Submission Intake Automation: From Inbox to Quote in Minutes
The Intake Problem Every MGA Knows
Underwriters spend more time cleaning up submissions than reviewing them. Emails flood in with attachments, missing data, or incomplete applications. Each submission must be opened, checked, renamed, saved, logged, and routed, usually by hand.
Multiply that by hundreds of daily requests, and you understand why submission-to-quote cycles stretch into days.
RQB changes that completely.
It automates intake, cleans data, classifies documents, and creates structured records that are ready for rating in minutes. Your underwriters stop being inbox managers and go back to being underwriters.
How RQB Automates Submission Intake
The process is simple but powerful:
- Intake Stream Capture
RQB connects directly to shared inboxes or portals. Each incoming email, upload, or submission feed is captured automatically. - AI Classification
Files and data fields are analyzed and labeled by type, proposal, loss run, schedule, exposure summary, or statement. The system recognizes what each file represents and attaches it to the right record instantly. - Field Extraction and Validation
Key fields (insured name, policy effective date, limits, exposures) are read and normalized.
The system validates completeness before pushing to the rating engine. - Automated Routing
Submissions route to the right underwriter, program, and carrier queue based on predefined rules, no manual triage required. - Quote Preparation Trigger
Once validation is complete, RQB automatically initiates the rating workflow and notifies the assigned user that a ready-to-quote record is waiting.
In short, what used to take hours per submission now takes seconds.
From Data Chaos to Structured Intelligence
Without automation, submission data lives in email folders, shared drives, or separate spreadsheets.
RQB consolidates everything into a structured database that underwriters and managers can search and filter by any field, carrier, program, date, or line of business.
- No lost files
- No duplicate entries
- No missed follow-ups
You can open any record and see every supporting document and decision trail in one view.
Why Intake Speed Defines Quote Speed
Every quoting delay begins at intake. When RQB removes the need for manual validation, underwriting starts the same day.
On average, MGAs using automated intake see a 40–60% reduction in quote preparation time and a 25% improvement in bind ratios because submissions move through cleanly and consistently.
Fast intake means fast quoting. Fast quoting wins business.
Learn how that speed connects downstream in Real-Time Rating: How Speed Impacts Bind Ratios.
Quality and Compliance Checks at the Source
Automation doesn’t replace quality control, it strengthens it.
RQB validates every incoming submission against predefined checklists:
- Required fields present
- Effective and expiration dates within tolerance
- Coverage type and territory match program appetite
- Missing or mismatched data flagged automatically
Incomplete submissions don’t clog underwriter queues; they go into a “needs review” list with automated alerts to producers or brokers.
This consistent validation improves both compliance and underwriting efficiency.
How Intake Automation Connects to the Rest of RQB
Submission automation doesn’t live in isolation, it powers everything else:
- Feeds Rating: Clean data flows into multi-line quoting instantly.
- Supports Underwriters: Structured records allow faster risk review and decision tracking.
- Triggers Analytics: Every submission event creates measurable cycle-time metrics.
- Enhances Governance: Permissions ensure only assigned users can access specific submissions.
Together, these elements create the backbone of the Rate → Quote → Bind pipeline.
To understand how this feeds multi-line quoting, read Bundled Quoting: WC, GL, Auto, and Property in One Pass.
Carrier Routing Logic
Each program defines where submissions should go based on coverage, state, and appetite rules.
RQB evaluates those parameters automatically and routes the record accordingly.
Examples:
- WC submissions in California → Carrier A
- GL + Property for hospitality risks → Carrier B
- Package risks → multi-carrier quoting flow
Routing accuracy improves carrier satisfaction and keeps delegated authority compliant.
Dashboards and Metrics That Matter
Because intake is structured, RQB can measure performance instantly:
- Submissions received today
- Ready-to-quote percentage
- Average intake time per underwriter
- Exception volume
- Conversion from intake to quote
Dashboards give operations teams visibility they’ve never had. You can spot bottlenecks before they slow the business.
See how this connects to deeper reporting in Program Analytics: Measuring What Matters.
Governance and Role Control
Automation still needs accountability. RQB includes defined permissions for intake processing. Producers can submit; underwriters can edit; managers can approve. Every action has a timestamp, username, and reason recorded.
That’s governance without slowdown.
Learn more in Underwriter & Producer Modes: Governance Meets Velocity.
Implementation Timeline
Week 1: Map submission sources and define validation rules.
Week 2: Configure routing and notifications.
Week 3: Pilot with one program.
Week 4: Expand to all lines.
Results are visible immediately, cleaner queues, faster quoting, and happier carriers.
The ROI of Submission Automation
MGAs running RQB’s intake automation achieve:
- 60% faster submission-to-quote cycle time
- 40% reduction in rework or missing data follow-ups
- 30% fewer declined submissions due to incomplete information
- Complete visibility into every incoming risk
These gains compound across every line and carrier connection.
Get Started
The fastest path to automation starts with your inbox. Let RQB capture, clean, and route your submissions so your underwriters can focus on what matters, assessing risk and binding business.
Request a Demo or Start a Pilot to see how RQB eliminates intake delays permanently.
Frequently Asked Questions
Can RQB read any submission format?
Yes. It can process standard forms, PDFs, and structured emails.
Do I need APIs to use intake automation?
No. Intake works with or without carrier APIs.
Can I customize routing rules?
Yes. Rules can be based on line of business, carrier, or geography.
How does RQB ensure data accuracy?
Automated validation flags inconsistencies before rating begins.
Does intake automation support multiple programs?
Yes. Each program can have its own routing and validation logic.
