Group census and RFP intake automation: any broker census, cleaned, checked against the letter and quote-ready the day the RFP arrives
Any census layout quote-ready the day the RFP arrives, every change on the record.
See one case, screen by screen ↓It takes a broker’s RFP and employee census from the moment they arrive to a clean census in your rating layout, with the requested plan designs as fields. Group Census & RFP Intake Automation uses six agents to map the file, check every cell, compare the census with the letter and the current plan, and draft the broker questions — the underwriter accepts the fixes and signs it quote-ready.
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Every group life, disability and supplemental health quote starts with a broker’s RFP and an employee census, and no two censuses look alike. A title merged across the top rows, two-digit birth years, 01/01/1900 placeholders, hourly rates typed into the salary column, spouses on employee rows, the same person twice, classes spelled four different ways — and sometimes a whole plant left off.
Sales support retypes and checks the file by hand for two or three days before an underwriter can rate it. The requested plan designs sit in the RFP letter, where nobody compares them with the file or with the current carrier’s plan summary. So the rate comes out on the wrong age mix or salary volume, a missing location gets priced later at a different rate, questions go to the broker one at a time over a week, and when the case is audited nobody can say which cell was changed and why.
Estimated split for one mid-market census, in working hours, by hand and with the solution. Waiting for the broker’s reply is not counted.
Six agents map, check and reconcile every census against its RFP; the underwriter accepts and signs.
Monday, 07:42. Alyssa Ferrante at Kestrel Ridge Benefits Group sends the RFP for Corvane Precision Components: 440 rows of census, a 9-page letter and the current carrier’s plan summary. Quote due Friday 30 October. Here is the day, screen by screen, in the working solution.
Nadia opens the queue: eight open cases, two due this week. Each row shows the employer and broker, lives in the letter against lives in the census, the lines asked for, the census fixes still open and the quote date. Corvane’s row already shows the problem in red: 600 lives in the letter, 412 in the census.
The census opens as the spreadsheet it is: the broker’s own headers (DOB, DOH, Dept/Class, Sched Hrs) in grey above the rating field each maps to. The census mapper found the header on row 3 under a merged title, mapped 12 columns to rating layout v4 and dropped the SSN column. The data-quality checker read 440 rows and tinted 183 cells; the roster matcher matched 398 of 412 employees to the Ardent Shore billing roster.
“The census does not tell the same story as the RFP” — 3 of 3 differ.
The RFP reader turned the letter into plan designs for rating: basic life and AD&D by class, STD, LTD, voluntary term life, rate guarantees and situs, each field cited to its page. The reconciler’s margin notes show what each passage was checked against. Three differ: the letter says about 600 employees at three plants, the census has 412 with no Ohio ZIP, and the letter puts the current STD maximum at $1,000 a week while Ardent Shore’s plan summary says $1,250.
The reconciler never resolves a difference itself — it becomes a question.
Tomás Reyes in sales support had already accepted the class and state columns at 08:56 and 08:57. Nadia clicks a tinted salary: Isaac Pettibone, as sent $27.00, suggested $56,160. The inspector gives the reason and the rule it came from, with Accept, Keep as sent and Edit.
“An hourly rate in the annual salary column. $27.00 × 40 scheduled hours × 52 weeks = $56,160.”
The birth-date column has 63 problems: 50 values found in the current carrier’s billing roster, 13 two-digit years expanded. Nadia accepts the column and every tinted cell in it clears together. The quote-ready meter moves to 112 of 183 fixed.
“Birth date: 63 fixes accepted”
Four points in one email to Alyssa, copy Greg Halloran in group sales: send the Lima, OH census; which STD maximum to quote; sex for 7 employees — a rating factor the agents will not guess; and confirm that 14 employees scheduled 20 to 28 hours are not eligible under the 30-hour rule. Evidence attached: 4 passages, 7 rows.
Drafted by the agents, sent by you — nothing goes until Nadia presses Send.
Nadia sends the message at 10:34. Alyssa replies at 13:05 with Corvane_Lima_census.xlsx — 188 rows, the same 12 columns as the main file — the seven missing sexes, and the answer on the STD maximum.
“The STD in the letter is a typo: the current maximum is $1,250 and Corvane wants to keep it.”
The reply reader matches the four answers back to rows and fields, the Lima rows are added to the grid, and the reconciler runs again. The banner turns green: 600 lives in the letter, 600 in the census; three plants in both; STD maximum $1,250, confirmed by the broker.
With every fix accepted or kept, Nadia signs. The confirmation states what she is signing — 600 employees, 586 eligible, 3 plants, 22 plan fields, 183 changes on the log — and records her name, the meaning “Reviewed — census and plan designs quote-ready” and her password together.
The case summary goes with the rating file in layout v4: lives by class and location, ages at 1 January 2027, earnings and benefit volumes, seven readiness checks all passed, and every assumption in writing — how salaries were annualised, which birth dates came from the roster. Sent to rating 18 days before the quote is due.
The same Corvane case, seen by the four people at the carrier who carry it — what their season looked like, and what it looks like now.
Six agents map, check and reconcile every census against its RFP; the underwriter accepts and signs.
Reads the broker’s RFP letter into the case: lives, locations, classes, eligibility, each requested plan design, effective and due dates, situs and rate guarantees.
Finds the census table under merged titles and hidden tabs and maps each column to the rating layout, by header and by values.
