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Certificate of Insurance Fulfilment

Example prompt: "When a client emails asking for a certificate of insurance or proof of cover — usually for a landlord, a new contract, or a hire-in company — look up the right policy, draft the certificate from the schedule, and send it back to them with a copy filed on the policy."

The Problem

A client emails on Tuesday afternoon asking for "a certificate of insurance for my landlord — they need it by Friday or they will not release the keys". The account handler has to find which of the client's six policies is the right one, open the schedule, copy out the insurer name, policy number, period of cover, limits of indemnity, and the specific extensions the landlord cares about, paste it all into the broker's certificate template, save a PDF, send it to the client, and file a copy on the policy. The whole sequence is ten minutes of clerical work that happens twenty times a week, and the cases that hurt are the ones that sit in the inbox for two days because Tuesday afternoon was already full.

How GloriaMundo Solves It

We build a workflow that fires when an email asking for a certificate of insurance lands in the broker's mailbox. An LLM step reads the email and extracts the requested policy type (employers' liability, public liability, professional indemnity, motor, property), the counterparty the certificate is going to (landlord, contractor, client of the client), and any specific endorsements or limits they have asked us to confirm. An integration step looks up the client's policies on the Policies register, and a conditional step branches on whether one policy matches, several match (ambiguous request), or none match (cover not in force). An LLM step composes the certificate body from the matching schedule, an integration step assembles the PDF in the broker's certificate template, and a further integration step saves the certificate to the policy folder on Drive and saves a reply email to the client as a Gmail draft. Glass Box preview shows the drafted certificate before any of it leaves the office.

Example Workflow Steps

  1. Trigger (integration): An email arrives in the broker's certificates@ mailbox or is labelled 'COI request' by the account handler.
  2. Step 1 (llm): Extract the requested policy_type, the counterparty receiving the certificate, any specifically-named endorsements (e.g. "indemnity to principals", "non-vitiation clause", "waiver of subrogation"), and the deadline.
  3. Step 2 (integration): Read the 'Policies' tab of the broker's Google Sheet to find the client's policies, filtered to status 'On Cover' and policy_type matching the request.
  4. Step 3 (conditional): Branch on the lookup — one policy matches (proceed); several match (post a clarification question in #service on Slack with the candidate policies and pause the workflow); none match (post in #service asking whether cover is actually on risk).
  5. Step 4 (integration + code): Read the policy schedule PDF from the client's Drive folder, extract insurer, policy number, period of cover, limits, and the endorsements the client asked us to confirm.
  6. Step 5 (llm): Compose the certificate body in the broker's standard wording, referencing only the endorsements actually present on the schedule (do not invent extensions the policy does not carry).
  7. Step 6 (integration): Generate the certificate PDF from the broker's template, file it in the client's Drive folder under /Certificates/[YYYY]/, and persist drive_certificate_link to the Certificates Log on the sheet.
  8. Step 7 (integration): Save a Gmail reply to the original client email with the certificate attached, picking up the certificate_link from the previous step. Post a one-line entry in #service on Slack so the account handler can review the draft and send.
  9. Step 8 (integration): Write a row to the Certificates Log — request_date, client, policy_id, counterparty, certificate_link, status 'Drafted' — with a (client_id, policy_id, counterparty, request_date) idempotency key so a duplicate ask in the same hour does not double-draft.

Integrations Used

  • Gmail — the certificates mailbox trigger, the client reply draft with the certificate attached
  • Google Sheets — the Policies register and the Certificates Log
  • Google Drive — the per-client policy folder where the schedule is read and the certificate is filed
  • Slack — the #service channel for ambiguous-lookup escalations and the digest of drafted certificates

Who This Is For

Commercial insurance brokers and MGAs serving a book where clients regularly need proof of cover for landlords, sub-contracting agreements, tenders, hire-in equipment, or industry-body memberships — particularly tradespeople, hauliers, professional services firms, and property-portfolio clients where COI requests come in steadily and a slow reply costs us the client's goodwill.

Time & Cost Saved

An account handler turning around twenty COI requests a week by hand typically spends two to three hours on the task, and the slow turnarounds (the Friday-deadline-arriving-Tuesday-afternoon ones) are the cases that generate complaints. This workflow turns each request into a one-minute review of a pre-drafted certificate, and the conditional branching catches the cases where the cover the client is asking us to confirm is not actually on risk — which is the lurking compliance error that hand-drafting cannot catch reliably.