Documentation

1.Getting started with Sibro #

This documentation is exclusively for the SIBRO users.

We assume that you have a dedicated SIBRO organisation created; with URL [brand-name].sibro.xyz

If not, click on get started.

If what you have is a totally new Sibro organisation, then we shall follow the following steps; others can jump over.

If you are looking for setting up a brand new Sibro organization, then you may consider the following steps, others please skip.

STEP 0: Import of old data.
STEP 1: Setting Up Admin (30 mins)
STEP 2: Add Prospects, Draft RFQs, Quote Comparison, Mark as Lost, Convert to Policy (40 mins)
STEP 3: Tracking of Policies, Endorsements, Installments, Special Cases (40 mins)
STEP 4: Tracking of Claims, Special Cases (30 mins)
STEP 5: Invoicing, Reconciliation (20 mins)
STEP 6: Reports, Other Misc (30 mins)

Note that our support team will take you through the above steps at the time of on-boarding.
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2.Data Import #

In this section, we will learn how to bulk import data to SIBRO

This section is useful if:
1: you are an existing broker or agency who newly moved to Sibro, or
2: you have a requirement where you need to import data in bulk into Sibro; one time or regularly.

There are 5 steps for data import

STEP 1: Go to Add > Business > Import > Policy.


STEP 2: Download the Template and fill in all the available data as far as possible.

STEP 3: If you want to create new master items like Insurance companies, branches and policy names, select create missing masters. Then, upload the data.

STEP 4: If there are data validation issues, then system will expose them all. Fix the data issues and retry. If the no validation issues exists, then the data is imported.

STEP 5: If you had create missing masters selected, then it is possible that system created duplicate masters for existing master data. In order to fix this, go to the following masters, and merge duplicates: (1) Insurer Master, (2) Insurer Branch Master, (3) Policy Master and (4) Client Master.

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3.Sibro Admin Set Up #

This section is exclusively for administrators. If you are not an admin user, you can skip this section.
How do I know if I am an admin user or not?

Can you see a Settings icon (a gear like symbol) on the top right corner? Just click on it. If you have the admin rights, you will see the following menus:

(1) Organization
(2) Templates
(3) Policy
(4) Claims
(5) Employee
(6) Change Password
(7) Logout

See below screenshot. That’s how it looks!

If you do not have admin access, then you will only be seeing:

(1) Change Password
(2)
 Logout

That’s it. Hope you have enough clarity about your user roles. Now let’s check the admin menus one by one.

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3.1.Organisation #

This is the first sub menu that we see when clicking that Settings icon. So let’s check what this Organization is all about!

SIbro’s Organization section helps the user to systematically manage your organization(s) that is linked with the software. When you click on the Organisation menu, you can see four sub menus such as:

(1) Organization Master
(2) Branch Master
(3) Reason For Loss Master
(4) Integrations

See below screenshot.

Now let’s go deeper into these four sub menus, one by one.

3.1.1 Organisation Master

This is where you set up your organization(s) in the system. A new page will be displayed where you can enter your organizational details such as organization name, organization logo, your default currency, the financial year that your business follows, your standard timezone and your country code. Also you will have the provision to set up email settings here.

You can also see two buttons on the top as:
(1) Translation
(2) Customized Theme

Note: You probably need to update this only once.

Translation helps you to set up varied language options for better readability. You can setup language variants in multiple pages such as client, policies, claims, accounts and reports.

If you want to change the theme of the software; i.e., adjust the color scheme of the software and PDF files, you can do that via Customize Theme option on the top right corner of the Organisation Master.

Now let’s go further deeper into those fields in the organization master section.

3.1.1.1 Currency

The software will record all the payment details in the currency that you select here. You could add anything like INR, dollars, etc.

3.1.1.2 Time Zone

By setting the exact time zone, you will receive your daily summary at the end of the day.

3.1.1.3 Financial Year

Select the financial year which your organization follows. This will help the system when calculating business statements on a quarterly basis.

3.1.1.4 Country Code

Select your country code is a must so that you can share the information via WhatsApp directly from the software easily.

3.1.1.5 Concurrent Login Limit & Maximum Customer Count

You can see the concurrent login limit and maximum customer count here, which is based on subscription.

3.1.2 Branch Master

Sibro supports multiple branches. By default, the system will only display one head office branch but you can add all your branches here (if applicable).

Note: Sibro insists all employees to be part of a branch. All policies booked by the employees of a particular branch are treated as the business of that employee’s branch.

How to add a new branch?

Click on the Add branch button and a pop up will be displayed where you can enter the details such as Branch Name, GST and TAN. Click Add Branch to complete the process.

3.1.3 GST Master

This is the option where we teach Sibro to define the GST percentage as per the policies added.

3.1.4 Integrations

This is an advanced option where some of your integration settings are stored. Here you will see the list of account that is linked to Sibro.

That’s all about Organization Master. Now we can move to Policies. 

