Certificate of insurance processing that stays inside the system you already use
Certificates arrive as they always have. We build the extraction in a business day. It costs nothing until it runs.
Certificate of insurance processing means reading each incoming COI and turning it into data your compliance process can check: named insured, carrier, policy number, coverage type, limits, and effective and expiry dates. The reading can be automated on its own. Deciding whether a vendor is compliant stays where it is today.
Fabrx builds the API. Landing it in a given system is done by partners, so the only requirement is a system that accepts an API call.
What moves, and what it becomes
ACORD 25, Certificate of Liability Insurance
Six coverage types share one limits table, and "each occurrence" sits in the cell beside "general aggregate". The three additional insured ticks are the fields most readers skip, because a tick is not the endorsement it refers to.
One coverage record per policy line
Vendor compliance
ACORD 28, Evidence of Commercial Property
Carries deductibles, coinsurance and perils that the liability form has nowhere to put, so a reader trained on ACORD 25 drops them.
A property coverage record
Tenant and property files
Additional insured endorsement
The page that proves the tick on the certificate. Ongoing operations and completed operations are separate forms, and a certificate often arrives with one of them.
An endorsement record, linked to its policy
Vendor compliance
Waiver of subrogation endorsement
Usually required by contract and usually filed without being read. It names the party waived, which is the field that decides whether it satisfies your clause.
An endorsement record, with the named party
Contract compliance
The carrier's own certificate
Not every certificate is an ACORD form. Carriers and brokers outside the US issue their own layouts, and a template reader comes back empty on them.
The same coverage record, from a different layout
Vendor compliance
The renewal certificate
Arrives looking identical to the one it replaces. The only fields that moved are the dates and sometimes a policy number.
A new coverage record, against the same vendor
Vendor compliance
What happens to one document
Your documents
Certificate arrives. Your documents
From the vendor, the broker or their agent. Nothing changes about how.
T+0
Fabrx
Read the certificate. Fabrx
Insured, carriers, policy numbers, coverage types, limits, dates, holder.
Read the attachments. Fabrx
The endorsement pages behind the certificate, returned as their own records.
Check it is complete. Fabrx
Every field we agreed on, or the document waits with the one left open.
If a field the certificate does not carry, or a page that will not read
Hold for review. Fabrx. Needs a person.
Your reviewer sees the certificate and the field that stopped it.
needs a person
Then it rejoins the path above.
Send the payload. Fabrx
One record per policy line, to an endpoint you nominate.
Where we hand over
The handoff is a JSON payload to an HTTPS endpoint you own, or a webhook we call on your side. We hold no credentials to your systems.
Your tracker
Lands where you track it. Your tracker
Your compliance rules run exactly where they run today.
What we do, and what stays yours
Fabrx builds and runs
- Reading the certificate, whatever layout it arrives in
- Pulling the fields from the form and from the endorsements behind it
- Holding anything left open, with the certificate attached
- Delivering one record per policy line to an endpoint you nominate
- Adding fields or a new document type when what you need changes
You keep
- The insurance requirement itself, and what counts as compliant
- The decision to accept a certificate, reject it, or chase the vendor
- Matching the named insured to your own vendor record
- Your tracker or spreadsheet, and who is allowed to see it
- Somebody to look at the output and tell us whether it is right
When a document is wrong
A pipeline with no failure path is a diagram of a good day. These are the ones that happen.
The scan is unreadable
The certificate stops before extraction and is never guessed at.
Who sees it. Whoever sent it, by reply, with the page that failed.
- Resent and reprocessed
- Keyed by hand, the way it is done today
The document is not a certificate at all
A policy schedule, a cover note or an invoice arrives in the same inbox. It is set aside and we are told. Nothing is sent to your endpoint.
Who sees it. Us first, then you, usually the same day.
- Added as its own document type, usually in one business day
- Confirmed as out of scope
Additional insured is ticked and no endorsement is attached
Both facts are returned separately. The tick and the endorsement are different fields and they are never collapsed into one.
Who sees it. Your reviewer, with both fields shown.
- Endorsement requested from the broker
- Accepted on the certificate alone, which is your call
The named insured does not match the vendor you expected
We return the name exactly as the certificate spells it. We do not correct it towards the name you were looking for.
Who sees it. Your reviewer, in the record.
- Matched to the right vendor on your side
- Sent back as the wrong entity
What certificate of insurance processing services actually do
Four ways the same certificate gets read, and what each one asks of you.
Time to first result
By hand
Minutes per certificate, on every certificate you receive.
Template OCR
Days building a template per layout, then minutes when one matches.
Outsourced
Days to onboard, then a turnaround you do not set.
Fabrx
Usually one business day from your sample certificates, then it runs.
