For brokers

Turn a stack of prospect documents into a quote-ready file

Brokers spend days going back and forth over a census that is missing columns, a payroll register that doesn’t match it and a declarations page nobody checked. Stratum’s intake tool grades the whole file, finds every gap and gets the employer to close them.

Request accessSee how it works

What you’re sent

  • census 2026 (2).xlsxColumns renamed
  • Payroll_register_Q3.pdfDoesn’t match census
  • WC dec page.pdfUnchecked
  • Fwd: Re: renewal ratesEmail thread

Customer file

Northwind Logistics

2 gaps

  • Census · 47 employees

    44 rows kept, 3 rejected with reasons

    3 to fix

  • Payroll register

    Recognized and read

    Read

  • Declarations page

    Tied out to the policy

    Confirmed

  • Cross-check

    Payroll by class code differs from the policy

    Conflict

  • Employer link

    Sent · reminder day 3 · escalation day 7

    Waiting
Ready forBrokerGeneral agencyPEO · 2 gaps
Illustration with sample data.

How it works

One customer file per prospect, one request to the employer

Instead of one document and one email at a time, the tool works out what you know about a company and what is still missing across everything you’ve been sent.

  1. 1

    Drop in everything you have

    Open a customer file and drop in the census, payroll register, declarations page, loss runs and mod worksheet at once. Each document is recognized from its content.
  2. 2

    Get one graded file

    Rows are graded, documents are checked against each other, and the file gets a red, amber or green light with the reasons written out.
  3. 3

    Send the employer one link

    One no-login link covers every gap in the file. Reminders go out on day 3 and escalate on day 7, so you don’t chase.
  4. 4

    Deliver a clean file

    Clean rows, a gap list, a data pack and a one-page summary, ready for the general agency or the PEO.

What it does

Built for the documents brokers actually get

Census and payroll register grading

Every row is kept or rejected with the exact reason. Exports from ADP, Paychex, Gusto, Workday, Rippling and QuickBooks are recognized as-is.

Declarations, loss runs and mod worksheets

A declarations page is tied out to the policy, a loss run checked claim by claim against its own totals, and the experience mod recomputed from the bureau’s worksheet.

Documents checked against each other

FEIN, company name, payroll, headcount, payroll by class code, and census states missing from the policy, compared across the whole file.

Readiness for every audience

See whether the file is ready for you, for the general agency and for the PEO, and exactly what stands in the way.

One link for the employer

The employer’s contact uploads files, fixes census rows, answers questions, settles conflicting values and lists dependents, without an account.

Your brand, not ours

White-label the tool and the employer-facing link with your agency’s name and logo.

What you get out

A file the next person can use

  • A clean file and a gap list as CSV, plus a download in the onboarding import layout
  • A zipped data pack and a one-page summary PDF for each customer
  • Delivery to a signed webhook, so the file lands in your own systems
  • An SSNVS upload file for verifying Social Security numbers, and reading the result back in

Security

Sensitive data, handled carefully

  • Two-step sign-in with an authenticator app, required for every account
  • Social Security numbers, dependents and kept documents encrypted with AES-256-GCM and shown only as the last four digits
  • Automatic deletion 30 days after delivery or 60 days after entry, and a “delete all numbers now” control
  • Census imports never keep dates of birth, bank details or tax withholding
  • An activity log, account lockouts and rate limits

Before and after

A week of quoting, before and after

Same agency, same prospects. Far less chasing.

Before Stratum

  • Email the employer a third time for a census with every column filled in
  • Find out the payroll register doesn’t match the census after you’ve sent it on
  • Check a declarations page and add up loss runs by hand, if anyone checks them at all
  • Track who still owes you which document in your inbox
  • Hand on a file and hope it survives the PEO’s review

With Stratum

  • Drop everything into one customer file and see exactly what’s missing
  • Every mismatch between documents flagged before the file leaves your desk
  • The declarations page and loss runs read and tied out for you
  • One employer link, with a reminder on day 3 and escalation on day 7
  • A file graded with the same rules Stratum’s PEO quoting uses

Two ways in, one result

Whoever starts the file, it’s graded the same way

Stratum’s PEO quoting and the broker intake tool share one set of rules for checking a census. A file a broker prepares is graded the way a Stratum PEO will grade it.

A PEO sales rep

In the Stratum platform

  1. 1Drops the prospect’s documents on the deal’s customer file
  2. 2Sends the prospect a no-login link to send what’s missing and answer questions
  3. 3Quotes and sends the proposal from the same deal
  4. 4Turns a won deal into a client setup without retyping the census

A broker

In the standalone intake tool

  1. 1Drops the prospect’s documents on a customer file of their own
  2. 2Sends the employer one no-login link, with reminders and escalation
  3. 3Sees readiness for themselves, the general agency and the PEO
  4. 4Delivers a clean file, including a download in the onboarding import layout

One graded customer file, ready for underwriting

Common questions

Do I need the rest of the Stratum platform to use it?+
No. The intake tool runs on its own, with its own sign-in. You don’t need Stratum payroll, and neither do the PEOs you place with.
Which documents does it read?+
Census files and payroll registers are graded row by row, including exports from ADP, Paychex, Gusto, Workday, Rippling and QuickBooks. A carrier’s workers’ comp declarations page is read and tied out to the policy. Loss runs are read from a carrier export or PDF, including scans, and checked against their own totals. Medical invoices, plan summaries, renewal rates and state unemployment rate notices are kept with the file as-is.
What does it check on a loss run?+
Every claim is checked so paid plus outstanding equals incurred, and the claims are summed against the report’s own totals. It flags a loss run valued more than 90 days ago, one that covers fewer than three prior policy years or stops before the current policy, and large losses. Claimant names and injury descriptions are never kept.
What about the experience mod?+
Drop in the rating bureau’s experience rating worksheet, as a PDF or a scan, and the mod is read and recomputed from the worksheet’s own figures, so a misread number can’t slip through. It’s also checked against the loss run: a large claim missing from the worksheet is flagged. If the mod disagrees with the declarations page, you’re asked which applies. NCCI worksheets and California ratesheets are recomputed; the other independent bureaus’ are read for the mod and flagged for a quick check.
Does the employer need an account?+
No. The employer’s contact gets one link that covers everything still missing from the file: uploads, census fixes, questions, conflicting values and dependents.
What happens to Social Security numbers?+
They’re encrypted with AES-256-GCM and shown only as the last four digits, and deleted automatically 30 days after delivery or 60 days after entry. An admin can also delete every number at once. Census imports never keep dates of birth, bank details or tax withholding.
How does the finished file reach the general agency or PEO?+
Download a clean CSV, a gap list, a zipped data pack and a one-page summary PDF, or have the file delivered to a signed webhook in your own systems.
Can we put our own brand on it?+
Yes. The tool and the employer-facing link carry your agency’s name and logo.
What does it cost?+
Pricing for the broker tool is set on request. Get in touch and tell us about your agency.

Get access to the broker tool

Tell us about your agency and the PEOs you place with, and we’ll set you up with a walkthrough on your own files.

Request accessSee other standalone tools