Nobody minds reading one certificate. It is never one.
They arrive by email, by fax, through three different portals, and as a photograph of a printout. Here is every stage one passes through — which are model calls, which are plain rules, and where a person still decides.
What happens to a certificate, in five stages.
These are the stages the platform actually runs, under the names it actually uses. Select any one of them to see what it does to a real ACORD 25.
Received
Storage
Classified
Classification agent
Extracted
Extraction agent
Validated
Rule engine — not a model
Review
Your team
A document that fails outright claims no stage at all. It is not shown parked at the step it happened to die on — that was a real bug, and the fix was to display nothing rather than something plausible.
Two agents, one rule engine, and a deliberate boundary.
Two of these stages are model calls, and keeping them apart is the point: a classification agent decides what the document is before an extraction agent is told which fields to look for, because a declaration page read against a certificate schema gives you confident, wrong answers.
The third does no inference at all. Validation is a deterministic rule engine — expiration dates after effective dates, duplicate policy numbers, a limit with no number in it — and it flags rather than fixes, because a value quietly corrected is worse than a value questioned.
That boundary is the design. A model marking its own homework is not a check, and we would rather the part that catches mistakes be the boring part.
Strategy call
We count the certificates. How many land in a week, who ends up reading them, and what the interruption costs in hours. If the number is too small to be worth automating, we say so on the call.
Discovery & pilot
Fixed fee. We run your own certificates through the pipeline — the crooked scans and the faxed ones included — and show you the extracted fields beside the source document. The findings are yours whether or not you continue with us.
Build
Production work: the export your management system actually accepts, expiry tracking so a subcontractor's certificate cannot lapse unnoticed, the exception queue, and the security review. Weekly demos on your documents rather than a sample set.
Deploy & train
It goes live beside your CSRs rather than instead of them. We train the reviewers, write down the confidence thresholds, and agree exactly what happens to a certificate the model is unsure about.
Support
A support window comes with every build, and platform engagements include long-term support. Either way you own the system, the records and the export — there is nothing in it designed to make leaving difficult.
The certificates still arrive. They stop landing on a person.
Nothing changes about how they turn up. What changes is what happens next: each one read and filed as a clean record, expiry tracked from the day it lands, and a CSR seeing only the ones that need a decision. The subcontractor certificate that would have lapsed unnoticed gets flagged before it does, rather than surfacing later as an E&O problem.
Email, fax, portals, photos of printouts
however they turn up
Read, checked, dated, filed
expiry tracked from the day it lands
A clean record and a short exception queue
in the system you already run
Six stations, in order.
What happens to a batch of certificates between the moment they are dragged in and the moment every one of them is provably complete.
Upload a batch
Drag in the certificates as they arrived — PDF, PNG or JPG, up to 15MB each. Scans and faxes included.
Document extraction
ACORD 25 certificates and loss runs are read field by field. Other types are classified and routed, not guessed at.
Classification
Every document is typed, matched to the account, and routed to the right queue with a confidence score.
Human review — exceptions only
Confident work passes through. Anything below threshold routes to a person with the source document attached.
Export to your system
Clean rows out as CSV or JSON, shaped for the import your management system already takes. Direct write-back ships only when a vendor authorises it.
Complete audit trail
Who did what, when, and on which document. Every decision is recorded and exportable.
Certificates go first. They are rarely the last thing.
The COI desk is where we start because it interrupts the most and is the easiest to prove. Once it runs, the next document type is a much shorter build — the reading, the checking and the audit trail are already there.
Nothing runs outside a system you already own.
Start with the COI desk you never meant to build.
Tell us how many certificates come in a week and who ends up reading them. We'll tell you what that costs in hours, and whether we can take it off them.