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TL;DR: Record your prospect discovery call. Business info, coverage needs, loss history—extracted into a complete ACORD 125 application. Easily capture deliverables, deadlines, decisions, data and action items.
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“Just got off the phone with Sarah Chen at Acme Manufacturing LLC. They're located at 1234 Industrial Way in Austin Texas 78701, phone is 512-555-1234, website acmemanufacturing.com, federal tax ID is 12-3456789. It's an LLC with 3 members. Sarah is the owner, her email is sarah@acmemanufacturing.com, cell is 512-555-5678. They need coverage effective March 1st 2025. Looking for general liability, property coverage, business auto for 3 delivery trucks, and workers comp. They manufacture custom metal parts for the automotive industry. Been in business since 2015. They have 15 full-time employees and 3 part-timers. Annual revenue is about 2 million, payroll around 800,000. They own their building, 10,000 square feet, they occupy all of it. Currently insured with Hartford, policy expires February 28th, paying about 45,000 a year, been with them 5 years. They have a formal safety program and OSHA training. No hazardous materials. Had one claim in 2022, a forklift damaged some inventory, paid out 15,000, claim is closed. No other losses.”
Last updated: January 15, 2026
| Field Name | Type | Description | Required |
|---|---|---|---|
| Business Name | title | Legal business name. Listen for: ''company name is'', ''we are called'', ''business name'', ''the name is''. Example: ''ABC Manufacturing LLC'' | |
| Business Street Address | text | Street address including number. Listen for: ''located at'', ''address is'', ''we''re at''. | |
| Business City | title | City name. | |
| Business State | text | 2-letter state code (CA, TX, NY). Convert full state names to abbreviation. | |
| Business ZIP | text | 5-digit ZIP or ZIP+4 format. | |
| Business Phone | phone | Main phone. Listen for: ''phone number'', ''call us at'', ''reach us at''. | — |
| Website | url | Website URL. Listen for: ''website is'', ''site is'', ''online at'', ''.com''. | — |
| FEIN | text | Federal Tax ID, format XX-XXXXXXX. Listen for: ''tax ID'', ''EIN'', ''federal ID''. | — |
| Entity Type | multiple_choice | Legal structure. Listen for: ''we are a'', ''structured as'', ''formed as an''. Options: Corporation, LLC, Partnership, Sole Proprietor, Joint Venture, Non-Profit, S-Corp, Trust | |
| LLC Members Count | number | Number of LLC members/partners if applicable. Listen for: ''partners'', ''members'', ''owners''. | — |
| Contact Name | name | Primary contact full name. Listen for: ''I''m'', ''my name is'', ''speaking with'', ''this is''. | |
| Contact Email | Contact email. Listen for: ''email is'', ''send to'', ''reach me at''. | — | |
| Contact Phone | phone | Direct phone. Listen for: ''my number'', ''cell is'', ''direct line''. | — |
| Contact Role | multiple_choice | Contact''s position. Listen for: ''I''m the'', ''I am the'', job title mentions. Options: Owner, Officer, Manager, Employee, Agent, Bookkeeper, Other | — |
| Effective Date | date | When coverage should start. Listen for: ''start date'', ''effective'', ''begin coverage'', ''need it by''. Format YYYY-MM-DD. | |
| Expiration Date | date | When coverage ends (usually 1 year from effective). Format YYYY-MM-DD. | — |
| Needs General Liability | boolean | Commercial General Liability (CGL). Listen for: ''general liability'', ''GL'', ''slip and fall'', ''liability coverage'', ''sued''. | — |
| Needs Property Coverage | boolean | Commercial Property. Listen for: ''property insurance'', ''building'', ''contents'', ''equipment coverage'', ''fire insurance''. | — |
| Needs Business Auto | boolean | Business Auto. Listen for: ''auto'', ''vehicles'', ''trucks'', ''company cars'', ''fleet'', ''drivers''. | — |
| Needs Workers Comp | boolean | Workers Compensation. Listen for: ''workers comp'', ''work comp'', ''employee injuries'', ''WC'', ''on the job''. | — |
| Needs Umbrella | boolean | Umbrella/Excess Liability. Listen for: ''umbrella'', ''excess'', ''higher limits'', ''additional coverage''. | — |
| Needs Cyber Coverage | boolean | Cyber Liability. Listen for: ''cyber'', ''data breach'', ''hacking'', ''privacy'', ''ransomware'', ''online''. | — |
| Needs Crime Coverage | boolean | Crime/Fidelity. Listen for: ''crime'', ''theft'', ''employee dishonesty'', ''embezzlement''. | — |
| Needs Inland Marine | boolean | Inland Marine. Listen for: ''equipment off-site'', ''tools'', ''mobile equipment'', ''contractors equipment''. | — |
| Business Category | multiple_choice | Primary business type. Listen for what they do, their industry. Options: Office, Retail, Wholesale, Service, Manufacturing, Contractor, Restaurant, Apartments, Condos, Institutional | |
| Year Established | number | Year business started. Listen for: ''started in'', ''founded'', ''been in business since'', ''established''. Extract 4-digit year. | — |
| Operations Description | sentence | Detailed description of what the business does. Listen for: ''we do'', ''we make'', ''we provide'', ''our services'', ''we specialize in''. Capture full detail. | |
| Premises Address | text | Full address of business premises if different from mailing. Include street, city, state, zip. | — |
| Owner or Tenant | multiple_choice | Does applicant own or lease? Listen for: ''we own'', ''we rent'', ''we lease'', ''landlord''. Options: Owner, Tenant | — |
| Building Square Feet | number | Total building sq ft. Listen for: ''square feet'', ''sq ft'', ''size is''. | — |
