Doux
Use cases · one ask, many specialists

You ask once.
Several specialists go and do the walking.

Every case below starts as one sentence from you and fans out into several specialists working at the same time, across the mailbox, the management system, the carrier portals and the paperwork. They converge into a single assembled answer, and the only thing left is the call that was always yours.

Every insured, holder and job named below is invented

The use cases

All 22 use cases, across eight desks

Each card reads top to bottom: the ask, the specialists that run at the same time, the answer they assemble, and the one decision that stays yours.

New business

Turn an inbound submission into a file

“Work up the submission that just came in”

Starts when A producer forwards an email with a completed application and a spreadsheet attached

5 specialists, at the same time
  • Intake reader shared mailbox pulls the application forms and attachments out of the thread and reads the named insured, entity type and operations
  • Entity check public records confirms the legal entity, the trade classification and the addresses the applicant listed
  • Prior coverage management system checks whether this account, or anything under the same ownership, already exists in the book
  • Loss history carrier portal requests five years of loss runs from the expiring carrier and tracks the request
  • Expiring terms policy forms reads the expiring declarations for limits, deductibles and endorsements worth matching or beating
What lands on your desk

One file: named insured verified, operations and class described, expiring terms laid out, loss runs requested and tracked. What is still unknown comes back as a list of questions, not as blank fields.

The call that stays yours

Do we work this account, and who owns it

What that used to take

Most of a morning across a mailbox, the management system and a carrier site, which is why the thin submissions quietly sit for a week.

Now

The file is built before you finish reading the email

New business

Answer whether you write the class

“Roofer with two losses, can we place it”

Starts when A producer is on the phone and needs an answer now

4 specialists, at the same time
  • Class match carrier guidelines reads the class and operations against the written appetite of every market you are appointed with
  • Appointment check management system confirms which of those markets you can actually submit to today
  • Loss screen carrier portal tests the loss picture against each market's stated tolerance and referral triggers
  • Precedent management system finds what the agency has placed for the same class in the last two years and where it landed
What lands on your desk

A short list of markets that fit, a shorter list that will decline and why, and the ones that will take it only with a referral. Each line says which guideline it came from.

The call that stays yours

Which markets to approach first

What that used to take

Twenty minutes on a day you get to it, and an answer from memory on a day you do not.

Now

An answer while the producer is still on the call

New business

Quote it across every market that fits

“Get this out to every market that will look at it”

Starts when The submission is complete and the risk is ready to market

5 specialists, at the same time
  • Application builder carrier portal fills each carrier and MGA application from one set of facts about the risk
  • Supplemental filler carrier portal completes the class supplemental each market attaches, in that market's own wording
  • Attachment clerk management system attaches the loss runs, the schedule of operations and the prior declarations to every submission
  • Submission tracker shared mailbox logs what went where and chases each underwriter on a clock
  • Quote reader carrier portal reads each returned quote for limits, exclusions and subjectivities, not only the premium
What lands on your desk

Every market that fits, submitted from one intake, with the quotes lined up on matching coverage terms so the differences are visible. Subjectivities are listed per quote.

The call that stays yours

Which quotes go in front of the client

What that used to take

Filling one carrier or MGA application runs five to ten minutes per risk per supplemental, measured on our own desk, which is why marketing usually stops at the third market.

Now

Built once, sent everywhere it fits, chased without you

New business

Build the proposal and the bind order

“Put the proposal together for Tuesday”

Starts when Quotes are back and the client wants to see options

5 specialists, at the same time
  • Option builder management system lays the quotes side by side on matching limits, deductibles and endorsement schedules
  • Coverage notes policy forms writes plainly what each option covers, excludes and leaves as a subjectivity
  • Finance option premium finance pulls a finance quote with the down payment, the term and the total cost of financing
  • Signature packet e-signature assembles the applications, the acknowledgements and the bind order and holds them for your release
  • Bind checklist carrier portal lists every subjectivity the carrier requires before it will issue
What lands on your desk

A proposal a client can actually read, with a finance option priced, and a bind packet sitting behind it. Nothing goes out until you release it.