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3.2.Policies #

When you click on the Policy menu from the Settings, you can see seven sub menus:

(1) Client Master
(2) Insurer Master
(3) Insurer Branch Master
(4) Booked In Master
(5) Premium Bifurcation
(6) Policy Master
(7) Rewards Master
(8) Reason For Loss Master

See screenshot below.

3.2.1 Client Master

Here we can see the list of all your clients with contact information and statues (whether Active or Inactive). On click any of the names, the table will extend its display and show all their corresponding details including address, ID number, login username and password, contact information etc. You can edit any of the details if needed.Click Update Client button to save any edits done.

This page will also provides the option to merge existing clients, add custom fields and new clients.

3.2.1.1 Merge Clients

Just in case if we created duplicate clients in the software, we can merge them together via the Merge Clients option. .

To merge clients, click on the Merge Clients button on the top. A page will be displayed where you can select the primary and its duplicate clients. After that click on the Merge button and all the details of the duplicate client such as their related transactions, policies, endorsements, claims etc will be merged to the primary client.

3.2.1.2: Custom Fields

If you want to capture additional information about the client, you can simply do that by creating an additional text box or drop down via client custom fields.

By default, a client will be having the following inputs:-

(1) Name & Address
(2) Contact Person Information

How to add a new custom field?

In order to add custom fields, click on the Add Custom Field button and a pop up will be displayed. Here you have to enter the position number, field name, field type and also need to set whether this field needs to a mandatory or or not. Click Add after entering all the above details and a new custom field will be created.

These newly added custom fields will  be available fort the data entry when you add a new prospective business.

Note: Adding custom field options are also available with Policies and Claims.

3.2.2 Insurer Master

This page lists down all the of insurance companies that you deal with. You can add new insurers by clicking on Add Insurer button on the top right. You can either edit an existing insurer details or disable an insurer by clicking the insurer name.

On click, the table will expand with corresponding details and two buttons – Disable and Update Insurer.

3.2.3 Insurer Branch Master

You can enter the insurer’s branches here. All added insurer branches with their corresponding details will be listed here. We can add new insurer branches and edit the details via click & expand option available.

How to add a new insurer branch?

You can add a new insurer branch by clicking on the Add Insurer Branch button. A pop up will be displayed where you can enter insurer name, branch name, GST number and TAN. You will also have the option to add contact information also. After that click Add Insurer Branch button to complete the process.

3.2.4 Booked In Master

You can enter the insurer’s branches here. All added insurer branches with their corresponding details will be listed here. We can add ne

3.2.5 Premium Bifurcation

Here we can define the various bifurcations of a policy. This is an optional master; where you need this only if you have different types of policy component.

Eg: Motor Policy having Own Damage & Third Party with separate tax and commission percentages.

3.2.5 Policy Master

Policy master is where you create the various different policies in the system. You can edit the existing policy details also. Here you can define the names, class of policy, type, default commission & tax percentage, enable/disable bifurcations and a lot more information.

Note: The added premium bifurcations will be available in the Policy Master. You can either enable or disable the same with the default GST and brokerage percentages as per the nature of the policy.

3.2.5.1 Policy Custom Fields

Here also you can define multiple custom fields to each class of policy as per the requirement(s).

3.2.6 Rewards Master

This is the option where we the rewards corresponds to the insurers are recorded.

3.2.7 Reason For Loss Master

Winning and loosing are two different sides of a coin. If you lose a prospect, you will have the provision to mark that prospect/renewal as lost along with the reason. So, if you’re wondering, “Why did you lose that business? The reason will be clearly listed here. Also, Sibro offers the ability to filter and create reports based on individual reasons.

How to mark a prospect as “Mark as Lost”?

Policies → Upcoming → Prospect (Click & Expand) → Choose the reason from the drop down→ Mark as Lost.

Now you might be wondering how to set up the drop down items (reasons for business loss). Let’s see that!

How to add reasons for business loss?

To do so, you have to be an admin. If yes, click on the Settings → Policy → Reason for Loss Master.

Here you can see a list of reasons. If you want to add a new reason → Click Add Reason button and do the necessary.

Now let’s move to claims section.

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3.3.Claims #

When you click on the Claims menu from the Settings, you can see two sub menus:

(1) TPA Master
(2)
Claim Custom.

3.3.1 TPA Master

Here the system defines all the TPAs within the software. You can see all of them listed with their corresponding name, phone number, email address, physical address and their statuses.

3.3.1.1 How to add a new TPA?

To add a new TPA, click on the Add TPA button, enter the TPA name, phone number, email address, physical address and click Add TPA and your data will be saved to the system.

3.3.2 Claim Custom

Here you can see all the claim custom field details with their with their respective Position Number, Field Name and Field Type.

3.3.2.1 How to add a custom field?

It’s very simple. If you want to add a new custom field, click on the Add Custom Field button, enter the details such as position number, field name, field type, mandatory status, policies. and click Add.

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3.4.Employees #

When you click on the Employees menu from the Settings, you can see two sub menus :

(1) Designation Master
(2) Employee Master

(3)
Team Master.