| Occupied Square Feet | number | Sq ft occupied by applicant (if sharing building). | — |
| Full Time Employees | number | Full-time employee count. Listen for: ''full time'', ''FT'', ''full-timers'', ''employees''. | |
| Part Time Employees | number | Part-time employee count. Listen for: ''part time'', ''PT'', ''part-timers''. | — |
| Annual Revenue | number | Annual gross revenue in dollars. Listen for: ''revenue'', ''sales'', ''gross'', ''we do about X per year'', ''annual sales''. Extract number only, no $. | |
| Annual Payroll | number | Annual payroll in dollars. Listen for: ''payroll'', ''we pay out'', ''labor costs''. Important for Workers Comp. | — |
| Current Carrier | title | Current insurance company name. Listen for: ''currently with'', ''insured by'', ''carrier is'', ''policy is with'', company names like Hartford, Travelers, etc. | — |
| Current Policy Number | text | Current policy number if mentioned. | — |
| Current Policy Expiration | date | When current policy expires. Listen for: ''renews'', ''expires'', ''up for renewal'', ''ends on''. Format YYYY-MM-DD. | — |
| Current Premium | number | Current annual premium in dollars. Listen for: ''paying'', ''premium is'', ''costs us'', ''currently pay''. Extract number only. | — |
| Years With Current Carrier | number | How long with current carrier. Listen for: ''been with them for'', ''X years''. | — |
| Is Subsidiary | boolean | Is applicant a subsidiary? Listen for: ''parent company'', ''owned by'', ''subsidiary of''. | — |
| Parent Company Name | title | If subsidiary, parent company name. | — |
| Has Subsidiaries | boolean | Does applicant own subsidiaries? Listen for: ''we own'', ''subsidiaries'', ''related companies''. | — |
| Has Safety Program | boolean | Formal safety program? Listen for: ''safety program'', ''safety training'', ''OSHA'', ''safety manual'', ''safety meetings''. | — |
| Hazardous Materials | boolean | Any flammables, explosives, chemicals? Listen for: ''chemicals'', ''flammable'', ''hazardous'', ''fuel'', ''propane''. | — |
| Prior Coverage Issues | boolean | Any policy declined/cancelled/non-renewed in 3 years? Listen for: ''cancelled'', ''non-renewed'', ''declined'', ''dropped''. | — |
| Prior Issues Explanation | sentence | If coverage was declined/cancelled, explain why. | — |
| Bankruptcy Last 5 Years | boolean | Any foreclosure, bankruptcy in last 5 years? Listen for: ''bankruptcy'', ''chapter 11'', ''chapter 7'', ''foreclosure''. | — |
| Foreign Operations | boolean | Any foreign operations or international business? Listen for: ''international'', ''export'', ''overseas'', ''foreign'', ''import''. | — |
| Uses Drones | boolean | Any drone usage? Listen for: ''drone'', ''UAV'', ''unmanned aircraft'', ''aerial photos''. | — |
| Has Claims History | boolean | Any claims/losses in last 5 years? Listen for: ''claims'', ''losses'', ''incidents'', ''accidents'', ''we had a''. | — |
| Total Claims Amount | number | Total dollar amount of all claims. Extract number only. | — |
| Number of Claims | number | How many claims in last 5 years. | — |
| Claim 1 Date | date | Date of first/most significant claim. Format YYYY-MM-DD. | — |
| Claim 1 Type | multiple_choice | Type of first claim. Options: Property, Liability, Auto, Workers Comp, Other | — |
| Claim 1 Description | sentence | What happened in first claim. Listen for: ''what happened was'', ''the claim was for''. | — |
| Claim 1 Amount | number | Amount paid/reserved for first claim. | — |
| Claim 1 Open | boolean | Is first claim still open? | — |
| Additional Notes | text_raw | Any other info mentioned: special circumstances, requests, questions, concerns. Capture anything that doesn''t fit other fields. | — |
Insurance brokers and agents who conduct commercial insurance discovery calls and need to complete ACORD 125 forms for multiple prospects daily.
No. Speak whatever details you captured from the discovery call. Any fields not mentioned can be filled in later directly in the spreadsheet or in a follow-up voice submission.
Yes. Each submission creates a new row in your Google Sheet. One form handles all your prospects—you just submit once per discovery call.
Just skip those fields or say ''TBD'' or ''unknown''. The AI will capture that, and you can update the spreadsheet later when you get the information.
No—it complements them. Use SaySheet to quickly capture discovery call details by voice, then copy the data into your AMS or use Zapier/API integration.
Call transcripts give you a wall of text to read through and manually extract data from. SaySheet extracts the structured data for you—business name, entity type, coverage needs, claims history—already organized in ACORD 125 format.
Yes. Add the form to your phone home screen. After leaving a prospect meeting, tap once and speak everything you remember. Perfect for capturing details while they''re fresh.
The template captures the first/most significant claim in detail. For additional claims, use the Additional Notes field or submit a second entry with supplemental claim details.
Yes. Share the form link with anyone who needs to log applications. Each person can submit data to the shared Google Sheet. You can add a hidden field for agent name if needed.
Very accurate for standard terms. If someone says ''we''re an LLC'' or ''we need general liability,'' it extracts correctly. For unusual structures or coverage, review and edit before submitting.
Yes. After creating the form from this template, you can add, remove, or modify any fields to match your specific needs. The template is a starting point, not a locked form.