The call that stays yours

Which option you recommend, and when it sends

What that used to take

An evening of copying numbers between a quote letter and a spreadsheet, usually the night before the meeting.

Now

A finished proposal you edit instead of build

Certificates

Issue the certificate the contract asks for

“Get the certificate out for the Ridgeline job”

Starts when A general contractor emails a certificate request with the insurance exhibit attached

4 specialists, at the same time
  • Requirement reader contract document pulls the required limits, additional insured wording, waiver of subrogation and primary and non-contributory language out of the exhibit
  • In force check management system reads the limits and endorsements actually in force on the policies being certified
  • Holder record management system matches or creates the certificate holder exactly as the contract spells the entity
  • Gap flag policy forms names anything the contract requires that the policy does not currently reach
What lands on your desk

A certificate drafted to the contract's own wording, plus a short list of anything the contract demands that is not endorsed yet. The gap is stated before the certificate goes out rather than after a claim.

The call that stays yours

Issue as drafted, or order the endorsement first

What that used to take

Twenty minutes to read the exhibit properly, which is exactly why the exhibit often does not get read.

Now

Drafted against the contract, with the gaps named

Certificates

Prove the endorsement actually landed

“Did the additional insured ever get added”

Starts when A holder asks for proof, or a policy arrives and nobody checked it

4 specialists, at the same time
  • Order trail management system finds what was requested of the carrier, by whom, and when
  • Forms list policy forms lists the endorsements attached to the issued policy with their edition dates
  • Scope reader policy forms reads whether the additional insured wording reaches completed operations and whether it is blanket or scheduled
  • Carrier chase carrier portal opens a service request for anything that was ordered and never issued
What lands on your desk

A plain answer on whether the endorsement exists, what it reaches, and whether it is blanket or scheduled. Anything missing comes back as a drafted correction request to the carrier.

The call that stays yours

Approve the correction request to the carrier

What that used to take

A slow read of the whole policy, which usually only happens after somebody disputes a certificate.

Now

Answered off the forms in force, with the fix drafted

Compliance

Check the contract against the policy

“Does our coverage meet this contract”

Starts when A client sends a contract before signing it

4 specialists, at the same time
  • Requirement reader contract document extracts every insurance requirement including limits, forms, notice periods and indemnity wording
  • Policy reader policy forms lists what the policies in force actually provide, endorsement by endorsement
  • Gap analysis management system lines the two up and marks each requirement met, partly met or not met
  • Cure options carrier portal finds what it would take to close each gap, by endorsement or by a different placement
What lands on your desk

Required, in force, and the difference between them on one page, with the cost of closing each gap. The requirements that cannot be met are said out loud.

The call that stays yours

What you tell the client before they sign

What that used to take

Most of an afternoon reading forms, so it gets skipped and the answer is given from memory.

Now

Three columns, one page, with the fix priced

Compliance

Check the policy against what we ordered

“Check the policy that just came in”

Starts when A carrier issues the policy weeks after the binder

4 specialists, at the same time
  • Order of record management system pulls what was quoted, what was bound and what the client approved
  • Policy reader policy forms reads the issued declarations, the forms schedule and every endorsement as issued
  • Difference report management system marks every place the policy departs from the binder, including added exclusions and changed deductibles
  • Correction request carrier portal drafts the corrections with the binder reference behind each one
What lands on your desk

A line by line difference between what was ordered and what was issued, with corrections drafted for the ones that matter. Exclusions that arrived quietly get named.

The call that stays yours

Which differences you push back on

What that used to take

Twenty to forty minutes per policy, which makes policy checking the first thing dropped in a busy month.

Now

Every policy checked the week it arrives

Compliance

Find the files that would hurt you

“Show me where we are exposed”

Starts when You ask, or the E&O renewal application arrives

4 specialists, at the same time
  • Documentation sweep management system finds accounts where coverage was declined or reduced with no written confirmation on file
  • Signature check e-signature finds applications, coverage rejections and waivers that were never signed or never returned
  • Certificate audit management system finds certificates issued with wording the underlying policy does not support
  • Activity gaps management system finds accounts where a coverage conversation happened by phone and nothing was ever written down
What lands on your desk

A ranked list of files where the paper does not match the conversation, worst first, with the missing document drafted for each one. Nothing sends on its own.

