Have you ever felt overwhelmed by the number of steps it takes to process an insurance submission?
Not to mention that documents often arrive unstructured, inconsistent, and in need of sorting. Teams also spend around $50 or more just to get an application into their system.
Even the most skilled underwriters and insurance agents would have headaches dealing with an ever-growing pile of documents.
However, with the right insurance workflow software, you and your team can make this document-heavy work much faster and easier to deal with.
In this article, we’ll look at the 5 best insurance workflow software that can simplify your operations.
What Is Insurance Workflow Software?
Insurance workflow software is a digital tool that helps the insurance industry run more smoothly. It’s built to automate processes that are often slow and repetitive, such as claims handling, underwriting, and policy updates.
Instead of relying on manual data entry or paperwork, the insurance automation software connects different insurance systems and moves information automatically between them.
For insurance agencies, it acts like a smart assistant that keeps everything organized. It assigns tasks to the right people, sets reminders, and tracks progress.
5 Insurance Workflow Software to Automate Your Routine Processes
Insurance automation software can help you cut down manual work, reduce errors, and keep your operations running smoothly.
Below are five software options that can help your team automate routine processes and stay focused on what really matters: serving your clients.
1. Heron
Heron is an automation platform that simplifies document management for insurance teams. It automatically converts emails and document attachments into clean, structured data ready for underwriting.
The platform supports more than 50 document types, including ACORDs, loss runs, SOVs, and supplemental applications, while handling scanned or handwritten files with insurer-grade accuracy.
Heron connects with financial CRMs, policy systems, and rating engines to create a seamless data flow across systems.
It also supports regulatory compliance and maintains full audit trails for every submission, helping teams focus on higher-value tasks that matter.
Key Features
- Automated document ingestion - Collects and organizes submission emails, names files properly, and prepares documents for processing
- Accurate data scrubbing - Reads and scrubs information from more than 50 document types, including scans and handwritten forms
- Workflow integration - Connects directly to CRMs, policy systems, and other tools to update records and trigger next steps automatically
- Data validation and enrichment - Checks each submission against rules, fills in missing details, and improves data quality using external sources
- Audit trails - Tracks all submission actions and changes to maintain transparency and easy record review
- Regulatory compliance - Keeps data structured and traceable to meet compliance and documentation standards
2. FlowForma
FlowForma is a workflow automation tool that helps insurers manage claims efficiently by reducing manual work and improving data accuracy.
It allows business users to create, test, and deploy automated claims management processes without technical expertise.
By defining rules, triggers, and actions, insurers can process claim details faster, reduce delays, and maintain consistency throughout each stage of claim handling.
The platform’s automation features support compliance, transparency, and better customer satisfaction through faster settlements and fewer errors.
Key Features
- No-code workflow creation - Allows business users to build and customize claims workflows without technical expertise
- Rule-based automation - Uses defined rules, triggers, and actions to manage each step of the claims process automatically
- Data accuracy checks - Validates and updates claim details to maintain reliable and consistent information across all records
- Testing and validation - Enables users to test workflows in real time to confirm that automation and logic function as intended
- Compliance tracking - Keeps a clear record of all workflow rules and activities to support compliance and audit requirements
3. Pega
Pega is a workflow and AI decisioning platform designed for insurance and financial institutions. It helps organizations transform, automate, and personalize operations across the insurance lifecycle.
The platform supports claims handling, underwriting, sales, and customer engagement through intelligent automation and real-time insights.
Pega enables teams to improve underwriting efficiency and make faster, more accurate decisions.
Key Features
- Claims automation - Simplifies claims handling with AI and robotic automation to reduce processing time and improve accuracy
- Underwriting optimization - Automates the underwriting process, supporting underwriters with data-driven insights for improved efficiency
- Personalized engagement - Uses real-time data to deliver experiences tailored to each policyholder across communication channels
- Service transformation - Integrates automation and personalization tools to create consistent and seamless service across the policy lifecycle
- Distribution management - Connects distribution channels to support product delivery, onboarding, and sales management for insurance teams
4. Creatio
Creatio is a no-code platform that combines workflow automation and customer relationship management for insurance companies.
It supports every stage of the customer journey, including sales, marketing, onboarding, underwriting, and claims processing, within one system.
The platform enables seamless integration with existing CRM systems and offers a complete view of customer data to support informed decisions.
Key Features
- Unified workflow automation - Automates sales, marketing, onboarding, underwriting, and claims processes within a single platform
- Customer relationship management - Provides a centralized database for tracking client interactions, policies, and communication history
- Seamless integration - Connects easily with existing CRM systems and other business tools to maintain consistent data across platforms
- Analytics and reporting - Delivers real-time insights on performance, customer engagement, and operational efficiency
- No-code customization - Allows teams to create, modify, and deploy workflows without technical expertise to adapt quickly to business needs
5. Guidewire
Guidewire InsuranceSuite is a software platform designed to manage core business processes across the entire insurance lifecycle.
It brings together policy administration, billing, and claims management within a single connected system. Built for insurance agents and providers, it helps streamline operations, improve decision-making, and support customer-focused service.
InsuranceSuite offers a comprehensive solution that covers product definition, underwriting, policy management, and claims servicing, with built-in analytics and automation to improve efficiency.
