Automate Distributor Policy Loading in Insurance

Distributor policies keep getting stuck in ops

Policies arrive in different formats and channels - emails, PDFs, and attachments - requiring manual review, interpretation, and system entry before they can go live.
New and renewed policies sit in folders waiting for processing, delaying activation and forcing distributors to chase for confirmations.
Documents get misplaced, duplicated, or only partially registered, creating gaps in visibility and increasing risk in policy tracking.

From stuck distributor PDFs to live policies without the backlog

Before KAPTO

Teams retype distributor PDFs, schedules and slips into policy systems by hand
New and renewed policies wait in shared inboxes and folders before anyone touches them
Distributor documents are misplaced, duplicated, or only partially loaded into the system
IT builds one-off imports and scripts to handle different distributor formats
Manual entry leads to wrong limits, dates, or premiums that surface later as errors

With KAPTO

Incoming distributor documents are processed automatically and loaded as structured policies
Policies are picked up from inboxes and folders and activated on time
Every received policy is tracked with an audit trail so nothing is lost or half entered
A single flow handles different distributor formats without custom builds
Key data is validated upfront so policy, billing, and claims start with clean information

Get distributor policies live without the bottlenecks

Eliminate inbox delays and manual entry so policies move from incoming documents to active coverage - faster, cleaner, and fully under control.

Stop wasting hours on manual entry

Remove retyping and repetitive data handling across policy workflows

Move new and renewed cover live on time

No more delays between receiving documents and activating coverage

Reduce errors and missing policy data

Validated data ensures policies are complete and correct from the start

Higher data accuracy and consistency

Standardized processing across all distributor formats

Full control over distributor-submitted business

Every document and policy is tracked: nothing lost, duplicated, or partially loaded

See how KAPTO runs automatic policy loading, step by step

Capture distributor policies from inboxes and folders:

KAPTO watches shared mailboxes and document folders, picks up broker emails and attachments, and flags which files are actual policy documents so nothing waits unseen in a queue.

Detect and separate the right documents:

Policy schedules, slips and endorsements are identified and split from cover letters, marketing decks or other noise, so only the files that matter move into the loading flow.

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Read any broker format without templates:

PDFs, scans and mixed layouts are read without fixed templates, so changing broker formats do not require new builds or IT projects every time a layout shifts.

Extract complete, structured policy data:

Key fields like insured, product, limits, dates, premiums and endorsements are pulled out as structured data, ready to drop straight into policy admin, CRM or your data warehouse.

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Validate fields and match to existing records:

KAPTO checks for missing details and obvious conflicts, then matches incoming policies to existing quotes or renewals where it can, so new and renewed cover line up with what was agreed.

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Load into your systems with full audit trail:

Clean, validated records are sent into your core systems through connectors, with every received document and loaded policy tracked so you have clear history and no lost or half-entered items.

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Get policies live faster without manual data entry