Why Most MGA Document Workflows Break – and How to Fix Them
Most insurance organizations underestimate how often document workflows fail – not because of bad intent, but due to unstructured intake, unclear tasking, and a lack of consistent SOPs.
If your MGA has lost binders, missed COI deadlines, or rekeyed PDFs into emails, you’ve felt this pain. Here’s what breaks – and how Selectsys fixes it.
1. Intake Is Still Unstructured
Documents come in via:
- Submissions@ inboxes
- CRM attachments
- Broker portals
- Dragged emails to underwriter folders
Without structured intake, teams:
- Miss documents
- Route to wrong queues
- Duplicate effort across teams
Fix: Selectsys applies an AI listener that watches inboxes, tags file types, and matches to insured/program/LOB.
2. No Document-to-Task Link
Even if a document is received, there’s often:
- No task created in the AMS
- No assigned user or SLA
- No action triggered
Fix: We use GPT + workflow rules to:
- Classify the document (e.g., “loss run” or “quote form”)
- Route to appropriate BPO team
- Attach to correct record in AMS or Expert Insured
3. Everything Gets Emailed or Saved Manually
Most teams manually:
- Download docs
- Rename files
- Upload into shared folders or CRM
That creates gaps, duplicates, and audit nightmares.
Fix: Documents are parsed on receipt, auto-labeled, versioned, and attached. We eliminate file renaming and drag-drop chaos.
4. No SLA or Status Visibility
Managers don’t know:
- Who saw the document
- If it triggered a quote
- Whether it’s pending, complete, or stuck
Fix: Each document triggers a tracked task:
- Timestamped receipt
- Assigned team
- Completion log
- Error flag if routing fails
Test Case
Client: Wholesale MGA with 3,000 monthly incoming docs
Before: Documents routed manually. Errors common. Missing forms, lost deadlines.
After Selectsys:
- Email listener tags document type
- OCR engine extracts fields
- Task triggered to quoting queue
- Document linked to insured + quote ID
Result: SLA adherence jumped 45%. Document loss dropped to <1%.
FAQs
What types of documents can be routed?
Quote requests, endorsements, audits, binders, COIs, FNOLs, and more.
Do you only support PDF?
No. We support PDF, Word, scanned docs, ZIP files, and more.
Can we audit who handled each doc?
Yes. Every action is logged – received, opened, assigned, executed.
Does this work with our existing AMS?
Yes. We work with AMS360, Epic, and Expert Insured. Tasks show inside the system.
Documents Shouldn’t Disappear. They Should Trigger Action.
Fix your workflow gaps with Selectsys document automation and intake logic.
