Insurance document processing and claims data entry

Insurance document processing outsourcing gives the high-volume document work around claims and policies to a trained team: intake, indexing, data entry and checks. Deepen AI does it in your claims, policy and document systems, to your rules. Decisions on coverage, liability and payment stay with your licensed staff.

Who this is for

This page is for carriers, managing general agents, third-party administrators, brokers and agencies, and for companies that track insurance certificates from their vendors or tenants, such as property managers and general contractors. The volume is uneven: a storm can multiply new claims overnight. Documents arrive in every format, and most of them hold personal data, so how the work is handled matters as much as who does it.

What our team does

Claims

• Enter loss notice details from forms, emails and portal submissions into your claims system
• Index claim file documents by claim number and document type
• Check OCR-extracted fields from loss notices and correct them
• Flag mismatches, such as a vehicle or location not on the policy schedule, to your adjuster queue

Policy and underwriting support

• Key policy, endorsement and application data into your policy system
• Extract loss runs into your underwriting spreadsheet template
• Compare renewal documents with the prior term and list what changed

Certificates of insurance

• Check certificates against your requirements: limits, additional insured status and expiry
• Track expiry dates and send renewal or deficiency requests from your inbox, using your templates

For the general method behind this work, see document processing outsourcing and document data extraction.

How it runs

1. You share documents, rules and data limits. Send sample documents, your field rules, and your requirements for personal data. We agree in writing who can see it, which fields they need, and what gets masked.
2. We agree scope and train. Your pilot plan names the people, weekly hours and the queues they will work. Before touching live claims, each person practices on your sample files, and you sign off a gold set of correctly entered documents.
3. We deliver, with a named team lead and QA sampling. The team works your queues. The team lead handles rule questions and sends anything that needs an adjuster's or underwriter's judgment to your team.
4. You get a weekly report. Documents and claims processed, mismatches flagged, QA sample results and open questions.

Illustrative example: a loss notice entered into the claims system

Illustrative only. The insured, policy and details are invented.

• Input, loss notice: insured Delgado Landscaping LLC · policy CA-4410921 · date of loss "10/1/26" · location "I-35 S near exit 228" · description "Our truck was rear-ended at a light. Other driver's info attached."
• Input, attachment: photo of the other driver's insurance card
• Output, claim type: commercial auto, physical damage and liability, from your type list
• Output, policy: CA-4410921 matched and in force on the date of loss
• Output, date and place: 2026-10-01 · I-35 southbound near exit 228, in your location format
• Output, other party: name, insurer and policy number keyed from the card
• Output, flag: the VIN on the notice does not match any vehicle on the policy schedule. Sent to the adjuster queue, with no other action taken.
• Who did what: one team member entered the claim. A QA reviewer re-checked it field by field as part of the weekly sample and agreed.

How we keep insurance data accurate

Insurance data feeds decisions other people make, so the team's job is to get the facts right and to flag what does not fit, never to resolve it themselves. Your approved gold files are mixed into live work, so each person is scored against known answers under real conditions. A QA reviewer takes a sample of finished claims and certificates and compares every field with the source; the rest are not checked twice. Each weekly report gives the acceptance rate for that sample and names the fields where mistakes cluster, such as dates of loss or policy numbers. See how we check quality.

Our people work inside your systems, on accounts you control. Deepen AI holds SOC 2 Type II, ISO 27001 and TISAX, and the certification scope covers the Deepen AI services delivery team. Details are on the security page.

Pricing scope

Insurance document processing and claims data entry in English are standard tasks at $5 per person-hour, with a named team lead and QA sampling included. Work starts with a two-week prepaid pilot: people × hours per week × 2 weeks × $5, with at least 20 hours per person per week. After the pilot, we invoice weekly in arrears. Medical bill coding or review, legal review, and documents in other languages are quoted after our ops team reviews the task. See the pricing page.

When to use the enterprise team instead

If you are building risk or claims models from dashcam footage, vehicle telematics or driver assistance data, labeling that camera and sensor data is work for the Deepen AI enterprise team. It is scoped and priced per project. See enterprise AI data services.

Send sample documents and your field rules. We email you a pilot plan with a quote.

Request a pilot plan