3.4.1 Designation Master

Here you can see all the designation title of all the SIbro users and their corresponding statuses (whether active or not).

3.4.1.1 Add Designation

You can easily add a new designation by clicking the Add Designation button.

3.4.2 Employee Master

Here you can see all the employees added to the system with their respective names, user name, designation, branch, date of joining, date of registration and their corresponding statuses.

3.4.2.1 Add Employee

You can simply add a new employee by clicking the Add Employee button. While adding a new employee admin will have the provision to set privileges for him/her by checking/tick marking the different provisions listed.

Team Master
Here you can see all the teams added to the system with their name, branch name, members, sub-team etc.

Add Team
You can simply add a new team by clicking the “Add Team” button.

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3.5.Templates #

Sibro helps you to drafts RFQs, send bulk email with RFQs to core insurance companies, gives the provision to update quotations received from the insurance companies, create standard quote comparison sheets and ability to share these quote comparisons to customer via email and  WhatsApp.

When you click on the Templates menu from the Settings, you can see two sub menus such as RFQ Template Master and Email Master.

3.5.1 RFQ Template Master

Here you can define you own RFQ Templates. We have added two templates as default; for Group Mediclaim and Motor. Please take a look at how these two templates are set up. That will give you an idea of how to create your own RFQ templates.

3.5.1.1 How to create a RFQ template?

Create the necessary custom fields by clicking the Policy → Policy Master → Create Custom Fields.

Now you have  to create a new prospect by clicking on the “+” at the top corner. The click Add Business → Prospect.

Now enter the data to the corresponding fields and click Save to complete process.

After that go to the RFQ Template Master. Settings → Templates → RFQ Template Master. You can see the default templates for mediclaim and motor insurance. Click on the More drop down on the required template master. There you  can see the option to Edit and Delete the template.

Click on the Edit and you can see all the corresponding details here. Cross check the data, add or remove any fields and click Save. Now go to Policy → Policy Master and click the newly created policy. Now you can see the necessary details here.

Here you can choose the RFQ Template from the drop down and click Update Policy. Now when you go to the Policies → Upcoming and click on the policy, you can see the Add RFQ Template button.

When you click on that button, system will automatically drafts an RFQ for the prospects with the so called details.You can edit or remove the details if needed.

Once you are done with the data, you can click on the Preview button to get a preview of the created RFQ. A PDF will be generated with all the necessary details.

If everything is okay you can click Save and Send Email button so that the system will automatically draft an email with all the necessary information. You can cross verity the email contents, select the core companies receiving points, attach additional documents if needed and click Save and Send Email. Now the system will send separate email for all the receiving points automatically.

Now the system will display that it is waiting for the response from the respective companies. When we get a response from the insurance companies, we can update their quotation into the system by clicking the quote awaited button. A pop up will be displayed for doing the necessary edits. After doing every updations click on the Save Quotation button. Do he same process for other respondents also.

Once updated you can preview the Quote Comparison Sheet by clicking on the View Detail Quote Comparison button. A professional looking standard quote comparison sheet will be generated with all the necessary information.

By clicking on the Notify Customer button, you can email and whats app this quote comparison sheet to the customer.

You can (1) set name of the template, (2) add/remove rows and tables, (3) decide if the row should be available during both RFQ & Quote Comparison, or just RFQ only, and (4) default Remarks during Quote Update.

3.5.2 Email Templates

Here, you can add all the different email templates required for various emailing categories; if a category has more than one email, then during that process, you will get to choose which email template to load.

Note that under each category, we can add any variables you want by inserting them in {{variable-name}

How to setup an email template?

Click on the Settings → Templates → Email Master → Add Email Template.

Now select the email category from the drop down, set template name, sending and receiving points, add CC if any. Now set the required email subject and email body with the help of the variables available and click Save to define a new email template.

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4.Dashboard #

Dashboard is the first thing you’ll see when you log into Sibro. You can see two main sections here:

(a) Business Summary
(b) Tasks Summary

Business Summary

Business summary gives you a brief statement of year-wise business done in yearly, quarterly and monthly. The default view points to the quarterly business summary. When you click on a quarter, it will expand and show the month-wise summary in detail. If you have multiple branches as well as privileges, you can click further, and the system will show the branch wise split up also.

If the logged in user has the All in Company privilege, he/she be able to view the entire company data and figures and rest accordingly. You can see an Apply Filter on the top corner where you can filter the necessary data on the basis of branch, business owner and financial year.

Pending Tasks

All tasks related to the logged in user will be displayed here. You can view them as tasks Due Today, Due Tomorrow, Due This Week, Due This Month and Overdue.

All the pending/new prospects, renewals, follow-ups, and installments by due date will be displayed here accordingly.

Note: In order to get access to Home and Policies main menus, you need to go to the Settings → Employee → Employee Master. Click the corresponding user and scroll down to Privileges section. Here you need to check the tick mark for Policies

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4.1.User Privileges #

Note that everything you see throughout the software is user privilege controlled.

