Bordereaux Reporting Made Simple: Automation in Action
Why bordereaux gets messy
Bordereaux work breaks when data is late, inconsistent, or scattered across spreadsheets and line-of-business tools. Manual mapping, pivot tables, and email approvals create delays, quality issues, and audit gaps. The fix is not another template. It is an operating model that standardizes inputs, automates transformations, and measures every step.
The operating model, at a glance
- Single source of truth. Feed policy, premium, claims, and fees from your core system, not ad hoc files. Ties to an end-to-end policy lifecycle prevent gaps. See how data flows across the policy lifecycle.
- Templates as code. Store mapping, allowed values, and carrier-specific formats as governed configurations, not one-off spreadsheets.
- Event-driven schedules. Trigger generation on calendar cadence or when bound premium changes.
- Built-in controls. Validations, reconciliations, and role-based approvals live in the process, not in someone’s inbox.
Step-by-step automation blueprint
- Define the data contract
- Agree on required fields, formats, and effective periods with each carrier.
- Version your template and mapping so changes are tracked.
- Normalize source data
- Map policy numbers, risk addresses, premiums, taxes, and broker codes to a common schema in your core system.
- Use reference data for classes, territories, and currencies to prevent drift. Centralize this in Policy Management.
- Configure generation and scheduling
- Create carrier-specific layouts, transformations, and file packaging rules.
- Set frequencies by agreement: monthly, quarterly, or at threshold events.
- In Expert Insured, you can set up automated bordereaux generation with validations and packaging aligned to each carrier’s spec. Learn more about automated bordereaux generation.
- Validate and reconcile
- Run field-level checks for completeness and format.
- Reconcile premiums, taxes, and fees to the ledger with tolerances. Flag out-of-balance records before approval.
- Approve and submit
- Route exceptions to owners with due dates and SLAs.
- Produce a tamper-evident file with a submission log and send via the agreed channel.
- Monitor and learn
- Track exceptions by root cause and optimize mappings.
- Roll template updates forward while preserving history.
Metrics that keep the process honest
Set targets, track them per carrier, and publish a weekly view:
- Cycle time per file. Target under 10 minutes to generate and under 1 hour including approvals.
- First-pass acceptance rate. Aim for 98 percent of rows accepted by the carrier without rework.
- Exceptions per 1,000 records. Keep below 20, with top three root causes documented.
- Reconciliation variance. Hold premium variances under 0.5 percent before approval.
- On-time submissions. Maintain 98 percent on or before the due date.
- Analyst leverage. Increase portfolios per analyst by 30 to 50 percent without overtime.
Controls and audit you can prove
- Versioned templates, mappings, and business rules with who, when, and why.
- Immutable submission logs with file hashes and timestamps.
- Approval trails by user and role.
- Re-run capability to reproduce a file from effective-date data.
For teams using Expert Insured, these controls align naturally with the platform’s Policy Management data model and posting logic, reducing manual reconciliation effort.
From pilot to steady state
- Week 1 to 2: Choose one carrier, document the data contract, and load 3 months of history.
- Week 3: Configure template, mapping, validations, and reconciliation tolerances.
- Week 4: Parallel run. Compare automated output to the legacy file and resolve deltas.
- Week 5: Go live for the pilot carrier and schedule monthly cadence.
- Weeks 6 to 10: Roll out additional carriers using the same patterns.
As you scale, the same automation improves upstream work too, from quoting to binds. A cleaner, governed dataset across your policy lifecycle means fewer exceptions and faster cash application.
