Automate inbound emails
Accelerate processing for insurers & banks

Cut handling time by up to 40% and eliminate manual errors with AI agents that process, classify and route every inbound email securely and compliantly
Book a demo

Challenge

Insurance and banking teams face an overwhelming volume of incoming emails: claims notifications, policy change requests, KYC documents, broker submissions, customer enquiries, and more. Each needs to be opened, read, interpreted, data extracted, classified, and acted upon. Manual effort slows down speed, increases errors, and frustrates customers
In many organisations, processing inbound documents and emails remains one of the biggest operational bottlenecks

According to a 2025 survey by Roots.ai, 59 % of insurers say they use AI to process unstructured data (emails, PDFs, scanned images) — a key bottleneck in their operations

Roots

A report by AIIM / SER found that 65 % of large enterprises are accelerating Intelligent Document Processing (IDP) projects in 2025. The top benefit cited was a 50% reduction in processing time, not headcount cuts

FinancialContent

KPMG’s 2025 Insurance Transformation Report shows that 42% of insurers have already adopted automation specifically for document processing

KPMG Assets

Our approach

AI-powered inbound email automation
The Tovie Agent Platform transforms your inbox into an automation engine. Your inbound emails become structured workflows rather than manual workloads
  • 1. Data structuring

    Data structuring

    Converts unstructured email body, attachments (PDFs, images, Word docs) into structured data fields (e.g., policy number, claimant info, dates, amounts, broker name)

  • 2. AI reasoning & classification

    AI reasoning & classification

    Classifies the incoming email type (claim, KYC, policy change, customer query), assesses urgency, checks for missing information, routes accordingly

  • 3. System execution

    System execution

    The structured data is inserted into your CRM, case management system or core back-office. Follow-up actions are triggered automatically (e.g., ask for missing documents, send acknowledgement, escalate complex cases)

Data structuring

Converts unstructured email body, attachments (PDFs, images, Word docs) into structured data fields (e.g., policy number, claimant info, dates, amounts, broker name)

AI reasoning & classification

Classifies the incoming email type (claim, KYC, policy change, customer query), assesses urgency, checks for missing information, routes accordingly

System execution

The structured data is inserted into your CRM, case management system or core back-office. Follow-up actions are triggered automatically (e.g., ask for missing documents, send acknowledgement, escalate complex cases)

Example

1

When a policyholder reports a car accident via email, the AI agent extracts claim data, updates your system and sends a confirmation automatically, cutting handling time by up to 40%

2

When a broker requests a policy amendment, the agent recognises the document type, updates policy details and alerts the underwriter, reducing manual re-entry and errors

3

When a customer submits identity documents for KYC, the agent validates and extracts key data, flags missing files and routes the case to compliance, ensuring faster onboarding and full regulatory alignment

4

When a client emails to check claim or payout status, the agent retrieves the latest information and replies instantly or escalates if needed, freeing support teams to focus on complex cases

5

When a regulator or partner sends a compliance notice, the agent logs it securely, updates the audit trail and notifies the compliance team, guaranteeing no critical message is ever missed

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Integrations

Tovie AI agents integrate easily with:

Salesforce, Microsoft Dynamics, HubSpot and market-critical insurance systems including Guidewire

They also connect with CRMs, policy systems, and enterprise knowledge bases to update data instantly and ensure smooth workflow continuity

Impact

  • Up to 40 % faster processing of inbound emails
  • Zero manual re-entry errors
  • Improved SLA compliance and processing accuracy
  • Higher customer satisfaction (CSAT uplift)
  • Up to 30–50% cost savings and up to 50% faster processes.

 

«Insurers using AI-driven claims automation report 30–50% faster turnaround times and up to 25% reduction in processing costs per claim cycle» – Deloitte 2024 Insurance Operations Report

					string(1) "4"
				
			string(5) "image"


			bool(false)

Security and data protection

Tovie AI agents are built for financial services, where data privacy and security are non-negotiable. Every stage of development and deployment follows strict information security standards to protect your organisation and customers

  • IBM Cloud for Financial Services validated
  • Personal data masking in dialogue logs and storage
  • Regular code and infrastructure security audits for continuous protection
  • User and group-level access control for complete visibility and governance
  • Full compliance with GDPR, Cyber Essentials, SOC 2 Type 1, PII and internal corporate policies
Explore Tovie Agent Platform 
			string(5) "image"


			bool(false)

Turn your inbox into an automation engine

Automate inbound emails today with Tovie Agent Platform

Book your demo 
			string(5) "image"


			bool(false)

Explore more in financial services

Interested in seeing how other teams automate at scale?

 

Explore more case studies including:

  • Smarter claims management: Automate up to 80% of routine claims tasks and cut processing time by 50%
  • AI-powered policy renewals: Generate up to 20% more revenue with personalised cross-sell offers
  • Debt collection: Automate up to 1 million interactions daily and reduce costs by 50%
  • Enterprise voice AI and support automation: Reduce routine inquiries by up to 90% while maintaining compliance

Explore use cases

FAQ

What makes Tovie Platform stand out?

Tovie integrates seamlessly with 20+ data sources, CRMs and core systems. It supports major LLMs and meets strict EU/UK security and compliance standards (GDPR, audit logs, data residency).

How are AI agents different from a chatbot?

Chatbots respond to user-input in a conversational way. AI agents reason, extract, classify and act across multiple systems autonomously. For inbound emails this means they read attachments, identify missing fields, update systems and trigger next steps without human oversight.

How do I start?

Request a demo. Our experts will map your inbound-email flows (claims, KYC, policy changes etc.), show a proof-of-concept using your data and deploy a pilot with pre-built templates.

What types of emails can be automated with Tovie AI?

FNOL, policy changes, renewals, broker submissions, complaints, compliance notices, mortgage or loan applications, and customer enquiries.

How does the system handle attachments and mixed formats?

The AI agent extracts data from PDFs, Word files, Excel sheets and images using OCR and natural language models trained for financial services.

Can Tovie AI agents integrate with our existing CRM and insurance systems?

Tovie AI agents integrate seamlessly with leading CRMs, including Salesforce, Microsoft Dynamics, and HubSpot, as well as insurance platforms such as Guidewire. They also integrate with internal policy systems and enterprise knowledge bases to keep data synchronised, automate updates, and ensure smooth end-to-end workflows.

Can I review or override AI decisions?

Yes, every AI agent action is logged and auditable. You can configure human approval steps where needed.

How quickly can automation be deployed?

Typical implementation takes two to four weeks depending on the number of workflows and integrations.

Is Tovie AI compliant with financial industry regulations?

Yes, it runs on IBM Cloud for Financial Services, complies with GDPR and SOC 2 Type 1, and supports internal audit and data masking.

Can AI agents work in multiple languages?

Yes, multilingual document and email processing is supported across English and European languages.

What ROI can we expect?

Clients typically achieve a 30–50% reduction in manual processing costs and up to 40% faster turnaround on inbound cases.

How is sensitive data protected?

All personal data is encrypted, masked in logs and accessible only under group-level permissions.

How do we start?

Book a demo. Our team will analyse your inbound email flows, build a proof-of-concept and show measurable impact within weeks.

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