Checks every cell — birth dates, pay basis, hours, classes, relationship, duplicates, ZIP and state — and suggests a fix with a plain reason and its source.
Matches employees to the current carrier’s billing roster to suggest missing or implausible values, such as blank birth dates and $1 salaries.
Compares the census with the RFP letter and the current plan summary: lives, locations, classes and plan designs — and runs again when the broker answers.
Writes one message to the broker with every question and its evidence, and reads the reply back into rows and fields.
Accepts fixes; VP co-signs over 1,000 lives. The agents propose; a named person decides.
Ask about this census, the RFP letter or any case in the queue — or tell it what to change. Every answer points to its source.
Why doesn’t the Corvane census match the RFP?
Three things differ. The letter says about 600 employees; the census has 412 in 440 rows once 22 dependents and 6 duplicates are set aside. The letter names a plant in Lima, Ohio, but there is no Ohio ZIP in the file — the 188-employee gap is almost certainly Lima. And the letter puts the current STD maximum at $1,000 a week, while Ardent Shore’s plan summary says $1,250. All three are in the draft to the broker.
Accept every fix that comes from the Ardent Shore roster
Done. I accepted the 57 values that came from Ardent Shore’s 2026 billing roster — 50 birth dates, 5 salaries that were $1 placeholders and 2 hire dates. Each matched on employee ID and name. The 13 two-digit birth years and 12 pay-basis fixes come from rules, not the roster, so they are still yours to accept.
Draft the questions for Kestrel Ridge
The draft is ready: one message to Alyssa Ferrante, copy Greg Halloran, with three questions — the Lima census, the STD maximum and sex for 7 employees — and one confirmation that the 14 part-timers are not eligible. Each point carries its passage or rows. Nothing goes until you press Send.
Which RFPs are due this week and not quote-ready?
Two. Meridell County Schools is due Thursday 15 Oct with 96 fixes open and 45 employees in the letter missing from the census. Sable Creek Dental Partners is due Friday 16 Oct and waiting on Kestrel Ridge since Thursday — a reminder went Friday. Corvane is not due until 30 Oct.
13 screens from the working solution, on its sample data. Pick one to see it large.
How a broker’s census becomes your rating file — and who signs it — is a setting. Changes are versioned.
| Setting | Default | Choose from |
|---|---|---|
| Rating layout and column mapping | Rating layout v4 | Your layout · the headers brokers use · checks · fix sources |
| Eligibility: scheduled hours a week | 30 hours | From the RFP when it states one · adjustable |
| Salary below this is flagged as implausible | $10,000 | Adjustable |
| Suggest values from the current carrier’s billing roster | On — when 2 of 3 keys match | On · Off |
| Accept two-digit birth years without review | Off — a person accepts every change | On · Off |
| Questions to the broker | One message per case | One message per case · One message per day |
| Reminder when the broker has not replied | After 24 hours | After 4 · 24 · 48 hours |
| Co-sign over this many lives | 1,000 | Adjustable · VP, Group Underwriting co-signs |
| Keep the census and its change log | 7 years | 5 · 7 · 10 years |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
“demo” = seen in the working solution, on its sample season data · “target” = the design goal, measured in the live solution · “estimated” = Botminds estimate from carrier sales-support practice, including the split of hours · “typical” = published figures (LIMRA, U.S. workplace life, disability and supplemental health sales, first half 2026 — each up 7%). People, companies, brokers and carriers named on this page are fictional — characters and sample data in the working solution.
It takes a broker’s RFP and employee census from the moment they arrive to a clean census in your rating layout, with the requested plan designs as fields. Group Census & RFP Intake Automation uses six agents to map the file, check every cell, compare the census with the letter and the current plan, and draft the broker questions — the underwriter accepts the fixes and signs it quote-ready.
Yes. The census mapper finds the header row under merged titles and hidden tabs and maps each column to your rating layout by header and by values — DOB, Birth Date or Date of Birth all land in the birth-date field. A column it cannot map becomes a question; it is never dropped silently.
Not on its own. Every fix is a suggestion with its reason and source until a person accepts it, a cell or a column at a time, or keeps the value as sent. Every change is on the change log with who, when, from and to, and can be undone.
The census-vs-RFP reconciler compares lives, locations, classes and plan designs in the file with the letter and the current carrier’s plan summary. In the Corvane case it found 600 lives in the letter against 412 in the census, a Lima, Ohio plant with no Ohio ZIP, and an STD maximum of $1,000 in the letter against $1,250 in the plan summary — each became a broker question.
It never guesses sex, coverage amounts or plan designs — those are asked of the broker. Missing birth dates, hire dates and placeholder salaries are suggested from the current carrier’s billing roster only when two of three keys match: employee ID, name and birth date. Hourly and monthly pay are annualised by rule, with the arithmetic shown.
Yes. The agents suggest; the underwriter accepts or keeps each fix, sends the broker message and signs the census quote-ready. Cases over 1,000 lives need the co-signature of the VP, Group Underwriting, and the rules themselves are versioned settings.
SSN columns are dropped on arrival and never stored. The census and its change log are kept for the period you set — 7 years after the quote date in the working solution.
The Agentic Solution Engine builds and deploys it from your requirements — your rating layout, census rules, class definitions and a sample of past RFPs and censuses — and it goes live once every quality gate has passed. We will walk you through it on your own censuses first.
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1-min demoWe’ll run Group Census & RFP Intake Automation on a sample of your own past RFPs and censuses.