Document Collection
The “we need to get the dec page / COI / MVR / loss runs from the insured” task is the single most-frequent admin time-sink in an insurance agency. The snapshot’s document-collection module eliminates the email chase entirely.
Nine pre-built request templates
- Dec page — for binding new business / verifying current coverage
- Application / supplemental questionnaire — line-specific (auto, home, life, health, commercial)
- MVR consent — auto and commercial driver records
- Loss runs — 3-year history for commercial renewals
- Payroll summary — workers-comp + payroll-exposure GL
- COI request — additional insured + certificate holder details
- Income documentation — ACA subsidy verification + life-insurance financial underwriting
- Proof of citizenship / immigration — ACA marketplace
- Beneficiary update form — life policy lifecycle event
Self-serve upload links
Each request generates a unique, expiring upload link. Insured uploads documents directly to the secure GHL Documents module without the back-and-forth email attachment dance. Producer sees the docs in the CRM the moment they land.
The 4-step reminder cascade
- Day 0 — initial request email + SMS
- Day 3 — friendly reminder (“just bumping this up — let me know if you need help finding it”)
- Day 7 — second reminder + alternate-format option (“if you can’t find the digital copy, snap a phone photo”)
- Day 14 — producer hand-off (“I’ll have producer X reach out directly to walk through this”)
Producer is alerted at day 14, not before. Most documents arrive by day 3.
Document-type validation
Auto-validates uploaded files against expected format (PDF, image, signed-PDF). Rejects clearly-wrong uploads with a helpful message (“This looks like a screenshot of an email — we need the dec page PDF — here’s where to find it.”)
Audit trail
Every request, every reminder, every upload, every producer hand-off is logged in the contact record. Insurance E&O auditors love this.