The call that stays yours

Which files get cleaned up this month

What that used to take

A project nobody schedules, so it happens after a claim instead of before one.

Now

A standing list that gets shorter

Renewals

Get me ready for this renewal

“Get me ready for the Henderson renewal”

Starts when A renewal lands ninety days out

5 specialists, at the same time
  • Exposure changes management system compares payroll, receipts, vehicles and locations against what was rated last term
  • Loss runs carrier portal requests current valued loss runs and reads the trend since the last renewal
  • Service history shared mailbox pulls the claims, complaints and certificate volume that shaped the year
  • Market read carrier guidelines checks whether the incumbent still writes the class and which alternates would
  • Renewal terms carrier portal reads the offered renewal for rate change, limit changes and any new exclusions
What lands on your desk

A renewal file with what changed, what it will cost, and whether the incumbent is still the right home. The conversation you need to have with the client is drafted underneath it.

The call that stays yours

Renew as offered, negotiate, or market it

What that used to take

Half a day per account, which is why most renewals get worked in the last week before expiration.

Now

Ready ninety days out on every account, not just the big ones

Renewals

See the whole renewal season at once

“What is coming at us in the next ninety days”

Starts when The start of a month, or you ask

4 specialists, at the same time
  • Expiration sweep management system derives every policy expiring in the window from effective and expiration dates rather than a status flag
  • Untouched flag management system marks the accounts with no renewal activity logged yet
  • Risk weighting management system ranks by commission at risk, loss history and how hard the class is to place right now
  • Prospect x-dates CRM pulls the non-client x-dates falling in the same window so the marketing runs once
What lands on your desk

One board of what expires, what has been touched, and what is at risk if nobody gets to it. Client renewals and prospect x-dates sit in the same window.

The call that stays yours

Where the team spends the next three weeks

What that used to take

A spreadsheet somebody rebuilt by hand last quarter and has not updated since.

Now

A live board derived from dates, not from a flag

Service

Push the mid-term change through

“They bought a truck, get it added”

Starts when A client emails a change and expects it handled

5 specialists, at the same time
  • Change reader shared mailbox pulls the specifics out of the client's message and names what is still missing
  • Affected policies management system finds every policy the change touches, not just the obvious one
  • Carrier request carrier portal submits the endorsement request in the carrier's own format with the detail it requires
  • Premium impact billing screen estimates the additional premium and how it will bill
  • Confirmation management system drafts the client confirmation and holds it until the endorsement is actually issued
What lands on your desk

The change requested at every carrier it touches, the premium impact estimated, and a client confirmation waiting on issuance. The follow up is already scheduled.

The call that stays yours

Approve the request and the client note

What that used to take

Ten minutes when the request is complete, an afternoon of back and forth when it is not, and the second policy gets missed.

Now

Requested everywhere it applies, tracked to issuance

Service

Stop the cancellation before the date

“Why is this policy cancelling”

Starts when A notice of cancellation arrives in the agency mailbox

5 specialists, at the same time
  • Notice reader shared mailbox reads the reason, the effective date and whether it is non-payment or underwriting
  • Billing status billing screen finds what is owed, what was paid, and whether the invoice went to the client or the finance company
  • Finance check premium finance checks whether a finance contract triggered the notice and what reinstatement would require
  • Exposure read management system lists the certificate holders and contracts that break if this policy lapses
  • Cure path carrier portal drafts the payment instruction or the reinstatement request with the carrier's own requirements attached
What lands on your desk

Why it is cancelling, what it takes to stop it, who else is affected if it lapses, and the reinstatement request drafted. The deadline sits on the top line.

