Blog
vBots at the 2026 HUG National Conference: What We Heard, What We Showcased, What We Learned
Published on: April 15, 2026 The 2026 HUG National in Arlington, Texas, was one of those events that live up to what HawkSoft calls…
Submission Intake
Streamlined Growth. Effortless Data Capture.
Reduce submission backlog
Eliminate hours spent capturing submission data,
validating information, and manually creating AMS records.
Submission Intake Automation
Manually keying data from applications and ACORD forms into your AMS is a bottleneck that introduces the risk of data entry errors. Our intelligent assistant extracts data from submission documents and records it directly in the AMS, ensuring that submissions are complete and accurate.
How it Works
Monitor Sources
Continuously scans email inboxes, webforms, and specified input channels for incoming new submissions.
Extract Data
Uses AI to pull prospect details from emails, PDFs, and ACORD forms, then checks for required fields and flags any missing or unclear data for review.
Create AMS Records
Automatically generates a new prospect or submission record in your AMS.
Route to Team
Assigns the submission to the appropriate CSR or producer based on coverage type or specified criteria.
Key Features
Multi-Channel Intake
Captures submission data from multiple input channels, including emails, webforms, and specified input sources.
Intelligent Data Extraction
Extracts data from unstructured emails and ACORD forms.
Data Validation
Ensures required fields are complete and accurate before creating records.
Data Structuring
Ensures all captured data is properly structured and entered into your AMS to reduce manual rework.
Submission Categorization
Automatically logs and categorizes every submission to maintain a consistent intake experience.
Automated Routing
Assigns submissions to the right team member based on configurable rules.
Integrations & Supported Systems
AMS
Platforms
300+
Carriers
Multiple Sources
Realized Impact
100+
Submissions Processed per Month
30 Minutes
Saved per Submission
95%
Straight Through Processing
Frequently Asked Questions
Our intelligent assistant can handle high-volume submissions. Submission intake automation eliminates the backlogs that typically occur during peak seasons.
Yes. Every action our intelligent assistant takes, from the moment an email is opened to when the data is entered into the AMS, is logged.
Yes. Our intelligent assistant automatically identifies, extracts, and categorizes attachments. It can read data from ACORD forms and supplemental applications.
If our intelligent assistant detects that a mandatory field or document is missing, it can automatically flag the submission and alert your team for review.
Yes. Our intelligent assistant processes PDFs, images, and documents attached to emails. It uses AI to extract, then attaches files to the appropriate AMS record.
Find How Insurance Agencies Scale with vBots
“Automation freed our licensed staff to focus on what matters - clients.”
“Adapting the bot has helped us save time. It's made the process more efficient.”
“Allowing the bots to streamline the process allowed our team to focus on the client side of the business.”
“You will not look back when you see the time you are giving back to your staff to invest in other areas of your agency. ”
“It's like adding a full-time employee without the extra hire.”
“vBots saved 60% of my time on reconciliations.”
“Go for it. Do not delay. It is definitely going to give you some time back in your day.”
Latest Insights
Blog
How AI-Powered Automation Transforms Insurance Agency Performance
Published on: April 02, 2026 Imagine your agency on a Monday morning: people are logging into carrier portals to extract policy documents,…
Blog
Why Most Automation Pilots Fail and How to Prevent Failures
Published on: March 24, 2026 Introduction Across the insurance industry, the demand for automation solutions is accelerating. Most agency owners are looking…