Submission builder
Commercial insurance submission automation
Commercial insurance submission automation collects what a market needs to quote, from currently valued loss runs and a five-year loss summary to ACORD application fields, dec pages, schedules of values, driver lists and payroll, and packages it into one submission. LossRunReports starts the loss runs 120 days before expiry and builds the package with one button.
Why submissions go out late
The application is rarely the bottleneck. The bottleneck is everything that has to be chased, retyped and checked before it.
A typical commercial renewal needs loss runs from every prior carrier for five years, an updated application, the expiring dec pages, a schedule of values for property, a vehicle schedule and driver list for auto, and payroll by class code for workers comp. Each comes from a different person on a different day.
Account managers spend the first weeks of a renewal waiting for carriers, then the last days retyping claims into a summary and copying fields from last year's application. Markets that receive a submission 30 days before expiry instead of 90 often decline or price for the uncertainty.
Automating the submission means automating the slow parts: the requests, the follow-ups, the reading and the assembly. The review and the producer's judgment stay with your team.
| Submission item | Where it comes from |
|---|---|
| Loss runs, currently valued | Each prior carrier |
| Five-year loss summary | Built from the loss runs |
| ACORD 125, 126, 130, 140 | Prior application, AMS |
| Dec pages | Expiring policies |
| Schedule of values | Insured, prior submission |
| Vehicle schedule and drivers | Insured, fleet records |
| Payroll by class code | Insured, payroll provider |
| Underwriter narrative | Producer |
One button at the end, a pipeline before it
The renewal pipeline starts the work early. The submission builder finishes it.
- Loss summary, 5 years, all linesPDF and XLSX
- Currently valued loss runs (4 carriers)4 PDFs
- ACORD 125 and 129 prefilled from prior applicationFields extracted
- Schedule of vehicles and driver listXLSX
- Large loss narrative for CA-24-00266Edited by producer
120 days out. Import the book from your AMS with expiry dates. The renewal pipeline opens loss run requests to every prior carrier automatically, with the letter of authority attached.
Days 3, 7 and 14. Follow-ups go out on schedule. Replies arrive at the agency inbound address and are read into the claims table.
As documents arrive. Upload the prior application, dec pages, SOV, driver list and payroll. ACORD fields and schedules are extracted and shown next to their source for review.
When ready. Press Build renewal submission. You get one submission PDF with the loss summary, currently valued loss runs and supporting documents, plus a structured JSON file for markets and systems that accept data.
What the builder checks before you send
Valuation age
Every loss run valued within 90 days, or flagged for an update.
Missing years
Each policy term in five years has a report or a no-loss letter.
Totals reconciled
Extracted claims match the totals printed by each carrier.
Required documents
Line-specific items present, such as drivers for auto and payroll for WC.
The loss summary inside the package is the same loss run analysis you see on the account, with loss ratio, large losses and an editable narrative. Application fields come from the ACORD forms extraction. The submission builder is included in the Agency and Enterprise plans on the pricing page.
A renewal timeline that holds
Markets quote better when they have time. The pipeline is built backwards from the expiry date.
| Days before expiry | What happens |
|---|---|
| 120 | Loss run requests open for every prior carrier, letter of authority attached |
| 117 to 106 | Automatic follow-ups on day 3, 7 and 14 after each request |
| 105 to 95 | Reports read and reconciled, gaps and stale valuations listed for the account manager |
| 95 to 90 | Application data, schedules and payroll updated with the insured |
| 90 | Build renewal submission, producer reviews the narrative and sends to markets |
| 30 | Updated valuations requested if quotes are still pending and reports are aging |
The timing is configurable per agency and per line. Small accounts can start later, and complex programs with many carriers can start earlier. If you are building the request step by hand today, the loss run request letter template is a good place to start.
Submission automation questions
Does the builder send the submission to markets for us?
No. It prepares the package and your team sends it through the channel each market prefers, whether email, a portal or a wholesaler. Producers stay in control of who sees the account.
Can we use our own submission cover letter?
Yes. The narrative and cover text are editable on each account, and the package uses your agency name.
What if a carrier never sends the loss runs?
The request is marked overdue after the day 14 follow-up and the account manager is notified. The builder shows the missing year so you can decide whether to send without it or escalate.
Which AMS systems can feed the pipeline?
Applied Epic, AMS360, HawkSoft, EZLynx, Salesforce and HubSpot by file export and import with saved mappings, or any system through the REST API.
Is the submission builder on every plan?
It is part of the Agency and Enterprise plans. The Broker plan covers requests, follow-ups, extraction and the five-year summary.
See your own loss run read in under a minute
Upload one carrier report or use our sample. No account needed for the first read.