There are five types of user privileges with SIbro.

  1. All in Company for the head of the company and for those who have the privilege to see the entire company data.
  2. All in Branch for branch heads, who should see only his/her branch data.
  3. Select Branches for regional heads who should see some particular branch data but not everything.
  4. Select Business Owners in Company, best suited for team leaders, who should see the business of some selected users in the company only.
  5. Self for users who should see only their business.

If you have the privilege to see full company data, you will see all the company figures and data. If you have privilege to see your branch or team only, you will see your branch or team numbers data only. If you have the privilege to see your own data only, you will see only your individual business figures and data.

This is applicable to all users throughout the software.

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4.2.Apply Filter #

On almost every page where data is displayed as a table, you will see an Apply Filter button on the top right. Clicking the same will show you various options to filter and drill down the data that is being displayed.

For example, on policy page you will see filters related to policy and its status. On Claims page, you will see filters relevant to claims and their status.

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4.4.Click & Expand #

Throughout the software, in order to increase user experience, click and expand functionality has been implemented for all rows. So by default, you see the big picture. If you click on a specific row, it will open and show further details; be it policy, claim, invoice or any report, click on the row, and it will expand to show you further relevant details.

Yes No

4.5.Add New #

In order to add any new data to the software, drag your mouse pointer to the top right ‘+’ button. On click, you will see three sub menus such as Add Business, Add Claims, Other Documents.

4.5.1 Add Business

With the help of this option, you can add business-related new transactions such as new prospects, premium, endorsement requests, etc.

How to add a new business prospects? 

Click on the “+” button – Add Business – Prospect. A new page named Add Prospective Business will be displayed with two sections such as Client Details and Business Details. In the client details section, you can either search for an existing client in the Client Name text box or else create a new client by clicking on the Add New Client button.

If are selecting an existing client, all corresponding client details will be filled automatically in the respective fields. You can cross check all the details edit those details if needed by clicking the Edit option else click Next to proceed. Then you will be able to view the corresponding business details on the form displayed. Here you will have the provision to edit the business type, policy name, renewal date etc. You can also set a reminder with specific date and time for the prospectus. After filling all those details you can still add more fields by clicking Add More else click Save to complete the process.

Note: Please note that some of these entry fields are custom fields with respect to the policy selected and can be altered or deleted.

Now you can see the newly created prospect has been listed under the Task Manager section.

4.5.2 Add Claim

Via this option, you can add new claim related entries like intimation, document inward, group outward, etc.

4.5.3 Other Documents

The front office can add inward and outward document details via the other documents section.

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5.Policy Management #

There are mainly three sections under Policies: Upcoming, Converted and Installments.

The upcoming section deals with your upcoming prospects and renewals. The converted policies section deals with the tracking of your booked policies. All installments will be listed in the Installments section with their respective client name, insured name etc. In this case, the premium will be paid in installments such as monthly quarterly, half yearly etc.

Here also you will have the option to filter data using the Apply Filter option.

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5.1.Upcoming Policies #

The Upcoming section gives you the list of all the upcoming prospects and renewal businesses. There are three types of upcoming business.

  1. New Business
  2. Renew Business
  3. Rollover Business

Renew or own renewals are auto-generated from the previous policy. Rollover (i.e. market renewals) and New (i.e. prospects) should be manually added or imported via Add Business.

The upcoming section is categorized into a set of convenient tabs such as All, Due Today, Due Tomorrow, Due This Week, Overdue, Followups and Calendar. You can drill down further via Apply Filter option.

A tabular display with enough data will be displayed. Each row in the table represents a prospect. Click on any of the prospect (row) and it will expand and give you more details. You can add a follow-up note, create a RFQ /Quote slip and email them to insurers, prepare quote comparison sheets etc.

Also you will have the option to mark the prospect business as lost, if you are not able to grab the business for that particular engagement else convert the prospect into a policy by clicking on the Convert to Policy button.

How to add a new business prospects? 

Click on the “+” button – Add Business – Prospect. A new page named Add Prospective Business will be displayed with two sections such as Client Details and Business Details. In the client details section, you can either search for an existing client in the Client Name text box or else create a new client by clicking on the Add New Client button.

If are selecting an existing client, all corresponding client details will be filled automatically in the respective fields. You can cross check all the details edit those details if needed by clicking the Edit option else click Next to proceed. Then you will be able to view the corresponding business details on the form displayed. Here you will have the provision to edit the business type, policy name, renewal date etc. You can also set a reminder with specific date and time for the prospectus. After filling all those details you can still add more fields by clicking Add More else click Save to complete the process.

Note: Please note that some of these entry fields are custom fields with respect to the policy selected and can be altered or deleted.

Now you can see the newly created prospect has been listed under the Task Manager section.

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5.1.1.Follow Ups & Reminders #

Sibro will remind you about all the pending business with a variety of views like All, Due Today, Due Tomorrow, Due this Week, Overdue, etc. You can filter further by clicking on the Apply Filter on the top right. You can also search for a prospect via the search box on the top right.

