Commercial Lines Service · training guide · draft

How to check an issued policy against the proposal

Confirm that each issued new or renewal policy matches what was proposed and bound, so errors are fixed with the carrier before the policy goes to the client.

Typical time: about 24 min · Use this when a new or renewal policy arrives in the IVANS download. Every new and renewal policy is checked before it goes to the client.

Steps

1. 1
   Open the account in Applied Epic and find the bound proposal details. · Applied Epic

   This step takes about 5 minutes. Note limits, forms, named insureds and locations as bound, so you can compare them with the policy.
2. 2
   Open the policy declarations PDF for the same account. · Adobe Acrobat

   This is the longest step, about 9 minutes. Carriers format declarations differently, so read the forms and endorsements list carefully.
3. 3
   Compare limits, forms, named insureds and locations with what was bound. · Adobe Acrobat

   Check for the additional insured endorsement. The team names its absence as the most common problem.
4. 4
   Open the Policy Checklist spreadsheet. · Excel
5. 5
   Enter limits, premium and forms from the declarations into the checklist. · Excel

   About 94% of the time this data is retyped by hand. Check each figure against the PDF after entering it.
6. 6
   Set the Checking result to "Discrepancy found" or "No discrepancies". · Excel

   Decide: choose "Discrepancy found" if limits, forms, named insureds or locations differ from what was bound. Otherwise choose "No discrepancies".
7. 7
   If you found a discrepancy, send it to the carrier for correction. · Carrier agent portals

   Do this before closing the check. A missing additional insured endorsement counts as a discrepancy. Log the request as an activity in Applied Epic.

Watch out for

• Retyping from the PDF into the checklist happens in about 94% of checks, so a typo can hide a real error or create a false one.
• About 28% of checks end with a second look at the declarations PDF after the result is entered, and these take about 33 minutes against about 19 for the others. Finish the comparison before you record the result.
• About 24% of checks find a discrepancy. Limits and deductibles are the most common type, so check them first.
• A certificate must never show additional insured or waiver wording unless the policy has the endorsement. Verify it on the policy before you rely on it.

Faster ways

• Use Microsoft 365 Copilot, with a Power Automate flow that pulls the proposal and the downloaded policy from Applied Epic, to draft a list of possible discrepancies. The expected saving is about 15-30%.
• Review any Copilot list against the policy PDF yourself. A licensed team member decides whether a difference is a real error. Don't rely on the list alone, because long carrier PDFs can be misread.
• Copy and paste values from Epic and the declarations into the checklist instead of retyping them.

Written by AI from how the team actually did this work (2026-10-19 to 2026-10-23): the most common path, the steps people add or redo, and where errors happen. Review and edit before sharing.