Eliminate manual bordereaux compilation errors and never miss a submission deadline with automated reporting workflows.
Bordereaux reporting is a fundamental obligation for any MGA, coverholder, or broker operating under delegated authority. Capacity providers and Lloyd's syndicates require regular, accurate submissions of premium, claims, and risk data — yet for many firms, producing bordereaux remains one of the most labour-intensive and error-prone processes in their operations.
The typical workflow involves extracting data from multiple sources — policy admin systems, claims platforms, accounts ledgers — then manually reconciling, formatting, and validating against each capacity provider's specific template requirements. A single MGA writing across five capacity providers may need to produce five different bordereaux formats, each with different field mappings and validation rules.
Errors in bordereaux carry serious consequences. Incorrect premium reporting affects insurer reserving and can trigger audit findings. Late submissions breach binding authority agreements and risk DA facility withdrawal. In the Lloyd's market, the push towards electronic placement and real-time data exchange is raising the bar further.
Bordereaux automation eliminates the manual extraction, reconciliation, and formatting that causes errors and delays. Data flows directly from your policy administration and claims systems into pre-configured bordereaux templates, with validation rules catching discrepancies before submission.
The platform supports multiple output formats — one capacity provider may require a CSV with specific column mappings while another needs an Excel file with embedded formulae. Each template is configured once and then populated automatically on schedule, with exception reports highlighting any records that fail validation.
Automated reconciliation between your internal records and bordereaux output ensures that every policy, MTA, cancellation, and claim is accurately reported. The system produces a complete audit trail showing exactly what was submitted, when, and any adjustments made — providing confidence for both internal governance and external audits.
Follow these steps to automate your bordereaux production and eliminate the monthly scramble to meet submission deadlines.
Document every bordereaux you are required to produce: the capacity provider, frequency (monthly, quarterly), format specification, submission deadline, and data requirements. Include premium bordereaux, claims bordereaux, and any risk-level reporting. This inventory becomes your automation roadmap.
For each bordereaux template, map every required field back to its source in your policy admin, claims, or accounts system. Identify any fields that require transformation — date formats, currency conversions, code lookups, or calculated values like earned premium.
Build output templates matching each capacity provider's exact specification. This includes column ordering, field naming, data types, and any header or footer rows. Test each template against a sample submission and obtain capacity provider sign-off.
Build validation checks that mirror the capacity provider's acceptance criteria: mandatory field completion, referential integrity (e.g. MTA references must match an existing policy), premium calculations that balance, and date range checks. Failed validations should produce clear exception reports.
Configure the system to begin bordereaux compilation automatically — typically 5-7 working days before the submission deadline. Build in review and approval stages, with escalating alerts as the deadline approaches. Senior management should be notified if a bordereaux is at risk of missing its deadline.
Implement automated reconciliation between your internal policy and claims records and the bordereaux output. The system should flag any policies, MTAs, or claims that are missing from the bordereaux or that appear on the bordereaux but not in your internal records.
Before any bordereaux is submitted, it should pass through a review and approval workflow. Log the final submitted version with a timestamp, the approver's identity, and any accompanying correspondence. This audit trail is essential for DA reviews.
Track metrics including validation error rates, time to compile, number of post-submission corrections, and audit findings. Use these to identify systematic data quality issues and refine your automation rules.
The best practice is to maintain bordereaux-ready data at all times, rather than scrambling to compile it monthly. Every transaction should be bordereaux-validated at point of entry, so that compilation is simply a matter of extracting and formatting.
Pre-submission reconciliation catches errors when they are cheapest to fix. Post-submission corrections require amended bordereaux, re-approval, and potential conversations with capacity providers — all avoidable with upfront checking.
Capacity providers update their bordereaux specifications periodically. Maintain version-controlled templates and track which version was used for each submission. This is invaluable when resolving queries about historical submissions.
Build your automation in two layers: first ensure the underlying data is complete and accurate, then format it to each provider's specification. This makes it easier to identify whether issues are data problems or template problems.
The Lloyd's market is progressively requiring electronic data submissions through platforms like LIMOSS and the DA SATS portal. Ensure your bordereaux automation can accommodate these structured data formats alongside traditional spreadsheet submissions.
Every binding authority agreement reviewed for reporting requirements.
Compilation begins 5-7 days before deadline with escalation for delays.
Score your policy admin efficiency and get an estimate of weekly manual hours across new business, MTAs, renewals, and more.
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See how SwiftCase helps MGAs and coverholders produce accurate bordereaux on time, every time.
