbers and police reports.
Works inside the tools they already had
What the agent does, step by step
- 1
Catches the first report
It watches the claims inbox and the firm’s messaging line. Every new report opens a file on its own.
- 2
Chases what is missing
It asks the client, in plain words, for exactly the documents still missing, and follows up until they arrive.
- 3
Checks the policy
It pulls up the policy and confirms what is covered. Anything that might not be covered goes to a licensed person to decide.
- 4
Sends it to the insurer
It packages the file the way each insurance company wants it, logs it and tracks the deadline.
What goes in, what comes out
It reads
- Emails and texts to the claims line
- Photos and documents the client sends
- The client’s policy in the agency system
- Each insurance company’s file rules
It produces
- ✓A complete claim file in Google Drive
- ✓Plain-language follow-ups to the client
- ✓Submission to the insurance company
- ✓Deadline tracking in Notion
What it actually sends
A real-format example of one message from the agent. This is what the team sees, in the tool they already use.
Claims Intake Agent AGENT
Tue 9:14 AM
Water damage · kitchen ceiling · policy HO-3, ending 4471
File is complete except the coverage review. Assigned to [Client] licensed agent on duty.
A normal day before
With the agent
Report comes in, waits for someone free
File opened the same minute
Staff chase photos and reports for days
Client gets one clear list and polite reminders
Deadlines kept on sticky notes
Every deadline tracked with a heads-up two days before
How we built it
Every build follows the same path: learn the job, connect the tools, run it next to your team, then switch it on.
- 1Week 1
Map the claims
Pulled 80 past claims and wrote down every document each insurance company asked for.
- 2Week 2
Build the checklists
One checklist per claim type and carrier. Connected the claims inbox, Drive and Notion.
- 3Week 3
Shadow mode
The agent built files in a test folder while staff worked as usual. We compared every file.
- 4Week 4
Go live by line
Home claims first, then auto. Messages to clients reviewed by staff for the first two weeks.
Your people still decide
- ●Every coverage decision
- ●Anything that could be denied
- ●Calls with upset clients
The agent asks before it acts on any of these. Every action it takes is logged, and you can switch it off at any time.
Builder’s note
We decided early that the agent never tells a client whether something is covered. It gathers, checks and points out the questions, and a licensed person answers. That line made the brokerage comfortable switching it on.
Phil Wood, founder, PWOOD GROUP
Example build based on a common workflow, not a named client. Figures show what the agent is designed to deliver.
Have a job like this? Book a free 30-minute call and we’ll tell you if an agent can do it.
Next: Close Copilot →Give us 30 minutes. We’ll show you where the week goes.
A free video call. Tell us how your team spends a normal week. We’ll name the jobs an agent could take over, what that saves and roughly what it costs. If it isn’t worth it, we’ll say so, and you’ve spent nothing.
Example week