Tens of thousands, written off before anyone looked
A high-volume RTA practice. Four years with us. Proclaim.
The problem
On OIC files, disbursements the firm had already incurred were going undisclosed.
Once a file passes the offer stage, that money is gone — there is no going back for it. Nothing in the system checked before that point. It relied on a handler remembering, on a busy day, across a caseload.
Over two years the firm found tens of thousands written off this way.
What we built
A gate before the offer stage. The file cannot progress until the losses and fees are uploaded, and the recorded disbursements reconcile against the value. If they do not, it stops there.
A scanner that reads the file history — invoices, notes, correspondence — and picks up anything that looks like a disbursement missing from the screen. It surfaces on the supervisor’s dashboard under “monies owed — not on disbursement table”, for a human to check before the file moves.
Monthly import pipelines for what is owed to medical agencies and rehab providers, straight into Proclaim — so the record is right long before anyone gets near the offer stage.
The result
The firm estimates leakage is now around a twentieth of what it was.
That figure is theirs, not ours, and it is an estimate — no system is perfect and we are still improving it. The next step is moving the scanner from flagging to full autonomy.
What it depends on
It is not magic. It needs handlers trained and following the process.
That is precisely why the bulk imports and the document reading exist: they take as much as possible off a handler’s memory and put it into the system, so the result does not rest on everyone having a good day.
And it travels
We have since built much of this for a second firm.
It is not a bespoke project invented from scratch each time — it comes with us. It can run on your infrastructure or on ours, whichever your compliance team prefers.
On anonymity
Published with the firm’s permission and anonymised at their request. We treat who our clients are the way we treat what’s in their files — disclosed only where we’ve been asked to. If you’d like to speak to a firm directly, we’ll arrange the introduction. How we handle data and access →
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