Once you make a follow up with the client — be it meeting, or call, or email — they can be recorded in the system as a follow-up note. So, you will have a history of what has happened with the prospect. You can also set next follow-up date here and the system will remind you to follow up that client on that date time.

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5.1.2.Adding A Prospect #

A prospect is a potential business. It can be a new or a market rollover business, which we might want to attempt in future.

Why add a prospect?

Once you add a prospect business to Sibro, you do not have to worry about remembering the future business because Sibro will remind you on the exact predefined reminder date and won’t let you miss the business.

With prospects, you can do create and track follow ups. You will also have the provision to create and send RFQs, prepare quote comparison sheets and a lot more, all from a single platform – Sibro. That’s how you makre sure all your business engagements are managed in an organized and systematic manner. Thus everybody in your team will be able to track the same.

Once you win the business, you can convert this prospect into a policy by a single click. That time, you do not have to fill all the details again, because Sibro will automatically fetch most of the details we have already added in the prospect.

How to add a prospect?

You can add all your prospect businesses on Sibro by going to

‘+’ → Add Business → Prospect

There are two sections here such as Client Details and Business Details.

Step 1: Client Details

A prospect client can either be a new client or an existing client. If it is a new client, click on Add New Client button on the top right and enter the client details. If it is an existing client, go to the ‘Client Name’ drop down and just type a part of their name, phone number or email and their details will be auto filled in the remaining fields. You can always make changes to existing client details using the Edit option.

A client has two sections; Client Details, and Contact Information. Contact Information is the details of the contact person of the client. You can add multiple contact persons to a single client.

Once done, click on Next. You will reach Step 2: Business Details.

Step 2: Business Details

Here we enter the details of the business, like Business Owner, Policy details, and can set reminders etc. If the same client has more than one prospect business, you can add that in a single step by clicking on Add More. Once done, click on Save. You will get a reminder on the exact reminder date.

Note: Renewals will be automatically added in the appropriate renewal dates at the time of adding a policy.

___________

Now, we have successfully added a prospect. So, what’s next?

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5.1.3.RFQ Management #

Send RFQs to insurance companies.

1: How to send RFQs?

Before starting with that, make sure you have set this two: 

  1. Create an RFQ template (one-time setup)
  2. Update policy master (one-time setup)
1.1: How to create an RFQ template?

Create the necessary custom fields by clicking the Policy – Policy Master – Create Custom Fields

Now you have  to create a new prospect by clicking on the “+” at the top corner. The click Add Business – Prospect.

Now enter the data to the corresponding fields and click Save to complete process.

After that go to the RFQ Template Master. Settings – Templates – RFQ Template Master. You can see the default templates for mediclaim and motor insurance. Click on the More drop down on the required template master. There you  can see the option to Edit and Delete the template.

Click on the Edit and you can see all the corresponding details here. Cross check the data, add or remove any fields and click Save

Note: Remember, whatever mentioned above is an one-time set up.

2: How to update policy master?

Now go to Policy – Policy Master and click the newly created policy. Now you can see the necessary details here.

Here you can choose the RFQ Template from the drop down and click Update Policy. Now when you go to the Policies – Upcoming and click on the policy, you can see the Add RFQ Template button.

When you click on that button, system will automatically drafts an RFQ for the prospects with the so called details.You can edit or remove the details if needed. Once you are done with the data, you can click on the Preview button to get a preview of the created RFQ. A PDF will be generated with all the necessary details.

3: How to send an RFQ?

If everything is okay you can click Save and Send Email button so that the system will automatically draft an email with all the necessary information. You can cross verity the email contents, select the core companies receiving points, attach additional documents if needed and click Save and Send Email. Now the system will send separate email for all the receiving points automatically.

Now the system will display that it is waiting for the response from the respective companies. When we get a response from the insurance companies, we can update their quotation into the system by clicking the quote awaited button. A pop up will be displayed for doing the necessary edits. After doing every updations click on the Save Quotation button. Do he same process for other respondents also.

Once updated you can preview the Quote Comparison Sheet by clicking on the View Detail Quote Comparison button. A professional looking standard quote comparison sheet will be generated with all the necessary information.

By clicking on the Notify Customer button, you can email and whatsapp this quote comparison sheet to the customer.

You can (1) set name of the template, (2) add/remove rows and tables, (3) decide if the row should be available during both RFQ & Quote Comparison, or just RFQ only, and (4) default Remarks during Quote Update.

Now, all you need to do is wait for the quote response from the insurance companies. The software will show up the policy premium of the company that responded; Rest of them will be denoted as ‘Quote Awaited.’

Here are a few operations that you can do right away from the policies page.

Add/Resend Mail – If you have missed out any company while sending a mail before or if you want to add more information, you can resend the mail.
Delete – You can delete the RFQ; maybe add a new RFQ.
Quote Details – You can also see the detailed quote of all insurance companies separately.

