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How it works

From request to delivered certificate

You send the request and make the licensed calls. Our certificate team does everything in between, checks it twice and sends it under your agency's name.

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CertsDesk is run by the team at Xassure.

We work in the systems you already useApplied EpicAMS 360HawkSoftEzLynxNowCertsQQ CatalystMASSfor Farmers agents

Five steps, two of them yours

  1. 1

    Send us the request

    You

    Forward your certificates inbox to us, or let insureds, holders and lenders use your own request page. Emails from your approved senders are recognised automatically.

    • Forward the email to your CertsDesk address, or send holders to your request page
    • Attach the contract, lender letter or requirements, or just forward the thread
    • Mark it rush if you need it sooner
  2. 2

    We read it and prepare it

    Our team

    We read the email and any contract or lender letter attached, match the insured and holder, and prepare the certificate in your AMS, following your agency's own steps.

    • We match the insured and the holder to what's already on file
    • We pull coverage from your AMS, or from the policy data you've sent us if you chose to
    • We follow your agency's own checklist, written for your AMS, step by step
  3. 3

    We check every requirement

    Our team

    Limits, additional insured, waiver of subrogation, primary and non-contributory, dates and notice are checked against the policy. Each one is met, needs a look, or isn't met. Nothing is guessed.

    • Read against the actual contract or lender letter, not a summary of it
    • Holder names, addresses and loan numbers checked against what's on file
    • Special wording is checked against what the policy actually says
  4. 4

    You decide anything unclear

    You

    If something isn't clearly covered, you get one plain question by email or in your portal. Special wording is confirmed with you before anything is issued.

    • One plain question with the gap already written up
    • You reply by email or in your agency app
    • Nothing unclear is issued on a guess
  5. 5

    Second review, then delivery

    Our team

    Complex requests, and a random sample of simple ones, get a second review. Then the certificate goes to the holder from your own email address and is filed against the insured.

    • A second team member reviews complex requests and a random sample of simple ones
    • The person who prepared it never reviews their own work
    • Delivered from your own email address, to the holder or to your account manager first

What our team prepares

Every field laid out in a familiar certificate format, with each requirement marked and anything that needs your decision flagged.
Certificate worksheetDraft for issue. Not a certificate of insurance.
Request CD-1042
Insured
Sample Framing Co.
Certificate holder
Example Property Group LLC
New holder
Coverage against the contract
  • General liabilityMeets contract
    $1,000,000 each occurrence / $2,000,000 aggregate
  • Automobile liabilityMeets contract
    $1,000,000 combined single limit
  • UmbrellaAsked the agency
    $2,000,000 required, $1,000,000 on file
  • Workers compensationMeets contract
    Statutory, employer's liability $1,000,000
Endorsements
  • Additional insuredOn schedule
    Ongoing and completed operations
  • Waiver of subrogationOn schedule
    General liability, workers comp
  • Primary and non-contributoryAgency to confirm
    Not found on the endorsement schedule
Description of operations (suggested)
Re: 1420 Harbor Ave renovation. Certificate holder is included as additional insured where required by written contract.
Sample with made-up names. Two items go to the agency before anything is issued.

Getting set up

Before your first request we learn how your agency works, so our team follows your way, not a generic one.
Your AMS
We set up our steps for the system you use, and work in it with a separate CertsDesk user you can change or switch off at any time.
Your rules
Holders you treat differently, wording you allow, who approves what. All written into the checklist your team follows.
Your coverage data
By default we look coverage up in your AMS on each request. If you'd rather send policy data, we can work from that instead.
Your page and email
A request page with your logo and colours, and your email connected so certificates go out under your name.

What stays with your agency

Anything not clearly covered
Comes to you as a plain question, with the gap already written up.
Special wording
Confirmed with your agency before anything is issued.
Who receives it
Straight to the holder, or to your account manager first.
Your clients
They only ever see your agency's name. CertsDesk stays in the background.

Turnaround

Standard and rush options, set around your office hours and time zone. We agree the turnaround with you before your first request, your team can see where every request stands, and every report shows how we did against it.

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Read the questions agencies ask

Get certificates off your team's desk this week.

Forward one request and see the finished certificate.

Try 2 weeks freeBook a call