When a carrier changes the layout
By hand
Nobody notices. A person reads the new one the same way.
Template OCR
The template stops matching and fields come back empty or wrong.
Outsourced
Absorbed by the provider, at the provider's pace.
Fabrx
Nothing changes. The extraction reads the fields by what they are, wherever they sit on the page.
What it costs to start
By hand
No new spend. The cost is hours your team is already paid for.
Template OCR
A licence and a build, before you know it reads your certificates.
Outsourced
Onboarding, then a rate per certificate or per seat.
Fabrx
Nothing. The build is free and you pay per document once it runs.
Where the data ends up
By hand
Retyped into whatever you already use.
Template OCR
A file you then move yourself.
Outsourced
The provider's portal, or a spreadsheet they send you.
Fabrx
A record at an endpoint you own, inside the system you already use.
Who decides whether the vendor is compliant
By hand
You do, after reading it.
Template OCR
You do, after checking what the template returned.
Outsourced
The provider does, against rules you handed over.
Fabrx
You do. We return the fields and the rule stays yours.
Someone has run this
They built solutions for any situation encountered along the way. For us, this type of partnership matters.
- 300+
- Field agents using it every working day
- 4,000+
- Documents processed every month
- 4 yrs
- In production, on the same workflow
Blitz is a field sales operation reading identity documents into contracts. These figures are theirs, and they are not an insurance result. The pipeline that reads their documents is the one described above.
What a pilot measures
Measured on your documents
Field-level accuracy
Every field on every sample certificate, scored against your correction.
Sample size
How many of your real certificates we ran. You choose which.
Spread of the sample
How many different carriers and layouts your sample covers, so the accuracy figure means something beyond one broker.
Exception rate
The share that stopped for a person, and what stopped them.
Build time
Calendar time from your samples reaching us to the pipeline running.
What we ask you for
How many minutes does one certificate take to review today?
It is the only honest denominator for any claim about time saved.
How many certificates do you receive in a month?
It sets the pricing band, because the rate depends on volume.
How do you find out that a policy has lapsed?
It tells us how fast the expiry date has to leave our side.
How many of your certificates are not ACORD forms?
It tells us which fields exist to pull. A carrier layout holds the same coverage, and sometimes it holds less of it.
Who reads the endorsement pages today?
If the answer is nobody, we should agree whether to extract them.
What it costs
- 01
We build it
We build the extraction, usually within one business day of receiving your sample documents.
- 02
You check it
It costs you nothing until it runs on your real documents. If the accuracy is not good enough, nothing goes into production and nothing is charged.
- 03
Then you pay
A prepaid package priced per document, valid for a calendar year. The rate depends on the document type and your monthly volume.
- No subscription
- No per-seat charge
- No setup fee at any volume
Questions about certificates of insurance
What is a certificate of insurance processing service?
It is the work of collecting certificates from vendors, reading the coverage off them, and keeping a record of who is covered and until when. Some providers do all three with people. Some sell a platform you move your compliance into. Fabrx builds the reading and hands the fields to the process you already run.
What fields are on an ACORD 25?
The producer and the insured at the top, then a block listing each insurer affording coverage. Below that, one row per coverage type with the policy number, the effective and expiry dates, and the limits, which are split between each occurrence and the aggregate. The certificate holder and the description of operations sit at the bottom, along with ticks for additional insured, subrogation waived, and whether the policy is claims made or occurrence.
How long does it take to review a certificate of insurance by hand?
It depends on how many coverage lines the certificate carries and whether anyone opens the endorsements behind it. We ask for your own number on the call, because it is the only denominator that means anything for your documents. Published figures from vendors describe their own customers.
Can certificate of insurance data be extracted automatically?
Yes, and it does not depend on the certificate keeping one shape. A template reader is tied to where each field sits, so a carrier redesign breaks it. The extraction we build reads the fields by what they are, so an ACORD 25, a carrier layout and a certificate issued outside the United States all return the same record.
What is the difference between COI tracking and COI extraction?
Tracking is the system of record: who owes you a certificate, which ones expire this month, who gets chased. Extraction is the step that turns a PDF into the fields that system needs. Most tracking platforms include an extraction step and ask you to move your compliance into them. If your tracking already works, extraction is the part worth replacing on its own.
Do you store our certificates?
No. Documents are not stored and they never train anything. Fragments are kept only if you switch on data lineage for auditability, and those are encrypted. We will sign an NDA if you want one, and redacted samples work fine for the build.
Related
- how the build works
The call, the sample documents, and what happens in the business day between them.
- a four-year extraction in production
Different documents, same pipeline. 300 field agents, 4,000 documents a month, running since 2022.
Send us twenty certificates
We build the extraction and show you what it got right, field by field, before you pay anything.