By 2025, the automation question for MGAs and carriers is no longer if—it’s where it makes sense.
Some submissions are ideal for straight-through API quoting. Others arrive in messy, real-world formats that demand flexibility and judgment. The smartest operations don’t choose one or the other—they design workflows that use both.
Below, we break down when API-driven quoting works best, when email-based intake with AI support is the better option, and how a blended approach delivers the strongest results.
When API Quoting Makes the Most Sense
Best suited for:
Carriers with reliable APIs, program business with consistent rules, and lines of business with predictable data structures.
Advantages
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Quotes return almost instantly when data is complete
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Minimal human involvement once the workflow is configured
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Easy integration with portals, CRMs, and front-end tools
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Clear audit trails with detailed quote activity logs
Limitations
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Only applicable to carriers that offer stable API access
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Poorly formatted or missing data can break the workflow
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Requires structured submissions with required fields completed upfront
API quoting is powerful—but only when the ecosystem around it is mature and consistent.
When Email Intake with AI Is the Better Fit
Best suited for:
Broker-driven submissions, mixed lines of business, and markets without modern APIs.
Advantages
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Accepts real-world submissions, including PDFs, spreadsheets, and handwritten forms
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AI and OCR extract key data for downstream quoting
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Greater flexibility for mid-market and specialty programs
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Fast to deploy—works immediately with existing inbox workflows
Tradeoffs
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Requires quality checks and exception handling
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Slightly longer turnaround times compared to real-time APIs
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Inconsistent data increases triage complexity
Email-based intake reflects how brokers actually submit business—and automation can still play a major role when paired with AI and human review.
A Hybrid Quoting Model That Uses Both
The most effective insurance operations don’t force every submission into a single path. Instead, they apply automation where it fits and intelligent routing where it doesn’t.
Here’s how a hybrid quoting layer works in practice:
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Email submissions are classified by AI, prepared for quoting, and reviewed by operations teams
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API-ready submissions move directly through automated rating and return quotes instantly
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Document-heavy submissions are processed with OCR and structured data extraction
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Appetite questions or gaps are routed to underwriting for review
This approach ensures speed without sacrificing accuracy or coverage quality.
Real-World Example: Scaling Without Overloading Underwriters
Client profile:
A mid-sized MGA running 12 programs—four supported by APIs and eight dependent on email-based submissions.
Before automation
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All quoting handled manually
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Underwriters managed intake, data prep, and binding
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Slow turnaround times and limited capacity
After implementing a hybrid model
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API-compatible submissions flowed straight through automated quoting
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Email submissions were classified by AI and triaged by operations teams
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Quote volume doubled without adding underwriting staff
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Average bind time dropped from two days to less than eight hours
Common Questions
Can one system handle both automated and manual quoting?
Yes. Hybrid platforms support API workflows where available and seamlessly fall back to document-based intake when needed.
What if a carrier API fails or times out?
The submission is flagged and automatically routed for manual follow-up.
How are multiple lines of business handled in one submission?
Each line is processed independently—API where supported, manual where required.
Do brokers need to format submissions differently?
No. AI-driven intake tools read unstructured emails and attachments as they are.
Can producers submit through a portal instead of email?
Yes. Portals and CRM integrations can trigger the same workflows automatically.
Final Thought
Automation works best when it’s applied strategically—not universally. Use APIs where the data is clean and the rules are clear. Use AI-powered routing and human oversight where reality is messier.
Automate what you can. Route what you can’t. That’s how modern insurance quoting scales without breaking.
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