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Email Submission Feature

This article walks through the Email Submission feature and how to use it.

What Is the Email Submissions Tool?

The Email Submissions tool allows retail agents to send client submission information directly to a dedicated CoverForce inbox managed by their network or wholesaler. When an email is received — whether it contains details in the body or includes attachments such as ACORD forms, dec pages, or other supporting documents — CoverForce automatically extracts the relevant client and risk data and creates a new application in the platform on your behalf.

This tool is primarily designed for networks and wholesalers looking to streamline how retail agents submit business to them. It can also be used by individual agencies where clients or agents email submission information directly into the agency's own dedicated inbox, allowing applications to be started automatically without any manual data entry.

In both cases, the goal is the same: meet agents and clients where they already work, eliminate manual data entry, and get submissions in front of carriers faster.

How It Works

Once your dedicated submission email address is configured by CoverForce, here's what happens when an email is sent to that inbox:

  1. The email (and any attachments) is received by CoverForce.
  2. Our AI automatically reads and extracts key information — including the business name, line of business, and agency identifier — from the email subject, body, and any attached documents such as ACORD forms, dec pages, or other supporting files.
  3. A new application is automatically created in the CoverForce platform with the AI-extracted data prefilled, giving your team a head start without any manual entry.
  4. Eligible carriers are selected based on your agency's available broker codes, appetite, and any carriers explicitly referenced in the email.
  5. You and your team are notified that a new application has been created and is ready for review.

Applications created through this channel are tagged with a Channel of Email in the platform, making them easy to identify in your application list.

Getting Set Up

The Email Submissions tool is configured by the CoverForce team — it is not self-serve. To get started, please complete the Email Submissions Set Request Form and we will set up a dedicated submission inbox for your agency or network.

Your submission email address will follow a format like: yournetwork@coverforce.com

If your organization has multiple offices, teams, or agencies that need to be distinguished, CoverForce can create additional addresses or derivatives for each, for example:

  • yournetwork+office1@coverforce.com
  • yournetwork+office2@coverforce.com

Each address can be routed to the correct agency automatically, so submissions land in the right place every time.

Supported Attachment Types

The tool is built to handle a wide range of document formats, including:

  • ACORD forms
  • Dec pages
  • Excel files
  • Quote proposals
  • Other supporting submission documents
Minimum Information Required

For an application to be created successfully, the following information must be present somewhere in the email subject, body, or metadata:

  • Business Name
  • Line of Business
  • Agency identifier (this is typically handled automatically based on which email address the submission was sent to)

If any of this information is missing, the application will not be created and an error notification will be sent.

Notifications

When a new application is created from an email submission, team members at your agency or network will receive an in-platform notification. You can manage your notification preferences — including opting in or out of email submission notifications — directly in the Admin Portal.

Benefits
  • Faster Submissions: Applications are created automatically, reducing the time between receiving a client email and getting it in front of carriers.
  • Less Manual Entry: Key fields are prefilled from the email and attachments, minimizing data entry effort.
  • Works the Way You Already Work: No workflow change required — just forward or send submissions to your dedicated inbox.
  • Multi-Office Support: Multiple email addresses can be configured to route submissions to the right agency or team automatically.
  • Easy to Identify: Email-sourced applications are clearly tagged in your portal so your team always knows how a submission came in.

If you have questions or would like to get the Email Submissions tool configured for your agency or network, please reach out to us at support@coverforce.com.