Claims email intake: forward the email, get a claim record
However good your claim form is, a share of first notices will still arrive as email — from brokers, from adjusters, from a policyholder who replied to the last message you sent. Give the claim form its own address and those emails stop being a second queue: each one is checked, filed as a claim with its attachments, and put into the same workflow as everything else.
Email claims to a form
Four steps from inbox to claim
Set up once per form; after that, forwarding is the whole job.
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1 Give the claim form an address
In the builder’s Share tab, mint an address of the shape s-…@in.faldaro.com. The part before the @ is an unguessable token, not the form’s name, and an address that has spread too far is retired by rotating it.
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2 Say who may send
Allow-list the brokers, adjusters and partner domains that report claims to you. Each message is checked against what its sending domain proved — SPF or DKIM, aligned with the From address the way DMARC aligns it.
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3 Forward the claim
The subject, body, sender and received date map onto fields you choose; attachments land on a file field as real files on the record. With AI switched on, the rest of the form — policy number, date of loss, type of loss — is read out of the message itself.
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4 Work it like any claim
The message becomes a submission: validation runs, formulas are computed on the server, the workflow starts at Reported, and notifications and integrations fire exactly as they would for a claim filed through the form.
The feature is described on email to form, and every setting is explained in the inbound email guide.
Trust the sender, not the header
Why an emailed claim can be believed
An inbox is the easiest place in the world to impersonate someone. The checks are built for that.
The allowlist is matched against the domain the message proved, never the From line on its own. A message qualifies when its sending domain passes SPF or carries a DKIM signature and that domain matches the From address. A broker on Google Workspace or Microsoft 365 needs their domain’s SPF record published — one DNS entry — and ideally DKIM switched on; until then their mail authenticates the provider rather than the brokerage, and the review queue says exactly that instead of accepting a claim nothing backed.
Each claim filed by email is recorded with the verified sender as its author in the audit log, and the submission is anonymous by construction — no person inside your organization is recorded as having filed it. Any automation you run on new claims treats it with the same caution as a claim from a public link.
Fields read out of the message are held to the form’s own rules: the model may only fill fields the form declares, every value is coerced to that field’s type, a choice field accepts only its published options, and anything it could not place is noted on the message. The mappings you configure always win over the extraction — configuration is a statement of intent, an extraction is a guess.
Honest limits
What it deliberately will not do
Stated up front, so nobody finds out from a claim that never arrived.
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Automated mail is ignored
Auto-replies, out-of-office notices and bulk mail are never processed, so a claim system and an auto-responder cannot mail each other in a loop.
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No payment by email
A form whose rules price a payment cannot be filed by email — nobody is present to pay — so the message is held and says so rather than filed half-done.
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The attachments, not just the note
Extraction reads the subject, the body and the attachments: text PDFs and text files as text, scanned forms and photos as images — up to five scans or images a message, each within a size limit. A scan or image left unread is named on the record; other formats, such as Word documents, are kept on the record but not read.
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Size limits
Messages are capped at 25 MB with up to twenty attachments. Anything larger belongs on the form’s own upload field.
Start here
A claim form that already has a workflow
Email intake is an address on a form. Start from one that already works.
The free first notice of loss template has the policy, policyholder and loss questions, a photo and document upload, and a workflow from Reported through Acknowledged and With an adjuster to Approved or Declined. Add an email address to it and claims from the form and the inbox land in the same queue. The same works for the certificate of insurance request and loss run request templates.
Once a claim is a record, the rest of the platform applies. The claimant or broker can follow it on a status link — see the broker submission portal — and the same address mechanism serves new business, covered on MGA submission intake. Decisions can go out as email approvals, and the whole vertical is summarized on the insurance overview.
Questions
Claims by email, plainly
Who can email claims to the form?
Only senders on the address’s allowlist, and a new address starts with an empty one that refuses everyone. An entry with an @ admits one mailbox; an entry without admits a whole domain, but only for mail whose SPF or DKIM actually proved that domain. The From header on its own is never enough — it is text anyone can type.
What happens to an email that cannot be filed?
It is held in the review queue with the reason in plain words — sender not allowed, authentication failed, the data failed the form’s validation, the organization ran out of AI credits. Fix the cause and press Retry: the message is still there, and retrying can never file it twice.
Can it read a claim form attached as a PDF?
Yes. With AI extraction on, the attachments are read along with the message: a PDF’s text, and — for a scanned form or a photo of the damage — the page itself, read as an image. Where the covering note and the attached form disagree, the AI is told to prefer the form and to say so in the notes on the record. The files are also kept on the record, and a message that yields nothing the form can accept is held for review rather than guessed at.
Which plan includes claims email intake?
Email-to-form is included in the Team plan and above. Reading fields out of the message uses AI credits per message; the fixed mappings — subject, body, sender, date and attachments — cost nothing.
Close the second claims queue
One address on your claim form, an allowlist of the people who report claims, and the inbox feeds the same workflow as the form.
No card required.