The call that stays yours

Who calls the client, and whether we advance the payment

What that used to take

A notice that sits in a shared mailbox until somebody opens it, sometimes after the date has passed.

Now

Caught the day it arrives, with the cure already drafted

Service

Onboard the whole file at once

“We won it, set them up properly”

Starts when A new account binds

5 specialists, at the same time
  • Account build management system creates the insured, the contacts, the locations and the policy records from the bound terms
  • Document collection carrier portal pulls the binders, declarations and issued forms as each one lands
  • Certificate setup management system loads the holders and required wording the client already owes to other parties
  • Billing setup billing screen records whether each policy is direct bill or agency bill and when the first installment falls
  • Service calendar CRM schedules the audit, the certificate renewals and the next x-date review
What lands on your desk

A complete file on day one instead of one assembled over the first six months. Whatever is still missing arrives as tasks with owners and dates.

The call that stays yours

Who owns the account day to day

What that used to take

Pieces entered over weeks by whoever touches the account, which is where most of the bad data in a book comes from.

Now

The file is complete before the first service request

Claims

Get every loss run in one place

“Pull the loss history on this account”

Starts when A renewal or a submission needs five years of history

4 specialists, at the same time
  • Carrier list management system derives every carrier that held a line for this insured over the last five years
  • Run requests carrier portal requests current valued runs from each one and tracks who has responded
  • Prior carrier chase shared mailbox sends and follows the request to carriers you no longer have portal access to
  • Loss summary management system builds one summary across carriers with incurred, paid, reserves and open claims
What lands on your desk

One loss summary across every carrier, with the missing years named rather than left blank. The open reserves that will hurt at renewal are called out.

The call that stays yours

How you present the loss picture to the market

What that used to take

A week of emails and a stack of mismatched reports, and the fifth year often never arrives at all.

Now

Requested the same day, assembled as they land

Claims

Push the open claim forward

“Where is the Alvarez claim”

Starts when The client calls, or a claim goes quiet

4 specialists, at the same time
  • Claim status carrier portal reads the current status, the adjuster, the reserves and the last activity date
  • Coverage position policy forms reads the coverage in force against what the carrier has said about the claim
  • Correspondence shared mailbox pulls the full thread including what was promised and by whom
  • Next action management system drafts the adjuster follow up and the client update with the facts attached
What lands on your desk

Where the claim stands, what the carrier's position rests on, and what has not moved since the last contact. Two drafts wait behind it: one to the adjuster, one to the client.

The call that stays yours

Whether to escalate above the adjuster

What that used to take

Twenty minutes of portal and inbox digging every time somebody asks, repeated per claim.

Now

Standing status, with the follow up already written

Billing

Check the audit before you pay it

“This audit bill looks wrong, check it”

Starts when An audit invoice arrives with a number nobody expected

5 specialists, at the same time
  • Audit worksheet carrier portal pulls the auditor's worksheet with the classifications and figures actually used
  • Exposure check management system compares audited payroll or receipts against what the client reported and what was estimated at bind
  • Classification review carrier guidelines checks whether the classes and the division of payroll were applied the way the rules allow
  • Subcontractor test contract document checks whether uninsured subcontractor cost was charged and whether certificates exist that would remove it
  • Dispute draft carrier portal drafts the dispute with the worksheet lines and the supporting documents referenced
What lands on your desk

The audit reconciled line by line, with the lines that look wrong named and evidenced. A dispute letter sits drafted behind it.

The call that stays yours

Dispute it, or explain it to the client

What that used to take

Hours of worksheet reading nobody has, so most questionable audits simply get paid.

Now

Every audit checked, disputes drafted with evidence

Billing

Find the money that never landed

“Are we getting paid on everything we wrote”

Starts when Carrier statements post, or the month closes

5 specialists, at the same time
  • Statement reader billing screen reads each carrier commission statement into one list of paid items
  • Book match management system matches every paid item to a policy in force and flags the policies with no matching payment
  • Rate check management system compares the commission rate paid against the rate the agreement calls for
  • Direct bill status carrier portal checks whether the client actually paid on the policies showing nothing
  • Exception list management system separates the unpaid from the underpaid from the never billed
What lands on your desk

One exception list: policies in force with no commission, commission paid at the wrong rate, and clients who never paid. Each line names the carrier and the policy.

