Certificates of insurance, built from the policy record

Agency Nexus issues three ACORD certificates, and picks the one that matches the coverage the client actually has on file.

The ACORD 25 is always the default, because it is what a general contractor, a landlord or a vendor-management portal usually asks for. When a client has only property coverage on file, the system suggests the 27 or the 28 instead.

When someone picks a form the client's policies cannot fill, Agency Nexus refuses it and says why. An ACORD 25 for a client with no liability policy would be a blank certificate, so the message names what is missing: add the policy, or choose an evidence-of-property form.

Each client keeps a certificate master per ACORD form, and each certificate holder gets its own version of that master, with the holder's name and address.

Additional insured and waiver of subrogation are set per policy and per holder, not as one switch for the whole certificate. A general contractor can be an additional insured on the general liability policy and not on the auto policy, and that decision stays with that holder.

When a certificate is generated, the flags are resolved in a fixed order:

1. what the person marks for this certificate;
2. what was agreed for this holder, policy by policy;
3. the client's default on the master.

If none of the three says so, the certificate does not grant additional insured or waiver status. Silence never grants.

A certificate moves through four states: pending, approved, sent or rejected.

• Built from active policies. Only active, bound and renewed policies are used, so an expired or cancelled policy does not appear on a new certificate.
• Approval is recorded. Approving a certificate records who approved it in the audit log.
• Delivered by email. The certificate is emailed to the holder as a PDF, or sent to up to 50 recipients at once.
• Every send is logged. The issuance log keeps what was sent, to whom and the file that went out.

The limits printed on the certificate are filled from the policy record: general liability, auto, umbrella, workers' compensation including the employer's liability limits, and business owner's policy sub-limits.

Insureds do not have to email the agency for a certificate. The client portal gives them two ways to get one.

• Request it. The insured submits a certificate request with the holder's name. It reaches the agency in a queue, with a count of pending requests, instead of as an email thread.
• Generate it. Through the portal assistant, the insured can generate a certificate for their own policies, naming the holder and confirming the details before the PDF is produced.

A portal user only ever reaches their own client record. A request for another client's policies is denied, and a document that belongs to someone else is indistinguishable from one that does not exist.

Inside the agency, Nexus AI can prepare a certificate preview from a request in chat. It is a preview: a person reviews it and generates the certificate, so nothing is issued on the assistant's word alone.

A certificate is only as accurate as the policy record behind it. Three things Agency Nexus does not do, stated plainly:

• It does not check the limits against the carrier. They come from the policy as the agency recorded it.
• It does not reissue certificates automatically when a policy renews. Holders stay on the client's master, which makes reissuing a matter of generating from what is already there.
• It does not replace the carrier's own endorsements. A certificate showing additional insured status does not add that status to the policy.