Premium Audit Scheduling and Documentation
Policies rated on an estimated exposure basis — workers' compensation premium on estimated payroll, general liability on estimated revenue — need a final premium audit after the policy period to true up the estimate against actual exposure, and that audit has to happen within a defined window or the carrier loses the practical ability to collect an owed adjustment cleanly. Scheduling those audits, chasing the policyholder for the payroll or revenue records the audit actually needs, and tracking which audits are overdue is a manual process that regularly slips, and a policy that expires without its audit completed either leaves real premium uncollected or creates a dispute months later when the policyholder has moved on and doesn't have records readily available anymore.
STARTING PRICE
From €299
Standard tier · Multi-step workflow with AI extraction/decisioning and 2-3 integrations.
Get a quote →Saves roughly 2-4 hrs per audit in scheduling, documentation requests and follow-up.
How the automation works
We track every audit-rated policy against its audit window from the policy admin system, flagging audits that need scheduling well ahead of the deadline rather than after it's already tight, and generate the specific documentation request — the payroll records, revenue figures, or class-code breakdown the audit actually needs — tailored to that policy's rating basis instead of a generic request letter. Policyholder responses and submitted documentation are tracked against the request, with follow-up reminders escalating as the audit window narrows, and once documentation is received, it's organized and checked for completeness against what the audit requires before it goes to the auditor. Nothing about the actual premium adjustment calculation is finalized automatically — the audit's actual exposure verification and adjustment determination is the auditor's call, this handles getting the audit scheduled, the right records requested and collected, and the deadline tracked so the audit can actually happen on time.
Process flow
- 01
Policy approaches audit window trigger
Audit-rated policies are tracked against their audit window from the policy admin system, triggering scheduling well ahead of the deadline as the window approaches.
- 02
Generate tailored documentation request ai
A documentation request specific to the policy's rating basis — payroll records, revenue figures, class-code breakdown — is generated and sent to the policyholder, rather than a generic request that doesn't specify what's actually needed.
- 03
Track responses and follow up integration
Policyholder responses and submitted documentation are tracked against the request, with follow-up reminders escalating in urgency as the audit deadline window narrows.
- 04
Check documentation completeness ai
Received documentation is checked against what the specific audit requires, flagging gaps — missing months of payroll data, an unclear class-code breakdown — before the file goes to the auditor, rather than the auditor discovering the gap mid-audit.
- 05
Hand off complete file to auditor output
A complete, organized documentation package is handed off to the auditor for the actual exposure verification and premium adjustment determination, which remains the auditor's judgment call.
Inputs
- Audit-rated policy list with audit window dates
- Policy rating basis (payroll, revenue, class codes)
- Policyholder-submitted audit documentation
- Prior audit history and documentation patterns
Outputs
- Scheduled audit list ranked by deadline proximity
- Tailored documentation requests sent to policyholders
- Documentation completeness status per audit
- Complete audit-ready file handoff to auditor
Works with
Prefer a fully custom build instead of an off-the-shelf integration? We scope both options during your free consultation — most jobs like this one work fine on standard connectors, but higher-volume or non-standard systems sometimes need bespoke API work, reflected in the complex tier.
Where this goes wrong if you get it wrong
- An audit scheduled or documentation requested only close to the deadline gives the policyholder little time to respond, and a policyholder who's slow to gather payroll or revenue records — which is common, since this typically isn't their top priority — can cause the audit window to close before the audit is actually completed, which is why early scheduling well ahead of the deadline matters more than a request sent efficiently but late.
- A generic documentation request that doesn't specify the exact records needed for that policy's specific rating basis and class codes produces incomplete or mismatched submissions that require a second round of back-and-forth, effectively wasting the lead time the early scheduling was meant to provide.
- Checking documentation completeness against a generic checklist rather than the specific audit's actual requirements can pass a submission that's technically complete by a general standard but missing something that specific policy's audit genuinely needs, like a breakdown by location for a multi-location policyholder — completeness checking needs to be policy-specific, not templated.
- The actual premium adjustment from an audit — additional premium owed or a return premium due — should never be calculated and finalized without the auditor's exposure verification, since the raw documentation the policyholder submits can contain errors or require professional judgment to interpret correctly, and an unverified automated adjustment risks billing the wrong amount.
Frequently asked questions
Does this calculate the final premium adjustment automatically?
No — it schedules the audit, requests and organizes the right documentation, and tracks the deadline. The actual exposure verification and premium adjustment determination remains the auditor's professional judgment.
What happens if a policyholder is slow to send the requested documentation?
Follow-up reminders escalate in urgency as the audit deadline window narrows, and because scheduling starts well ahead of the deadline, there's more runway to chase a slow response before the window actually closes.
How does it know what documentation a specific audit actually needs?
The documentation request is generated based on that policy's specific rating basis — payroll, revenue, class-code structure — rather than a one-size-fits-all request letter that doesn't reflect what the audit actually requires.
Does it check whether the documentation received is actually complete before the auditor reviews it?
Yes — submitted documentation is checked against that specific audit's requirements and any gaps are flagged before handoff, so the auditor isn't the first one to discover missing records mid-audit.