Key Features
- End-to-end lifecycle management - Supports all stages of insurance operations, from product design to claims servicing, within one platform
- Comprehensive solution - Combines policy, billing, and claims management tools to create unified and consistent workflows
- Underwriting support - Enhances underwriting accuracy with analytics insights and an agile rating engine for better risk assessment
- Policy management - Manages policies from creation to renewal while allowing quick adjustments to meet policyholder needs
- Integration for insurance agents - Connects agents and partners through APIs and digital tools to simplify collaboration and improve service
Why Should You Automate Insurance Workflows?
Automating your insurance workflows can completely change how your business operates. Let’s look at why insurance companies are turning to automation.
Save Money and Use Resources Wisely
Manual work often leads to delays, rework, and unnecessary costs. Automation removes those manual processes that waste time and money.
For example, when your approval process is automated, requests move faster, and you avoid bottlenecks. That means fewer staff hours spent chasing files and more time spent helping clients.
You also save on paper, storage, and admin tasks, helping your teams focus on revenue-generating work.
Make Your Operations Run Smoothly
Automation improves operational efficiency by cutting down repetitive tasks and keeping your insurance processes consistent.
For example, renewals, policy updates, or quote requests can move through the system automatically, with instant notifications to the right people.
Your automation tools can even organize tasks by priority, helping teams boost productivity and deliver services faster without sacrificing quality.
Better Claims Processing
Claims are the heart of claims management, and automation can make this process faster and more accurate.
Instead of waiting for paperwork or email confirmations, claims can be submitted, verified, and assigned automatically. The system can detect missing information and alert your team before delays happen.
You can also use risk assessment features to flag unusual claims that might need extra review, helping with risk management and fraud detection.
Improve Customer Experience
Customers don’t want to wait weeks for a claim or a policy update. Automation allows you to give real-time updates, quick responses, and smooth service.
When your insurance processes run faster and more accurately, clients see your agency as dependable and professional.
Keep Data Secure and Compliant
Handling customer data comes with big responsibilities. Automated systems support data security by applying access controls, meaning only authorized staff can view or edit sensitive information.
They also strengthen data governance, helping your business follow industry regulations like GDPR and SOC2. You get built-in audit trails, standardized compliance checks, and fewer errors in documentation.
Gain Flexibility and Grow with Confidence
As your client base grows, automation helps you keep up without overloading your teams. You can add new workflows or adjust existing ones without rebuilding your entire process.
This gives insurance companies the flexibility to respond quickly to market shifts while maintaining consistency in service.
Automate Your Insurance Workflows with Heron
Heron is a smart document automation platform that makes complex insurance work simple. It connects your existing systems so your insurance teams can handle large volumes of claims, applications, and documents easily.
With Heron, your team can handle claims intake, validate documents, and sync clean data into your CRM in minutes.
Get Claims Moving Faster
Collecting and sorting claim documents by hand can take forever. Heron handles that for you. Using intelligent document processing, it automatically receives and organizes files from emails or broker portals.
It reads and verifies the details, flags missing information, and pushes valid data straight into your system. This means less waiting, fewer mistakes, and smoother claims intake from start to finish.
Make Data Collection Simple
Heron takes messy paperwork and turns it into clean, structured data. It reads financial statements, reports, and claim forms automatically.
Then it checks for missing or incorrect details. With built-in fraud detection, your team can spot red flags early and keep your insurance processes accurate and secure.
Get Insights That Help You Work Smarter
Heron helps insurance companies make smarter, data-driven decisions. It analyzes claim trends, policy data, and customer behavior so your team can gain insights into risks or opportunities for improvement.
These valuable insights help you strengthen risk management and improve how your business operates every day.
Keep Using the Systems You Already Have
You don’t need to rebuild your setup to use Heron. It connects easily with legacy systems and popular CRMs like Salesforce and Zoho.
Your insurance teams can keep using the tools they already know, while Heron handles the data collection and automation in the background. Everything stays synced and organized.
Cut Costs Without Cutting Corners
Heron removes the need for repetitive, manual work that slows your team down. By automating these repetitive tasks, your business saves time and reduces operational costs.
The system can also grow with your business, helping you handle more claims and policies without needing to expand your staff.
Stay Secure and Compliant
Heron keeps your customer data safe and compliant with industry regulations. It uses access controls to protect sensitive files and maintains clear audit trails for easy tracking.
This helps your company maintain strong data governance while giving your clients confidence that their information is handled responsibly.
FAQs About Insurance Workflow Automation
What is automation in insurance?
Automation in insurance means using technology to handle repetitive tasks like data entry, claims, or policy renewals without human effort.
It helps insurance companies save time and reduce errors while improving accuracy across processes.
What is workflow in insurance?
A workflow in insurance is the step-by-step process that manages how tasks move from one stage to another, such as customer onboarding, policy issuance, and claims.
It keeps operations organized and helps teams stay aligned to deliver faster service and better customer experiences.
Can automating insurance workflow boost customer satisfaction?
Yes, automating insurance workflows can make the customer journey smoother by reducing delays and creating seamless communication between teams and clients.
It helps agents focus on solving customer concerns faster, making interactions more personal and efficient.
How can insurance workflow automation reduce manual data entry?
Insurance workflow automation replaces repetitive data entry with straight-through processing, allowing systems to handle forms and applications automatically.
This approach helps process new business faster, streamline workflows, and minimize errors caused by manual input.
