Welcome to AI Insurance — we’re excited to have you onboard! This guide covers the key steps to get started and ensure your data integrates smoothly with our platform. Please complete the setup tasks below before you begin. If you have any questions, feel free to contact us at support@aiinsurance.io.

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1. Understand Our Data Model

Our platform uses a structured data model to streamline submissions, quoting, and policy management. Understanding this model will help ensure a smoother and more efficient setup. Please take a moment to review the page below: Understand the AI Insurance Data Model

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2. Field Mapping

To ensure your data integrates smoothly with our platform, we need to understand how your existing fields align with our data model.
  1. Start by reviewing the AI Insurance Fields Data Model spreadsheet, which lists all standard fields, their locations, and usage:
    View the Fields Data Model
  2. Make a copy of the spreadsheet for your field mapping:
  • Click on the link above to access the Fields Data Model spreadsheet
  • In the Sheets, go to File > Make a copy
  • Name your copy like “[Your Company Name] - Field Mapping” This will be your working document for mapping your fields to our system
  1. Review the data fields you currently use — these may come from internal forms, spreadsheets, or other systems.
  2. Use our Field Documentation Template to map each of your fields to the corresponding ones in our model. This helps us configure your system accurately and reduces delays during onboarding.
In addition to field mapping, you’ll also need to complete the following:
  1. Complete the onboarding form
    You will receive a form from AI Insurance requesting basic information about your organization. This includes your company’s legal name, website, email address, primary admin contact, branding colors, and more.
  2. Pay your invoice
    We will send an invoice to your billing contact. Once paid, we can move forward with system configuration.
  3. Schedule a kick-off call
    Meet with your onboarding team to align on goals, clarify features, and outline the implementation timeline. This is also a chance to introduce your internal team and ask any outstanding questions.
Please provide all forms used in your workflows:
  • Include both .docx and .pdf versions
  • Place all files in a single folder (no subfolders)
  • Make sure the folder is compressed into a .zip file before uploading

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3. Send Your Rating Engine Spreadsheets

The Rating Engine calculates an insured’s policy premium. To set it up:
  1. Lines of Coverage: Fill out the form and provide us with each line of coverage and associated risk type.
  2. Upload Completed Application
  3. Complete the Base Rate Spreadsheet: Fill out the Base Rate Calculator template provided by AI Insurance with base rates and modifying factors for calculating premiums. Refer to the Rating Engine Documentation to learn more about the rating engine module.
  4. Complete the Form Attachment Logic Sheet: Copy into a new spreadsheet and complete the Forms Logic Template.
  5. Complete the Rating Questions, Adjustments, Fees, and Taxes spreadsheet: Copy into a new spreadsheet and fill out the Rating Questions, Adjustments, Taxes, and Fees spreadsheet with the rating questions and their modifier factors. Refer to the Rating Questions Documentation.
  6. Manual Example Rating Done: Copy to a new doc and fill out the Manual Example Rating.
  7. Base Rate Validation+Signoff: Review and sign off on your base rate.
  8. Ratings Engine Testing, Validation, and Requirements Adjustment (If Applicable): Reach out to the team for any adjustments or edits to your rating engine. Refer to the Validate a Rating Engine documentation to learn how to validate it.
  9. Rating Engine Instrumentation Sign-off: Validate, review, and sign off on your rating engine instrumentation.

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4. Premium Billing

The Premium Billing module handles payments within the AI Insurance platform. To set it up:
  1. Complete the Premium Billing Questionnaire: AI Insurance will send you a questionnaire to gather your billing preferences, complete this questionnaire.
  2. Confirm Payment Methods: Choose and confirm your default payment methods.
  3. Set Up a Cash Management Account: Follow the Cash Management Documentation to configure your cash management account in the AI Insurance platform.
  4. Attend the training: The team at AI Insurance will walk you through Premium Billing processes in the application such as:
    • Create an invoice
    • Manage invoices
    • Receive payment
Additionally, refer to the Invoicing, Billings, and Payments, documentation to learn how to manage your invoices and payments.

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5. Insured Portal

This portal allows insured customers to access their policies and submissions. To set it up:
  1. Submit Application Questions: Copy the Application template provided by AI Insurance into a new spreadsheet. Then, fill out the spreadsheet with the rating questions you want to ask a customer interested in buying insurance.
  2. Inform AI Insurance of preferred branding and logos: Share your branding preferences and logos to customize the portal’s interface. Using this submission, AI Insurance will create and configure your portal.
  3. Customer Feedback and Changes: Provide feedback or request changes via your onboarding customer portal. AI Insurance will make the necessary updates.
  4. Validation and Sign-off: Review and approve the final application form.

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6. Historical Data Import

This module allows you to import existing data into AI Insurance. To set this module up, do the following:
  1. Send Historical Data: Follow the provided import structure to submit your historical data.
  2. Confirm Data Submission: Verify that all data has been sent.
  3. Review and Sign Off: Review the imported data and sign off once it is accurate and complete. Refer to the Historical Data Imports: Guidelines and Templates documentation for more information on reviewing imported data.

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7. Invoice Audit

The Invoice Audit module uses artificial intelligence modules to evaluate invoices for discrepancies. To set it up:
  1. Upload Payment Guidelines: Define and upload your rules for invoice evaluations to the AI Insurance platform. Refer to the Invoice Audit Documentation.
  2. Validation Testing: Test and validate the rules. Refer to the Validate your invoice Audit settings documentation.

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8: Claims Module

The Claims Module helps you track incidents that may lead to lawsuits or financial demands. This module is included by default with your AI Insurance base instance. However, refer to the Adding data fields documentation if you need additional data fields for creating or editing an event.

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9. Policy Issuance

This module allows you to create, issue, endorse, and delete policies. To set this module up, follow these steps:
  1. Upload Forms and Insert Smart Tags: Follow the Forms and Smart Tags Documentation for guidance.
  2. Request Custom Smart Tags (If Needed): If you require custom smart tags that are not available on the AI Insurance platform, fill out this form to request custom forms. These custom Smart Tags cost 500 dollars each.
  3. Smart Tag request Sign-off: Sign off after you have made the request for custom smart tags.
  4. New Business issuance validation: Create a new policy from start to finish for a new insured, and validate that the forms added during policy creation look and function as expected.
  5. Renewal forms issuance validation: Renew a policy from start to finish to validate that the forms added during the renewal process look and function as expected.
  6. Endorsement forms issuance validation: Validate forms added during a policy endorsement by endorsing a policy end to end and ensuring the forms created for these endorsements look and act as expected.
  7. Forms Sign-Off: Review, validate, and sign off on the forms.
If you encounter any issues during the onboarding process, contact AI Insurance support at support@aiinsurance.io.