Creating submissions

A submission is the intake record for a risk: the application that arrives from a broker or insured, before any quote exists. Every quote belongs to a submission, so creating a submission is the first step of the quoting workflow. There are three ways a submission comes into existence:

Method	Where	Best for
Manual entry	Submissions → Create Submission	Keying in an application yourself
AI file import	Submissions → Import	Turning application documents (PDFs, spreadsheets, images) into a submission automatically
Email	Your company’s inbox address	Brokers sending applications straight from their inbox

Create a submission manually

Open Submissions in the sidebar and select Create Submission at the top right of the list.

The Submissions list page with columns for Submission Number, Name, Status, Type, Last Updated, and Created, and toolbar buttons Import, Edit Columns, Export Submissions, and Create Submission. — The Submissions list — Import, Edit Columns, Export Submissions, and Create Submission live in the toolbar.

Create Submission drops you straight into the quote wizard on a fresh new-business quote. That’s deliberate: entering a submission and starting its first quote are the same data entry, so the app doesn’t make you do it twice. The first time you select Save Quote in the wizard, the app creates the submission and its first quote together — the insured details you entered are copied onto both records, and the quote is linked to the submission from the start.

You don’t have to finish the wizard for the submission to exist. Save once, exit, and the submission (with its in-progress quote) is on the Submissions list waiting for you.

The rest of the toolbar:

Button	What it does
Import	Opens the Import page (shown if your role can upload files).
Edit Columns	Choose and reorder the list’s columns; save shared views for your team.
Export Submissions	Export the (filtered) list — see Exports & saved views.
Create Submission	Starts a new submission via the quote wizard.

Import submissions from documents

The Import page (Submissions → Import) turns real-world application documents into submissions: drop the files, and AI extraction reads them and builds a submission — and a draft quote — from what it finds.

Upload files

The page starts with a dropzone. Drag files (or a whole folder) onto it, or click to browse. Supported types are the ones the extraction engine can actually read: PDF, PNG, JPEG, WebP, plain text, CSV, and Excel (.xlsx). Unsupported or oversized files are rejected up front with a message — nothing half-uploads. As soon as you drop, a dialog asks “What are you importing?” — every dropped file is listed by name, and you choose Submission or Policy. The choice is saved with the import so it never asks again. (The Policy option builds a policy record instead of a submission; this page covers the Submission flow.) Cancel abandons the drop entirely.

The 'What are you importing?' dialog listing the dropped file names, with Cancel, Submission, and Policy buttons. — Dropping files prompts once for the import type.

Uploading and parsing are separate steps: the drop only uploads the files into a dated import folder (you can open it any time via the folder icon — Open in Company Files). Each drop becomes one row in the Imports table below, which also shows every import from previous sessions, whoever made them.

The Imports table

The Import page showing the dropzone above an Imports table with columns Files, Type, Source, Uploaded, Status, and Parsed Result, plus per-row action icons and a Show hidden toggle. — The Imports table — one row per import, with its type, source, status, and parsed result.

Column	What it shows
Files	The dropped file names (click to preview the files in-app, one tab per file) and a folder icon that opens the import’s folder in Company Files.
Type	The declared type — Submission or Policy.
Source	Upload for in-app drops, or an email chip naming the sender for imports that arrived by email. Hover the email chip for the sender, recipient, and subject.
Uploaded	When the files arrived.
Status	The latest run’s state: Not run, Starting…, Running, Retrying, Succeeded, or Failed. While a run is live, the chip is clickable and opens the run’s live progress.
Parsed Result	A link to the quote the parse produced (labeled with its quote number). Opens the quote — its submission is one click away from there.

Row actions (right-hand icons):

Action	When it appears	What it does
Parse Submission / Parse Policy (play icon)	Import has never run	Starts the AI parse using the type declared at drop time.
View active run	While a run is in flight	Opens the run history on the live run’s advancing progress.
View run history	Always	Opens the full run history for the import.
Hide import / Unhide import	Always	Parks the row out of the table. Hidden imports render muted under the Show hidden toggle and can be unhidden any time.

Run the parse and watch it

Select the play icon to start the run. A parse has two stages — extracting the documents’ contents, then parsing them into a submission — and the row’s status chip (and the run history) shows live progress like “Extracting 1/2 · attempt 1” then “Parsing 2/2”. The table refreshes itself every few seconds while any run is live, so you can navigate away and come back. When the run succeeds, the Parsed Result column links to the quote the import created; the quote sits on a new submission built from the same documents, with the uploaded files attached. Open the quote to review what the AI extracted — everything is editable in the quote wizard — or follow Back to Submission from the quote to see the submission itself. When a run fails, the error is shown verbatim in the run history so you can see exactly what went wrong, and you can re-run.

