Xtract - Outlook Document Automation Plugin

Outlook Document Automation for Insurance Teams

Eliminate manual email document handling. Improve traceability. Work faster inside Outlook.

Xtract is an Outlook plugin tool/extension for insurance companies that automates email document processing and converts emails and attachments into structured, auditable PDFs — without changing how teams work.

Start Free 1-Month Trial

Manual email document processing is slowing down insurance operations

Insurance teams spend a disproportionate amount of time manually reading emails, downloading attachments, and extracting the same information from similar documents across projects and clients.

Time-Intensive Manual Reading

Teams spend 15-30 minutes per email manually reading and extracting the same data fields across similar document types, limiting capacity for higher-value work.

Inefficient Email Handling

Managing high volumes of email attachments manually creates operational bottlenecks and reduces team efficiency across projects and clients.

Missing Invoices & Lost Trails

Email threads get buried, attachments go missing, and audit trails become fragmented—creating compliance risks and operational headaches.

Document Control & Compliance Built for Outlook

Native Outlook integration with enterprise-grade document processing that works seamlessly with your existing workflows.

Email-to-PDF Conversion

Automatically convert incoming emails and attachments to structured, searchable PDFs with complete formatting preservation.

Duplicate Detection

Built-in duplicate detection shows which PDFs have already been processed, eliminating redundant work and ensuring data integrity.

Real-Time Processing Status

Monitor document status in real-time via web dashboard. Track queued, processing, processed, and failed documents at a glance.

Password-Protected Files

Securely handle password-protected documents without manual intervention, maintaining security while automating workflows.

Complete Audit Trails

Maintain comprehensive audit trails for compliance and review. Every document action is tracked and traceable.

Shared Mailbox Support

Deploy across multiple mailboxes and shared team inboxes with delegated access for seamless collaboration.

Customer-Side Processing

All document processing happens in your environment. We never store customer data ensuring complete data sovereignty.

Native Outlook UX

Purpose-built Outlook plugin that feels natural in your workflow. No context switching, no separate platforms to learn.

How It Works

From Email to Structured PDF — in Minutes

Simple, automated workflow that integrates directly into Outlook

Select an email or email thread in Outlook
Works with individual messages or entire conversations.
Convert emails into a structured PDF
Sender details, recipients, timestamps, message body, and attachments are captured in a consistent layout.
Automatic document checks
• Duplicate detection prevents reprocessing
• Only approved document formats are accepted
• Unnecessary files are filtered out
Track processing status in real time
Documents move through clear states: queued, processing, processed, failed.
Create a permanent, auditable record
Each document receives a unique reference ID and audit trail.