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Home/Industries/Finance/Invoice Extraction

Claims Intake Triage + Document OnlyPackaging + Routing

Turn messy inbound claims emails and attachments into a clean, structured claim intake package, route to the correct queue/adjuster, and fast-track missing information with controlled follow-ups

CORE PROMISE
IntakeUnderstandExtractValidatePackageRouteTrack

(Faster FNOL, fewer back-and-forth loops)

Best For:
Insurance Carriers
TPAs
Brokers
Claims Ops
FNOL Teams
Customer Support

Common pain points we solve

Extracting policy number, claimant info, incident date/location

Verifying required documents

Repeated missing-doc follow-ups

Routing to correct adjuster

Figuring out line of business

Emails from policyholders, brokers, repair shops, hospitals

Attachments: photos, PDFs, bills, police reports, forms

Forwarded threads with partial context

Where this fits

Ideal starting scope for a pilot implementation

Teams Involved

  • Claims Intake
  • FNOL Team
  • Triage
  • Adjusters
  • Fraud / QA (optional)
  • Customer Support

Channels

  • Claims inboxes
  • Broker inboxes
  • Upload-to-email flows

Ideal Pilot Scope

  • One Line of Business (motor / property / health)
  • 6–10 intake categories
  • Routing matrix (LOB + severity + geography + policy type)

Inputs & Outputs

What goes in and what comes out

Inputs

  • Inbound claim emails + threads

  • Attachments: PDFs, photos, bills, forms

  • Optional reference data:

    Policy master, Claims system records, Coverage rules, Routing matrices

Outputs

  • Structured claim intake record (JSON/CSV)

  • Claim summary (bullet + timeline + key entities)

  • Document checklist (present/missing)

  • Case/ticket created in claims workflow tool

  • Missing-info templates (human-approved)

  • Dashboards: intake volume, missing-doc reasons, SLA adherence

  • Routing decision + adjuster assignment

What it handles (starter categories)

Missing document follow-ups

(templates + checklist)

New claim / FNOL email intake

Claim document submission

(photos, bills, reports)

Repair shop/broker updates

Claim status request routing

(to correct queue)

The Workflow

Step-by-step automation from intake to tracking

Step 1

Intake

Claim-related email arrives.

Step 2

Understand

Classify intent (new claim / claim update / document submission / status request) and identify line of business.

Step 3

Extract

Capture policy number, claimant name, incident date/time, location, contact info, loss description, and severity signals.

Step 4

Validate

Check required fields and required documents for the specific claim type.

Step 5

Package

Create a structured claim intake packet (summary, checklist, extracted fields, attachments).

Step 6

Route

Assign to the correct queue or adjuster based on defined rules.

Step 7

Track & Follow-up

Monitor SLA timers, backlog aging, missing-document rates, time-to-setup, and send automated follow-ups when safe.

What ApexIQ Delivers

Intent taxonomy + LOB classifier

(6–10 categories)

Follow-up templates

(missing-doc requests, next steps) with human approval flow

Validation rules

(required fields/docs per claim type)

Entity extraction

tuned to insurance claims language

Exception lane

for ambiguous/low-confidence intakes

Routing engine

(LOB, severity, geography, customer tier, policy type)

Document packaging logic

(attachments + checklist + indexing)

Dashboards + audit logs

for operational visibility and compliance

Monitoring + tuning loop

(drift, new doc types, event surges)

Integrations & Data Sources

We integrate based on your stack

Email

  • Outlook/Microsoft 365
  • Gmail/Google Workspace
  • Zoho Workspace

Claims systems

  • Guidewire/Duck Creek
  • Custom claims platforms
  • ((API/export integration))

Storage

  • SharePoint/Drive/S3
  • Repositories

CRM/ticketing

  • ServiceNow/Jira/Zendesk
  • Freshdesk (if used for intake)

Policy master + customer master

  • Validation/routing
Background Overlay

Accuracy & Safety Controls

Built-in safeguards and quality measures

Approved-source-only for policy statements

Confidence thresholds for critical fields

Human review for low-confidence/sensitive claims

No coverage advice (facts only)

Full audit trail (extraction + routing + timestamps)

PII discipline: masking + secure handling

Honest positioning

Speeds intake; Adjusters still make coverage decisions

Pilot Plan (2–4 Weeks)

A proven timeline to get you to production

W1Week 1

Scope + claim rules

  • Choose line of business + top categories
  • Define required fields/doc checklists
  • Gather sample emails/attachments (anonymized)
W2Week 2

Build extraction + packaging

  • Configure classifiers + entity extraction
  • Implement doc indexing + checklist
  • Set routing rules + exception workflow
W3Week 3

Shadow run + tuning

  • Run alongside current intake process
  • Measure extraction quality + routing accuracy
  • Tune for edge cases and surge patterns
W4Week 4

Integrate + roll out

  • Connect to claims workflow tool (or structured export)
  • Enable follow-up templates + approval flow
  • Publish dashboards + runbooks

Pilot KPI Targets

Time-to-setup reduction (FNOL → claim created)
Reduction in manual triage time per email
Routing accuracy (right queue/adjuster)
Missing-doc cycle time improvement (fewer back-and-forth loops)
Backlog aging reduction during surge events
Audit readiness (structured packet completeness)

What We Need From You

Client checklist to kick off the pilot

1
200–500 sample claim emails + attachments (anonymized)
2
Claim intake checklist per claim type/LOB
3
Routing matrix (LOB/severity/geography)
4
Target workflow system access (API/export)
5
Templates for missing-info requests + compliance review rules
6
One claims ops owner + reviewer for weekly tuning

Want faster claim setup and fewer missing-doc loops — without adding headcount?

Book a consultation or request an assessment—we'll recommend the best first workflow to pilot.