03/03/2026
Why is proper case intake so important?
In Part 1, we showed how carrier behavior varies widely.
In Part 2, we showed how one missing VIN can 4x your setup time.
Now let’s zoom out.
Across 20,000+ claim setup requests, 22% had intake quality issues — wrong carrier, invalid policy number, missing vehicle info, incorrect date of loss.
The impact is massive:
Clean submissions: 1.8 days, 4.3 actions
Intake issues: 7.5 days, 13.7 actions
That’s the difference between a claim opened before attorney review and one still stuck when the client calls for an update.
One extreme example: intake listed Farmers. Policy didn’t match. We contacted seven carrier entities over 41 days. 58 actions.
When the correct carrier — Old American Indemnity — was finally provided, the claim was already on file. One call. Adjuster assigned.
41 days lost because of one wrong field.
The pattern is consistent. The biggest drivers of preventable delay:
1. Missing vehicle info
2. Invalid policy numbers
3. Incorrect date of loss
4. Failure to reconcile data against the police report
Police reports are critical. They allow multi-validation of VINs, policy numbers, carrier names, and policyholder information. When firms collect and review the police report early, they dramatically reduce carrier mismatches and policy search failures.
The firms with the fastest setup times aren’t using magic tech or bigger teams. They have cleaner intake. One firm averaged 1.8 days across thousands of requests. Another similar firm averaged 3.1 days. The difference was validation before submission.
If you run a PI practice, intake is your highest-leverage operational lever.
Every missing or unverified field multiplies downstream effort — more calls, more waiting, more frustrated clients.
Four simple fixes:
Require VIN, make, model, year — every time
Validate carrier + policy before submission
Confirm the date of loss matches carrier records
Collect and reconcile the police report immediately
Intake quality is critical to starting off the case right.
Interested learning more about intake quality and getting claim setup quickly?
Please contact us and we will show you how to get started.
Automate policy verification and claim setup. Get carrier responses in minutes, not days. Reduce setup time by 80%.