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Policy Schedule Check and Despatch

Example prompt: "When an insurer sends through a new policy schedule, check it against what we placed — sums insured, endorsements, anything that should be there — flag any discrepancies for me to query, then send the clean schedule to the client with a short cover note."

The Problem

The underwriter binds the risk on Friday and emails the schedule through on Monday. The account handler is meant to check it line by line against the slip the producer placed — every sum insured, every endorsement, the business description, the named drivers, the warranties — and either query a discrepancy or send it on to the client clean. In practice, on a busy week, the schedule is opened, given a thirty-second skim, and forwarded with "please see attached, any questions let us know". Six months later the client reports a loss and discovers that the goods-in-transit limit is £25,000 not £50,000, or that a warranty about overnight parking has been added that nobody picked up, and the conversation becomes about why we did not catch it at placement.

How GloriaMundo Solves It

We build a workflow that fires when an insurer's policy schedule arrives in the broker mailbox or is filed in the client's Drive folder. An integration step pulls the placement slip from the matching Placements row on the broker's sheet — sums insured, endorsements, warranties, business description, named drivers, the values agreed at quote stage. A code step extracts the same fields from the insurer's issued schedule. An LLM step performs a field-by-field comparison and flags any difference, classifying each as benign (cosmetic rewording), substantive (a different limit or endorsement), or red (a warranty added, an exclusion added, a sum insured reduced). A conditional step branches on whether any red or substantive flags exist; if so, the workflow saves a query email to the underwriter as a Gmail draft and posts in #placement on Slack. If the schedule is clean, the workflow saves a despatch email to the client as a Gmail draft with the schedule attached and a short cover note explaining what is on cover and when. Glass Box preview shows every flag, every query draft, and the client despatch before any of it leaves the office.

Example Workflow Steps

  1. Trigger (integration): A policy schedule PDF arrives in the broker mailbox or is filed in the client's /Schedules folder on Drive and logged on the Placements sheet.
  2. Step 1 (integration): Read the matching Placements row — placement_id, client_id, line of cover, insurer, sums insured at placement, endorsements placed, warranties placed, business description placed, named drivers placed, the values agreed at quote stage.
  3. Step 2 (integration + code): Read the issued schedule PDF and extract the same fields — sums insured, endorsements, warranties, business description, named drivers, period of cover.
  4. Step 3 (llm): Field-by-field comparison. For each placed field, compare to the issued field and classify any difference as benign (cosmetic rewording with no cover impact), substantive (a different limit, a different endorsement scope), or red (a warranty added, an exclusion broadened, a sum insured reduced, a named driver missing).
  5. Step 4 (conditional): Branch on the comparison result — clean schedule (proceed to despatch); substantive or red flags present (proceed to query).
  6. Step 5 (llm + integration, query branch): Compose a query email to the underwriter listing each substantive and red flag with the placement value and the issued value side by side and asking for the schedule to be reissued (or for written confirmation that the schedule is correct as issued and the placement record was wrong). Save as a Gmail draft. Post a one-line entry in #placement on Slack with the placement_id, the producer tagged, and a link to the comparison output for review.
  7. Step 6 (llm + integration, despatch branch): Compose a despatch email to the client — a short cover note explaining what is on cover, the period of cover, any key endorsements the client should be aware of, and an instruction to read the schedule and come back to us with any queries within fourteen days. Save as a Gmail draft. Attach the schedule.
  8. Step 7 (integration): Write a row to the Schedule Check Log — placement_id, schedule_received_date, comparison_status (clean / queried), gmail_draft_link, status 'Drafted'. Dedupe on (placement_id, schedule_received_date) against the log so a re-sent schedule does not double-draft.

Integrations Used

  • Gmail — the schedule arrival trigger, the underwriter query draft, the client despatch draft with the schedule attached
  • Google Sheets — the Placements record, the Schedule Check Log
  • Google Drive — the per-client /Schedules folder where issued schedules are filed
  • Slack — the #placement channel for query escalations and the daily clean-despatch digest

Who This Is For

Commercial brokers placing risks where the issued schedule is the canonical cover document and any drift from the placement slip is the broker's risk to catch — particularly property, fleet, professional indemnity, liability, and goods-in-transit schedules where the field count is high and a single missed warranty is a coverage event the client cannot afford. The workflow also fits in-house insurance teams placing through a broker, checking the broker's issued schedule against the placement instruction.

Time & Cost Saved

An account handler giving each schedule a proper line-by-line check typically spends ten to twenty minutes per schedule and skips the check entirely on a busy week, so the cases that bite are the ones the rush-week schedule went out unchecked. This workflow turns each schedule into a two-minute review of a pre-flagged comparison output — clean schedules go to the client with a one-line review, schedules with flags surface in #placement before they go anywhere — and removes the slow-burn coverage risk that comes from twenty unchecked schedules a month.