Run history and re-runs

The history icon on any row opens the import’s full run history: every run, newest first, with its status, type, started/finished times, a View Extract action (inspect or download the raw extracted data as JSON, once extraction succeeded), and the run’s parsed result.

The Run history dialog listing parse runs in a table with Status, Type, Started, Finished, Extract, and Parsed Result columns, and a replay icon at the end of each finished run's row. — The run history — every parse run with status, timings, extract access, result, and a re-run menu.

Every finished run has a replay icon with two re-run modes:

Re-run from Extract — re-parses using that run’s already-extracted data, skipping document extraction. Available once the run’s extraction succeeded.
Re-run from Start — extracts and parses again from scratch. Always available.

Every re-run creates a brand-new submission and quote. Records created by earlier runs — including partial data from failed runs — are not replaced or cleaned up, so re-running produces duplicates. The app asks you to confirm before any re-run starts.

Email a submission in

Your company can receive submissions by email. An administrator creates one or more inbox addresses (for example your-company-submissions@inbox.aiinsurance.io) on the Company settings page, each tied to an import type — a submissions inbox or a policies inbox. Anyone who emails application documents to a submissions inbox creates an import on the Import page, exactly as if the attachments had been dropped there — the row shows an email chip as its source, naming the sender. What happens next depends on whether the sender is recognized:

Recognized sender (on your company’s allowed-senders list): the parse starts automatically — no one has to click Run. The row shows Starting… and then live progress, and the resulting quote appears in Parsed Result.
Unrecognized sender: the email’s files are stored but nothing runs. The row shows a warning chip with the sender’s address and a Needs sender review status, and offers two actions to users who can manage company settings:

Action	What it does
Recognize sender	Adds the address to your allowed senders. This import becomes runnable, and future emails from the address process automatically.
Block sender	Future emails from the address are dropped completely — not stored, not shown. The already-stored import stays visible (hide it separately if you want it gone). You can un-block the sender later from Company settings.

An Imports table row whose Source column shows a warning chip labeled with the sender's email address, a 'Needs sender review' status, and Recognize sender / Block sender action icons. — An email import from an unrecognized sender, parked until someone recognizes or blocks the sender.

Sender recognition and blocking are company-wide policy, not per-import settings — both ask for confirmation. The full sender allow-list is managed on the Company settings page.

Clearance warnings

When a submission’s primary insured matches another record your company already has, the submission’s detail page shows a clearance warning banner — one per match — so an underwriter spots a potential duplicate before working it up.

A submission detail page with a warning banner reading 'Clearance Warning: This has an existing submission associated with it' followed by a clickable submission number link. — A clearance warning links straight to the existing record it matched.

The match is on the primary insured’s name (ignoring case and extra whitespace) against your company’s other submissions.
Each banner names the matching submission’s number; click it to open that submission and compare.
Renewals are excluded on both sides — a renewal submission never shows clearance warnings, and never appears as a match, since a renewal is expected to share its prior term’s insured.

The warning is informational: it doesn’t block quoting or binding. It’s up to you to decide whether the new submission is a true duplicate.

After the submission exists

Opening a submission from the list lands on its detail page:

A submission detail page showing the submission name, an Actions dropdown, tabs for Summary, Files, Loss History, Notes, and Contacts, submission fields, and a Quotes card with a New Quote button. — The submission detail page — summary fields, the Quotes card, and the tab bar.

Tabs — Summary (the submission’s fields plus its Quotes card), Files, Loss History, Notes, and Contacts. Tabs your role can’t access don’t appear. See the Submissions feature reference for each tab in detail.
Status — submissions carry a status through their life. The standard statuses are In Progress, Submitted, Quote in Progress, Quote Complete, Quote Accepted, Quote Sent, Bound to Policy, and Declined (labels can vary depending on how your company is configured).
Actions menu — Delete Submission permanently deletes the submission after a confirmation. It’s disabled while the submission still has quotes: delete those first, since deleting a submission out from under its quotes would orphan them.
Quotes card — every quote on the submission, each with its number, status, total amount due, and a View button. New Quote starts another quote: if the submission already has an active quote, the new one starts as a copy of the latest; otherwise it starts fresh from the submission’s data.

Which fields appear on the Summary tab — and on the quote wizard that follows — depends on how your company is configured. See How your app is configured.

Next: quote it

With the submission in place, the next step is working up terms — exposures, rating, coverages, and forms — in the quote wizard. Continue to Quoting new business.

Getting Started

Workflows

Feature Reference

Administration

Create a submission manually