Workflow Analysis
See where AI fits before you commit to anything.
Every process has steps that consume time without adding judgment. This tool walks you through a real client scenario so you can see exactly how we identify those steps and what we do about them.
People were working overtime. Sick days were climbing. Something needed to change.
A client came to us with a workload problem. Their underwriting team was processing the same volume they always had, but the pace had accelerated. Deals were moving faster. Competition was responding faster. The team was not keeping up.
The problem was not talent. The underwriters were experienced and accurate. The problem was that they were spending the majority of their time on work that did not require their expertise: pulling documents, reading agreements for the first time, building first-draft summaries, and formatting initial assessments before the actual analysis could even begin.
By the time a senior underwriter got to the judgment call, they had already spent two to three hours on retrieval and setup. That same scenario was playing out multiple times per day, for multiple team members.
The Before State
- 4 to 6 hours per deal on document retrieval and first review
- Manual agreement reading to surface anomalies and opportunities
- First-draft policy writing starting from a blank screen
- Slower response times than competitors
- Team fatigue visible in overtime hours and sick day trends
"We are doing the same work we have always done. The business just wants it done faster, and the team is paying the price."
Mapping the underwriting process step by step.
We mapped every step in the workflow from agreement receipt to policy delivery. Then we identified which steps required human judgment, which required human oversight, and which could be handled by AI acting as the first responder.
Agreement Receipt and Intake
An incoming agreement arrives. Before any analysis can happen, the underwriter needs to locate the document, confirm it is complete, classify it by type, and route it to the right queue. At volume, this takes 20 to 40 minutes per agreement.
AI monitors the intake channel, classifies the agreement, confirms completeness, flags missing elements, and routes to the right queue with a structured summary — before any human touches it.
Anomaly and Opportunity Identification
The underwriter reads the full agreement to identify unusual clauses, exclusions, non-standard terms, and potential opportunity areas. A thorough first read takes 60 to 90 minutes on a complex agreement.
AI reads the full agreement, flags every anomaly with the relevant clause and line reference, surfaces opportunity areas with a confidence score, and produces a structured summary. The underwriter reviews a prioritized list instead of reading a 40-page document cold.
Opportunity Valuation and Decision
The underwriter evaluates each identified opportunity, estimates what pursuing it is worth, assesses the risk, and makes a go or no-go decision. This is the step that requires expertise and judgment.
AI provides comparable deal data, industry benchmarks, and a preliminary risk score to support the underwriter's decision. The judgment call stays with the expert. The research is already done when they sit down.
Policy Drafting
Once a decision is made, the underwriter writes a deal-winning policy response. First drafts take 45 to 90 minutes, and multiple revision cycles follow based on client feedback and internal review.
AI generates a structured first-draft policy based on the underwriter's decision, the anomalies identified, and the opportunity valuation. The underwriter refines and approves. Writing time drops from 90 minutes to 15 to 20 minutes of review and adjustment.
First Response and Risk Communication
Speed of response is a competitive differentiator in underwriting. The team that responds first, with a credible offer, wins the deal. Manual processes meant a response time of 24 to 48 hours. Competitors were responding in under 8.
AI prepares the initial response package and flags it for underwriter review and approval. Once approved with a single action, it is transmitted. The underwriter is the decision maker. The AI handles the preparation and delivery.
Risk Monitoring and Mitigation
After a policy is issued, ongoing monitoring for risk signals requires periodic review of client accounts, market conditions, and claim indicators. Manual monitoring was reactive and inconsistent.
AI monitors risk indicators on a configurable schedule, surfaces alerts when thresholds are crossed, and produces a weekly risk summary for the underwriting team. Proactive instead of reactive.
The After State
- 20 hours recovered per week across the team
- Response time reduced from 24h to under 4h
- Overtime hours returned to baseline within 60 days
- Sick day trend reversed in the quarter following launch
- Senior underwriters spending time on judgment, not retrieval
- Audit trail on every AI action for compliance review
The team did not change. The work they were doing changed.
The underwriters were still making every decision. They still owned the client relationship and the risk assessment. What changed is that they were no longer spending the first two hours of every deal doing work that did not require their expertise.
Within the first month after launch, overtime hours returned to normal. The team was completing the same volume in a full workday that had previously required evenings and weekend catch-up. Deal response times dropped below four hours, making them the fastest responder in their competitive set for the first time.
The AI did not replace the underwriters. It cleared the path so their expertise could be applied from the first minute of every deal instead of the third hour.
Map My WorkflowHow to identify where AI fits your process.
The underwriting scenario is one example. Every repeating business process has the same opportunity structure. Here is how to find yours.
Find the Repetition
Look for work your team does more than three times per week that follows a recognizable pattern. Document retrieval, first-draft creation, data extraction, status updates, and report formatting are common candidates.
Separate Judgment from Retrieval
In every repetitive process, there is a moment where expertise matters and a moment where someone is just gathering information. Map those two moments. AI handles the gathering. Your team owns the judgment.
Quantify the Time Cost
Count the hours per week your team spends on retrieval and preparation versus actual decision-making. That gap is your opportunity. Multiply it by your blended hourly rate. That is your annual return.
Not sure how to identify the right process in your organization? We do this in a 30-minute discovery call. We ask the questions. You tell us what is slowing your team down. We find the workflow.
Book a Workflow Discovery CallThe same pattern appears in every industry.
Different workflows. Same structure. The work that fills the day before the real work starts is always automatable.
Legal
Contract review, clause extraction, first-draft motions, case research summaries. Attorneys spend 40 to 60 percent of billable time on retrieval and first-draft work that AI can handle in minutes.
Healthcare
Prior authorization gathering, clinical note summarization, referral coordination, and insurance documentation. Clinical staff reclaim hours per shift when intake and prep work is handled before they walk in.
Import and Export
Customs documentation, compliance checking, shipment status monitoring, and carrier communication. Operations teams running multiple shipments simultaneously benefit from AI that handles the coordination overhead.
Marketing and Creative
Brief writing, first-draft copy, campaign performance summarization, and client reporting. Creative teams spend more time creating and less time formatting when AI handles the scaffolding.
Ready to map your workflow?
30 minutes. You walk us through a process that is slowing your team down. We tell you where AI fits, what you would recover, and what the math says.