Insurance · iCare · HBCF AI Agent Online Buildxact API Connected Automation Running

Insurance Claims Control Hub

AI watches iCare/HBCF tender emails, extracts claim details, files documents, prepares the inspection pack, and syncs approved claims into Buildxact.

Live AI Workflow

Live AI workflow · HBCF-CL-012359

AI prepares. Tristan approves. Buildxact stays the source of truth.

Last scan 9:12am

100% · 7/7 complete

STEP 1

Gmail / iCare Watcher

Scanning Gmail for iCare / HBCF tender emails

Complete

STEP 2

Claim Detail Extractor

Owner, address, claim & certificate number, builder, docs

Complete

STEP 3

Deadline Engine

Calculating contact and tender deadlines

Complete

STEP 4

Gmail Task Replaced

Replacing manual Gmail Task with live claim card

Complete

STEP 5

OneDrive Filing

Creating folder and saving documents

Complete

STEP 6

Inspection Pack Builder

Preparing site inspection checklist and print pack

Complete

STEP 7

Human Review + Buildxact Sync

Reviewing claim details before syncing into Buildxact

Ready for Review

Extracted fields

Ready

Claim NoHBCF-CL-012359

Certificate NoHBCF25018367

OwnerKevin Waghorn

Address25 Boongala Avenue, Empire Bay NSW 2257

BuilderBeechwood Homes (NSW) Pty Ltd

Deadlines calculated

Ready

Contact client · 5 business days Tender · 14 days Reminders scheduled

Gmail Task Replaced

Ready

Before · Manual Gmail Task

CONTACT — HBCF-CL-012359
25 Boongala Avenue

· No documents
· No deadline logic
· No Buildxact handoff
· No inspection pack

After · Live Claim Card

Owner · Address · Status · Deadlines

· 5 documents linked
· Next action surfaced
· Buildxact sync ready
· Inspection pack prepared

OneDrive filing

Ready

Insurance Claims / 25 Boongala Avenue, Empire Bay NSW 2257 /

Invitation to Quote.pdf

Scope of Works.pdf

Plans.pdf

Specifications.pdf

Consultant Information.pdf

Inspection pack

Ready

Claim snapshot

Contact details

Scope summary

Documents to print

Inspection checklist

Photos to capture

Questions for owner

Buildxact prep

Ready for Review

Job name25 Boongala Avenue — Insurance remedial

Address25 Boongala Avenue, Empire Bay NSW 2257

Claim detailsStructured

Scope summaryPrepared

Documents linked5 files

Site notesPlaceholder ready

Buildxact API Sync

Human review before Buildxact becomes the source of truth

Connected

Structured payload

Job name25 Boongala Avenue — Insurance Remedial

Address25 Boongala Avenue, Empire Bay NSW 2257

Claim details Structured

Scope summary Prepared

Documents linked5 files

Site notesPlaceholder ready

Sync statusReady for approval

Tristan approves before anything is written to Buildxact. AI has prepared the payload, documents, and inspection pack — nothing syncs without a human tap.

Job

Ready

Docs

5 linked

Sync

Awaiting

Manager view

One-screen claim control

All active claims · updated live

Claim No	Address	Owner	Stage	Contact	Meeting	Tender Due	Docs	Buildxact	Risk
HBCF-CL-012359	25 Boongala Avenue	Kevin Waghorn	Shortlisted	Contact due	Not arranged	14 days	5	Ready to sync	Medium
ICARE-CL-884201	8 Pacific Street	Maria Jensen	New invite	Not contacted	—	Pending	3	Not ready	High
HBCF-CL-772018	14 Hillcrest Road	Daniel Moore	Site booked	Contacted	Friday 10:30am	9 days	6	Draft created	Low

Live Claim Automation

One claim moving through the AI workflow

Incoming Gmail9:12am

From: hbcfclaims@icare.nsw.gov.au

Subject: Invitation to Quote — HBCF-CL-012359

5 attachments

Read

AI Extraction96% confidence

Claim NoHBCF-CL-012359

Certificate NoHBCF25018367

OwnerKevin Waghorn

Address25 Boongala Avenue, Empire Bay NSW 2257

BuilderBeechwood Homes (NSW) Pty Ltd

Contact · 5 bus days Tender · 14 days

Claim card created

Replaces manual Gmail Task

OneDrive folder created

Insurance Claims / 25 Boongala Avenue, Empire Bay NSW 2257 /

Inspection pack prepared

Scope summary, documents to print, checklist, photos to capture

Buildxact prep ready

Structured entry pack prepared for review

Before vs After

Manual process vs AI Autopilot

~90 min saved per claim

Manual today · Tristan

9 steps · slow

1Check Gmail2Read iCare email3Copy claim details4Create Gmail Task5Save docs to OneDrive6Print inspection docs7Track follow-ups8Draft client email9Enter into Buildxact

AI Autopilot

One flowing automation

Email detected Claim extracted Deadlines calculated OneDrive folder created Docs auto-filed Inspection pack built Client email drafted Buildxact prep ready One-view tracking