Email intake and follow-ups

Email intake

The simplest way to submit information to FormFlow is by email. Brokers can send their submissions directly to a dedicated email address, and FormFlow will automatically extract and structure the data — no login required, no forms to fill out, no learning curve.

This means brokers can continue working the way they always have, while your team benefits from automated processing on the backend.

The submission is instantly available in the FormFlow UI, where another team member can pick it up and validate it. Email intake also supports workflows where the submitter and the processor are different people. A broker can email in a case, and your internal team handles everything from there.

It's fast, flexible, and removes friction from the submission process.

Email intake is available on on all plans, and is pre-configured out of the box.

Email follow-ups

One of the biggest bottlenecks for underwriters is chasing brokers for missing information. When a submission arrives without all the required details, underwriters cannot proceed with creating a quote. This creates back-and-forth “email ping-pong” can easily waste hours and stall deals.

FormFlow removes this pain completely.

• If required values are missing after extraction, FormFlow automatically sends an email to the submitting broker.

• The email includes a clear reference to which fields are missing. The template and wording are fully customizable to match your tone and process.

• The broker simply replies to the email — either itemised or freeform — and the system re-processes the response.

• Missing values are automatically added to the submission, and the underwriter gets a notification that the case is now complete and ready to quote.

All of this happens without the underwriter lifting a finger. The email does not land in their inbox, it goes directly into FormFlow, where the submission is enriched and marked as complete.

This feature eliminates:

• repetitive manual communication,

• speeds up quoting,

• ensures brokers get a faster response.

Underwriters save valuable time, reduce errors, and focus on what really matters: assessing risk and writing more business.

For information on how to set up this feature, see the configuration guide, or reach out to us. Email follow-ups are available on the M plan and upwards.

Email whitelisting

Not everybody should be able to commandeer your time and attention. FormFlow gives you control over who can submit via email.

You can define which domains or individual email addresses are allowed to send submissions into the system. Only messages from whitelisted senders will be processed — everything else is ignored.

This keeps your intake clean, your workflow focused, and your team protected from spam or irrelevant submissions.

Whitelisting can be configured at the domain level (e.g., all addresses from @brokerfirm.com) or for specific individual addresses. You have full flexibility to adjust the list as your broker relationships evolve.

It's a simple safeguard that ensures only trusted partners can access your underwriting pipeline.

For information on how to set up this feature, please reach out to us. Email whitelisting is available on the M plan and upwards.