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Document Retrieval
Effortless Retrieval. Zero Delays.
Eliminate manual portal logins
Reclaim hours spent navigating carrier portals and
searching for documents.
Document Retrieval Automation
Insurance teams spend hours each week logging into carrier portals and tracking down policy documents. Our intelligent assistant automates the entire workflow without manual intervention, ensuring your team starts their day with files already organized, not spending hours searching for them.
How it Works
Monitor sources
Monitors email queues and designated channels to identify document retrieval requests.
Access Carrier Portals
Logs into carrier websites using encrypted credentials and handles security protocols to access document repositories.
Locate and Download
Searches and downloads requested documents based on specified criteria.
Organize and Attach
Renames files according to agency conventions, creates relevant activity in your AMS, and attaches the document to the appropriate policy record.
Reporting
Sends a summary email to relevant CSRs, Producers, and Account Managers with processed document details and any items requiring manual review.
Key Features
Direct Carrier Portal Access
Pre-built for major carriers (with MFA) to navigate and collect documents.
Scheduled Runs
Runs on autopilot with scheduled runs, so teams do not have to manually trigger requests.
Multi-Source Retrieval
Fetches documents from carrier portals, email inboxes, or shared folders.
Versatile Document Handling
Retrieves renewal policies, NOCs, endorsements, worksheets, memos, and commission statements based on configurable rules.
Task Routing
Creates activities and assigns them to designated team members using configurable activity codes.
Exception Handling
Instant alerts when manual intervention is needed, with full context provided.
Integrations & Supported Systems
AMS
Platforms
300+
Carriers
Multiple Sources
Realized Impact
1500+
Documents Processed Monthly
120+
Hours Saved Monthly
98%
Straight-through Processing
Frequently Asked Questions
Yes. Once the intelligent assistant retrieves a document, it identifies the correct policy record and automatically uploads it to your AMS, making it immediately available for your team's workflows.
Yes. Our intelligent assistant uses AI to extract data and read the document and determine the document type (e.g., NOC, worksheets, or endorsements) before filing it in the correct location.
Yes. Our intelligent assistant is designed to log into multiple carrier portals and can process hundreds of requests without manual intervention.
Our intelligent assistant performs all tasks within your agency's network to ensure client data remains private.
Our intelligent assistant notifies designated team members when something needs attention, like login issues, duplicates, or validation mismatches.
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.”
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