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5.1.4.Mark Prospect as Lost #

You may not always win a prospect business. It could be because of any reason. When you loss a prospect, and you don’t even want Sibro to remind you about a particular prospect, you can mark that prospect as lost by clicking Mark as Lost.

Policies → Upcoming → Prospect (Click & Expand) → Mark as Lost

On clicking Mark as Lost, you will be asked for stating a reason for loss. A pop up will be displayed asking for stating the reason from the drop down (so later you can analyse the loses by reason in Lost Business Report.).

If you want a reminder next year, set the next tentative date and reminder date time and click on Set Reminder. If you do not want a reminder, click on Close Prospect Permanently button.

Yes No

5.1.5.Convert prospect to policy #

Once you win a prospect business, that is, when you receive the premium amount from the client for a prospect, click on Convert to Policy button.

Policies → Upcoming → Prospect (Click & Expand) → Convert to Policy

You will be navigated to the Add Premium Transactions page. All corresponding data will be auto filled and you can crosscheck the premium transaction details, fill in if any field requires data like amount received from client, mode of transaction etc. You will also have the provision to attach the final proposal document here.After entering so called details, cross verifying the existing data, click Save.

Note: Some fields will be set as disabled in this page as they are not open for edits. Eg: Transaction type and payment types.

Now the system will display a pop up ask whether you have the policy document in hand or not? Click Yes or No accordingly. Chances are you may not have the policy document in hand at that time. So click No and continue.

Once done, the prospect will be moved from Policies → Upcoming to Policies → Converted section with status Policy Awaited.

Now the system will wait for the policy document to arrive. 

Yes No

5.2.Converted Policies #

The Converted Policies section lists all the policies that we have converted. From here, we can track every booked policy of our business. We can filter by current stage, age, make updates, and get more details about each policy.

Yes No

5.2.1.Add premium transaction #

Whenever we receive a premium or have to make a refund, we record it in Sibro via Add Premium Transaction. To add a premium transaction, go to

‘+’ → Add Business → Premium

The premium transaction page has two sections called Client Details and Transaction Details.

Step 1: Client Details

If the premium transaction is for a new client, click on Add New Client button on the top right, and enter the client details. If it is an existing client, go to the ‘Client Name’ drop down and just type a part of their name, phone number or email, and the corresponding client details will be displayed automatically. You can always make changes to the existing client details using the Edit option.

A client has two sections: Client Details and Contact Information. Contact Information is the details of the contact person of the client. You can add multiple contact persons for a client by clicking on Add More button.

Once done, click on Next. You will reach Step 2: Transaction Details

Step 2: Transaction Details

Here you enter the premium transaction details, whether this is a payment or a refund, the mode of payment, details of the payment etc.

If the transaction is a payment, you will be asked for Payment Type. It can be Policy Premium or Additional Premium. If the premium is for one or more policies, then select Policy Premium here. System will ask for the policy for which the premium is being paid for. Then click Save. System will there after wait for the Policy documents to arrive.

If you select Payment Type as Additional Premium, system will just add the premium to the client’s CD Account.

Premium for existing prospect

If we get a premium for a prospect that already exists in the software, then just click on Convert to Policy at Policies → Upcoming → Prospect (Click & Expand). Then you will be taken to the premium transaction page auto filled with client, prospect, etc.

Single premium for multiple prospects

If the client pays a single cheque for multiple policies, at the time of adding policy premium, in the last step, you will be asked to select the prospect to be converted. You can select multiple here. If the prospect is not entered, click on Add More and enter the details of the prospects for which the payment is made. Sibro will there after wait for those policies to arrive.

Yes No

5.2.2.Add Policy #

Once we record the premium, Sibro will wait for the policy documents to arrive. Sometimes, you will get the policy document instantly else it may take days.

When you receive the policy document, you need to add the policy details to the system. For that, go to

‘+’ → Add Business → Policy

You will reach a page that lists all those policies where Document is awaited. Find the respective policy by using Apply Filter or Search option and click on the Policy Awaited button. The system will display a form where you can enter the policy details.

Note that most of the information is automatically filled by the system also also calculates most of the premium figures for you. Verify & update the details as required. Make sure that you also upload the policy soft copy (or the scanned copy).

Notify Customer via Email

You can also optionally send the policy document as an email to the customer right from Sibro during the add policy stage by clicking on the Notify Customer option. Here you can select the required email template from the drop down and do the necessary edits as per required. The email will be sent from the logged in user’s email address.

Yes No

5.2.3.Policy Outward #

Once we have updated the policy details in the software, we need to send the policy copy to the customer, as the document is still at the broker office. Just before we send the policy copy out to the customer, we need to record the outward details — like outward date, mode of dispatch — in Sibro. This is done at the ‘Outward Awaited’ stage.

To record the outward details, you can go to

‘+’ → Add Business → Outward

Now, you have reached a page that lists all the policies that are outward awaited. Select the respective policy and click on ‘Outward Awaited’ button. You will then get a form where you can update the outward information like outward date, and mode of dispatch details. Once done, click on ‘Save.’

