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How Agencies Use Decla, and Where a Person Still Belongs
A task marked complete isn't the same as work that landed. So when we talk about what Decla does well, we mean work that actually got done: a reviewable draft, the right AMS record, a filled form, a portal session that brought back the document. By that measure, agency work with Decla falls into three groups: work it handles every day, work it prepares for a person to finish, and work it doesn't do unattended yet. This page walks through each, based on what we see in production at customer agencies, then covers where most agencies start.
By Isaiah Hall · Published · Updated
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Work Decla handles every day
These are the highest-volume workflows, and the ones agencies rely on from the first week.
| Workflow | What Decla does | What your team does |
|---|---|---|
| Inbound email | Reads the thread, pulls client and policy context from the AMS, and leaves a reply in drafts | Reviews, edits and sends |
| Client and policy lookups | Finds the client and policy in a connected AMS | Nothing, unless the client isn't in the AMS yet |
| ACORD forms | Fills supported ACORD forms from policy data | Checks the form before it goes out |
| Documents from set-up carrier portals | Logs in and retrieves loss runs, dec pages and ID cards | Sets up the login and MFA once, during onboarding |
| Approvals | Holds client emails and AMS changes until someone approves them | Approves, edits or declines; a decline is your control working, not an error |
Work Decla prepares for a person to finish
These save real hours, but a person reviews and finishes them. None of them is an unattended bind, issue or send.
| Workflow | What Decla does | What your team does |
|---|---|---|
| Renewals | Pulls the record, assembles the file, builds the comparison and drafts the outbound email | Makes the recommendation and handles the bind and issue |
| Carrier quoting | Runs quotes across several carrier sites at once | Reviews results carrier by carrier; how well each one works depends on its portal setup |
| Certificates of insurance | Prepares the certificate when the coverages are on file in the AMS | Reviews the certificate before it goes out, and handles any coverages that aren't on file |
| Proposals | Drafts a proposal from your template | Reviews every page before it goes to the client |
| Billing, claims intake and endorsements | Assembles statements and first-notice files, and stages policy changes | Reviews the staged change before it's written |
| Scheduled work | Runs recurring jobs, like a daily summary or a sweep of a defined list | Reviews the first week of output before relying on it |
What Decla doesn't do unattended
Two different things live here: work Decla shouldn't run on its own today, and work the carrier or AMS doesn't let any software do.
| Situation | What's going on | What to do instead |
|---|---|---|
| Sending to clients unreviewed | Most teams edit drafts before sending, so client email stays behind approval | Keep sends on approval. That's the product working as designed |
| Carrier sites that only allow Google sign-in | Decla can't complete a Google sign-in unattended | A person completes the login, and Decla continues from there |
| Authenticator-only MFA with no stored secret | The login can't complete without the code | Store the authenticator secret in Decla, or complete MFA when prompted |
| Some carrier portals | A few sites have logins or layouts that still fail too often to rely on | We tell you which carriers in your book are reliable before you depend on them |
| HawkSoft coverage changes | HawkSoft's API doesn't allow coverage changes on existing policies | Decla handles lookups and notes; coverage changes stay in HawkSoft |
| AMS360 master certificates and payroll | Vertafore's APIs don't expose these updates | They stay in AMS360. Decla can still fill an ACORD 25 or 28 from policy data |
A note on carrier portals
Portal automation isn't one feature; it's a list of carrier sites. The same carrier can work reliably or fail depending on whether the right login address, credentials and MFA method are stored. That's why we test the carriers that matter to your book during onboarding, instead of promising every site on a slide.
Workflows agencies set up next
Once the daily work is running, agencies write procedures (SOPs) for the workflows that carry the most judgment calls. Common ones:
- Certificate, proof of insurance and EOI requests, including who approves nonstandard wording
- Cancellation, non-renewal and reinstatement notices, triaged by type
- Policy change requests, with what needs underwriting review first
- Endorsement review against what was originally requested
- Application and ACORD intake, checked for completeness by line
- Loss run and claims history summaries, with your large-loss threshold
- Final audit review, with a draft explanation for the client
- Agency bill and direct bill transaction entry
- Contract insurance requirements checked against coverage
- Plain-language coverage summaries drafted from the actual policy
Where most agencies start
Connect email and your AMS
Each user connects their mailbox, and your agency connects its AMS. Check that saved email signatures are in place so drafts go out right.
Start with inbound email
It's the highest-volume work and the fastest way for your team to see what Decla prepares. Review and send drafts for the first week.
Set up your top carriers
Add logins and MFA for the carriers you use most, and confirm which ones work reliably for your book before you depend on them.
Write procedures for two or three workflows
Pick the ones that take the most time or carry the most judgment calls, like certificates or renewals.
Loosen approvals only where it's low-risk
Once your team trusts a routine, lower-risk task, you can reduce how much of it needs review. Keep client emails and AMS changes that matter on approval.
It's allowed Truex to feel like we're a much larger agency with more resources.
Try it on your own work
- Start a free trial
Connect your email and AMS and run your own requests through Decla.
- Book a demo
Ask which of your carriers and workflows are a fit.