The call that stays yours

Which exceptions get chased, and by whom

What that used to take

A reconciliation that takes most of a day each month, so it happens in the months somebody has a day.

Now

The exceptions surface themselves every month

Growth

Wake up the pipeline that went quiet

“What have we let go cold”

Starts when You ask, or an opportunity sits untouched past a threshold

4 specialists, at the same time
  • Pipeline sweep CRM finds open opportunities with no real activity, derived from last contact rather than a stage label
  • Quote status carrier portal checks whether the quote behind each one has expired or can still be revived
  • Context pull shared mailbox reads the last exchange so the follow up references what was actually discussed
  • Follow up drafts CRM writes a specific message per opportunity and queues it for your release
What lands on your desk

Every cold opportunity, why it stalled, whether the quote is still good, and a drafted follow up that is not a template. Nothing sends without your yes.

The call that stays yours

Which ones get a call and which get written off

What that used to take

A pipeline review that gets scheduled and then moved, so the deals age out quietly.

Now

A weekly list with the outreach already written

Growth

Find the accounts with only one line

“Where is the cross sell hiding in our own book”

Starts when You ask, or a renewal season closes

4 specialists, at the same time
  • Book scan management system lists every insured holding a single line of business in force
  • Expected lines carrier guidelines names what a business of that class and size would normally also carry
  • Competitor x-date CRM finds when the lines they place elsewhere renew, where that is known
  • Approach note CRM writes the specific reason to call each one, tied to their operations rather than a discount
What lands on your desk

A ranked list of your own clients who buy one thing from you, what they are missing, and when their other coverage renews. Every line carries a reason to call.

The call that stays yours

Which producer gets which list

What that used to take

A report nobody builds, so cross sell happens by accident when a client happens to mention it.

Now

A standing list, refreshed as the book changes

Growth

Run a campaign against your own book

“Get something out to every restaurant we write”

Starts when A market change, a new appointment, or a season

5 specialists, at the same time
  • Segment build management system derives the target list from class and coverage in force rather than from a stale tag
  • Suppression CRM removes anyone in a claim, mid cancellation, or already sitting in an open opportunity
  • Message drafts CRM writes the message and its variants, grounded in what those accounts actually hold
  • Coverage read policy forms checks every claim in the copy against what the coverage actually does
  • Reply routing shared mailbox routes responses to the right producer with the account file attached
What lands on your desk

A campaign with a list you can defend, copy that does not overstate coverage, and replies that land on the right desk with context. It waits for your approval before anything sends.

The call that stays yours

Approve the list and the copy

What that used to take

An idea that dies at the list-building step almost every time it comes up.

Now

Built, suppressed and drafted, waiting on your yes

Growth

Build the report nobody has time for

“Show me what is actually happening in the agency”

Starts when Monday, month end, or the moment you want to know

5 specialists, at the same time
  • Book position management system derives policies and premium in force from dates and status rather than a maintained flag
  • Retention read management system measures what renewed, what lapsed and what went to a competitor
  • Production read CRM attributes new business and open pipeline to the producer who actually worked it
  • Revenue read billing screen lines commission received against commission expected
  • Exception read management system lists what is late, unpaid, unchecked or undocumented right now
What lands on your desk

One page: what you have, what you kept, what you wrote, what you were paid, and what is broken. Every number says how it was derived.

The call that stays yours

What the agency works on this week

What that used to take

A report a principal builds by hand once a quarter, or never, because it means pulling five screens together.

Now

The same page, current, whenever you open it

What runs today, and what does not: the new business, service, certificate, renewal, claims, billing and compliance desks are the desks this runs today. The growth desk is where it goes next — not something you would be buying on day one.

Tell us which one
costs you the most.

We onboard one agency at a time and start with the case that is eating the most of your week. You keep every decision at the end of it.

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