Sibro this way helps you expose any policies documents that we have received, but forgot to send it to the customer.

Group Outward

If the same customer has more than one policy document that is outward awaited, we can do that in a single step via Group Outward option.

‘+’ → Add Business → Group Outward → Select Client

Then the page will list all the policies of this client that is currently outward awaited. Select the policies we want to send out, and enter the outward details; save.

Yes No

5.2.4.Outward at Policy Add #

When ever we are sending the document to the client either by courier or by regular post, click the Outward Awaited button. A new page will be displayed to enter the policy outward details. Here you will have the option to check or un-check Premium Receipt and Policy Document options.

Here you will also have the option to add any additional documents vie Other Documents section with date and mode of dispatch and other details. Review the information once again and click Save to complete the process.

Now the policy has been dispatched.

Yes No

5.2.5.Client Portal Login #

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You can optionally enable client login by clicking on ‘Client Portal Login.’ The customer will receive the mail request. Following that, they can login, download policies, and more.

Yes No

5.2.6.Policy Delivery #

In the previous step, we sent the policies to the customer, but we have not confirmed that the customer has received the documents. The policy delivery cycle is complete only when customer acknowledges that they have received the policy, and in order. Once we confirm that the customer has received the policy, you can change the dispatched status to delivered status by going to

‘+’ → Add Business → Acknowledgement

This page contains all the dispatched policies. Select the policy that we need to update and click on Dispatched. You will be taken to a page where you can mention the acknowledgement date. Click Confirm. The policy status will be updated to delivered.

Note: You can also complete the cycle instantly for those polices which doesn’t needed to be send via courier or post, you can do that by checking the Send to Client and Delivered check boxes.

Group Acknowledgement

If a customer has more than one pending acknowledgements, we can update their status in bulk via Group Outward.

‘+’ → Add Business → Group Outward → Select Client → Change Status to Dispatched

Here, the list of dispatched policies of that particular customer will be displayed. Select the policies that are acknowledged by the customer and mention the acknowledged date and click Save.

Yes No

5.3.Installments #

After clicking Policy Awaited, reviewing all those information, after scrolling a little bit down, you can see a drop down named as Payment Terms. On click the same, you will have the options to set this policy payments as installments such as one time, monthly, quarterly, half yearly and annually. This is done only after receiving the initial payment and after issuing the policy. The system will auto calculate the premium dates. After verifying the numbers and dates, click Save.

Now you can see the policy under the Installment section.

 

Yes No

6.Claims Management #

The claims module helps you track the status of every claim that arrives from your customers systematically. It also tracks the TAT of every claim. You can attach and keep all the documents that your client shares. If there is any shortfall, you will have the provision to inform them directly from the software. Now, let’s move deeper.

In the dashboard, click on ‘Claims’ and you will find three sections such as Health, Motor and All.

Click on Health, Sibro will list out all the pending claims and their current statuses. When you click on any row, it will expand further and show at what stage the claim is. You can click on every stage and make changes to it right away.

Yes No

6.1.Claim Intimation #

Firstly, we have to inform the claim processors that the accidental event has occurred. This intimation  process is known as Claim Intimation. Meanwhile you can record the intimation in Sibro to keep track of it. In some cases, this intimation step is optional because your client would have directly informed the claim processors.

To record an intimation in Sibro:

+ → Add Claim → Intimation

Select your client name and policy name from the drop down and the remaining details such as claim processor, claimant name etc will be auto filled. Select the intimation date, enter the remaining details (if any) and click Save.

That’s it. You’ve added a claim and now the software will record this stage as Inward Awaited stage meaning that you are waiting for the supporting documents to arrive.

Yes No

6.2.Claim Inward #

Once the documents are arrived at your desk, you can save those details as shown below.

+ → Add Claim → Inward

A page will be displayed with the corresponding details. Click and expand for view the timeline. Now click on the Inward Awaited button when you have those supporting documents. A page will be displayed with all the information with respected to the claim. Here you will have the provision to scan and upload those documents into the system. As every insurance differs in their data collection forms, it is advisable to cross verify all the information displayed, enter the required information and then click Save

Yes No

6.3.Document Checklist #

This document checklist ensures you of any shortfall. You can tick the boxes with the documents you have received. You can also edit this document checklist.

How to edit document checklist?

While document collection, it is possible to pre-define the checklist of documents required. To do so click the Settings → Claims → Documents. In this page you can set the list of documents required.

As you start filling out the required details, the software will auto fill other data. Drag it little down and you will find a checklist.

Back to Inward stage. Once done with the checklist, you can fill the claim documents received date and mode of receipt (by hand or courier or post or mail). It’s optional to add the surveyor and receiver’s name but doing this could help in future actions.

Save. ‘Inward Awaited’ stage will be changed to ‘Documents Received’ stage.

