Twenty carriers, twenty naming logics
A policy from one portal is named after the carrier's internal case number, the next after the export date, the third not at all. For the client that is irrelevant; for your filing it is the core problem, because the sort order in the client folder follows each insurer's logic instead of yours. A renaming step right after download makes it uniform. Afterwards quote, application, policy and endorsement for the same contract sit together in the folder rather than scattered across the list.
The policy number is the key
Client name and line of business are not enough as soon as someone holds two contents policies or several vehicles. The policy number is the unambiguous bracket across the entire term of the contract. With it in the filename, endorsements, premium invoices and cancellation confirmations visibly belong to the same contract, separated only by date. When an account manager changes or a book of business is transferred, that is the information that keeps the folder readable without anyone having to ask.
Claims files: a second number
A claim adds a claim number that is not identical to the policy number. Loss notification, photos as PDF, cost estimate, expert report, settlement correspondence and final account all belong to that number. If your naming pattern reserves a fixed position for the claim number and also names the contract, the two stay apart. When the client calls weeks later, the full history of the case is visible in one sort order instead of spread across mail folders.
Advice documentation and the IDD
Under section 61 of the German Insurance Contract Act, brokers must ask, advise and document the advice, and the documentation has to be provided to the client before the contract is concluded. Add the brokerage agreement, the power of attorney and the initial information sheet. These documents are the evidence later, if a client raises a claim against you. Filing in which the advice documentation and the related contract share the same naming stem turns gathering the file into a matter of minutes rather than hours.
The 30 November cut-off
During the German motor renewal season up to the end of November, cancellations, applications and new policies pile up in a short window. That is exactly where the backlog is created that is still on the desk in January. Batch processing over a whole folder is made for that phase: you download a day's documents, run the folder through and confirm the suggestions in one pass. Premium invoices around the turn of the year behave the same way.
Client data and the path of the analysis
Insurance documents contain health and financial data. The policy is read on your own computer, its text content is transmitted encrypted to the AI analysis, and only the detected details flow back. The rename itself runs on the device once more, and nothing is retained on the analysis side. As with any service provider, you need a proper basis for processing on your behalf. Should the analysis run through keys you hold yourself, the Custom plan with your own API keys is designed for exactly that.
FAQ
Related topics
Download Now
Choose your platform and start with automatic document renaming
Windows
Windows 10 & 11
We are currently working on official code signing for Windows. The download is already available – Windows Defender or SmartScreen may show a warning because the app is not yet certified. Choose “More info” → “Run anyway” to install.
System requirements: macOS 10.14+, Windows 10/11
All downloads are transmitted securely via HTTPS.