The first week of the month, again
You write business under delegated authority for one or more capacity providers. Each wants a monthly premium bordereau, and many want a claims bordereau too. Each has its own template, its own column definitions and its own way of treating cancellations, mid-term adjustments and taxes.
Someone in finance or operations exports policy data from your policy administration system, adds rows from the spreadsheet where workarounds live, reshapes columns for each provider's template and checks totals. Claims data comes from your claims system or your claims administrator, in another format. It takes days, and when a provider queries a row, finding why takes more days.
Why bordereaux are harder than an export
The data exists. The difficulty is in the definitions and exceptions.
- Each capacity provider's template differs, and some are updated from time to time.
- Adjustments, cancellations and refunds need specific treatment per provider.
- Some data lives outside the policy administration system in workaround spreadsheets.
- Policies need allocating to the right binder or facility, especially if you have more than one.
- Claims data from a third-party administrator does not line up with your policy references.
How business is reported under each agreement is set by the agreement and agreed with each capacity provider. We make the agreed reporting repeatable.
Why getting this right matters
Capacity providers rely on bordereaux to understand the business written on their paper. Late or error-filled bordereaux damage that relationship and invite audit questions. Premium owed to providers is often calculated from the same data, so errors have cash consequences. And days of senior staff time each month is time not spent on growth.
A bordereaux pipeline
What we build treats each bordereau as a defined, repeatable output.
- Policy, transaction and claims data are extracted from your policy administration system, claims system and any agreed side sources, through APIs or scheduled exports.
- Each transaction is assigned to its binder or facility using rules agreed with you.
- For each capacity provider, a mapping turns your data into their template, including their treatment of adjustments and cancellations.
- Checks run before review: totals against your premium ledger, counts against last month, required fields filled, claims references matched to policies.
- Your team receives a draft for each provider with check results and a list of anything unusual.
- Once approved, bordereaux are saved with a version and date, and sent through the provider's preferred route.
- When a provider queries a row, the source records behind it are one click away.
| Check | What it catches |
|---|---|
| Premium totals against your ledger | Missing or duplicated transactions |
| Policy counts against last month | Policies dropped by a filter or export change |
| Required fields present | Blank values the provider will reject |
| Claims matched to policies | Claims from your administrator with wrong references |
| Binder allocation | Policies reported to the wrong facility |
Month end with bordereaux prepared
Take a mid-term adjustment that reduces cover and returns premium. One capacity provider wants it as a negative row in the month it was processed. Another wants the original row restated. A third wants it in a separate adjustments tab. In a spreadsheet process, the person building each bordereau has to remember which is which. In the pipeline, each provider's rule is written once in its mapping and applied every month, and the check against your premium ledger confirms the adjustments net to the right figure.
Drafts are ready early in the month. Your team reviews checks and exceptions rather than building spreadsheets. When a provider changes its template, the mapping is updated once. Provider queries are answered from the source records rather than by rebuilding the calculation.
Are bordereaux eating your month?
- Bordereaux are built in spreadsheets from exports.
- Each capacity provider's template is filled by hand.
- Workaround spreadsheets feed into bordereaux.
- Claims data needs manual matching to policies.
- Provider queries take days to answer.