The next step is to send the documents to claim processor, i.e., Outward.

Yes No

6.4.Claim Outward #

Once you have sent the documents to claim processor, note it down in the system.

+ → Add Claim → Outward

Fill out the Outward date and you will find so many pre-filled details. Check it and click Save.

Now, the current stage changes from Sent to Claim Processor to Claim Processing Awaited.

The response from claim processors can be any of these – Settled, Repudiated, Queried, Claim Followup Note, Approved.

Settled

This status indicates that the claim processor has settled the case and released the claim amount. 

Repudiated

The claim processor may reject the claim due to various reasons. You can save the status as ‘Repudiated’ with the date and reason for rejection.

Queried

Due to shortfall of some documents or other reasons, the claim processor may send a query which is displayed as ‘Query’ stage. Click on that ‘Queried’ and you can save the queried date and details. You can remind the clients by sending mail directly from the query stage. When the client sends the documents, the ‘Queried’ stage will be moved to ‘Queried Response Sent’ stage. Next, they might approve the claim or send a query again.

If the client doesn’t send the documents, the claim processor would close the claim. This stage is known as ‘Closed.’ You can mark the claim as closed. When the client responds to the query, you can reopen the claim and send the documents to the claim processor.

Now, the stage will be mentioned as ‘Query Response Awaited.’ The claim processor might approve or reject the claim eventually.

Claim Followup Note

If you click Claim Followup Note, you can enter the corresponding followup note against the claim request and click Save.

Approved

This status indicates that the claim processor has approved the claim and will settle the payment immediately. So, you can mention it as Approved.

Sometimes, it might take a few days to settle. In such cases, mark it as Approved. For instance, when a customer inquiries that he didn’t receive the payment yet, we can confirm that they have approved the claim and ask him to wait.

Yes No

6.5.TPA Management #

As Sibro is connected to TPAs (Third Party Administrator), the system will sync the TPAs claim list with your claims list. If the claim matches with the TPA list, it will turn green; otherwise it will be red. You can see the colors in every claim row. Thus, Sibro makes the claim process much easier.

Yes No

6.6.Claims Dump #

If the TPA has given you login credentials of their system, you can download the claim details and upload it in your software. You can upload the TPA’s client details as follows.

+ → Add Claim → Claims Dump

Select the claims processor and you will find a spreadsheet template. You can start uploading. Import.

Yes No

7.Accounts #

This is the most important module in the software. Sibro’s Accounts module helps you the following:

  • Create Invoices in the respective formats prescribed by the insurer
  • Track payments – i.e. between Due, Overdue, Partially Paid, and Fully Paid
  • Create Credit Notes and Debit Notes
  • Reconciliation of the Insurer Business Statement with that of ours, and exposing mistakes
  • Identify the list of businesses that we did not get brokerage for, and help followup.
  • Reconciliation of TDS Deducted.

You can create invoices as per the statement received from the respective insurance companies.

How to know the insurers that you need to request for a monthly statement?

Go to main menu. Click Accounts → Unvoiced. A page will be displayed with the list of insurances companies that you need to request for monthly statements.You could see the corresponding month, name of the insurer, branch, type and brokerage due. You will also have the provision to drill down the data using the Apply Filter option. This report will give you an indication about the invoices that you need to generate for the respective parties.

How to generate an invoice?

To generate an invoice, go to main menu. Click Accounts → Invoice and then click on the Add Invoice button corresponding the the insurer details. On click Add Invoice a page will be displayed with all the necessary fields for creating an invoice. Enter the details such as invoice date, invoice number, insurance company etc and click Save to generate an invoice.

When the payment is received, click on the Due button and enter the payment details.

Reconciliation

Click on Non Reconciled button and a page will be displayed. Here you will have the option to download a sample excel sheet by clicking on the Download Sample Excel button. Open the excel after downloading and you can see two sections and as Policy Endorsement Number and Brokerage Receivable. Enter the data received from he insurer and save the excel file. Now click on the Upload Excel File button and upload the corresponding excel file and click Next. You will get a toast that says “Auto-reconciliation is Successful”.

If there is any irregularities, the system will display the details as an alert message. If there is any mismatch in the amount raised, you can issue a debit note so that the amount can be settled later.

TDS Reconciliation

To generate an invoice, go to main menu. Click Accounts → TDS Reconciliation and the corresponding data will be displayed. Click on the Not Filed button and a pop up will be displayed. You can enter the corresponding data and click Add Filing to complete TDS Reconciliation filing.

 

Yes No

8.Reports #

Sibro has a growing set of reports in the software, that helps you see the status, compare performance, and drive sales.

  • Client Accounts is like a CD statement prepared by Sibro for each client. You can see what happened on different dates between a client and an insurer. It includes payments, refunds, policies & endorsements, and the CD Account Balance.
  • Business Statement is a comprehensive statement of all the business done. It can be filtered by Month, Quarter, Year, etc.
  • Member Business Summary Report gives the month wise comparison of how each member & team is performing.
  • Month Wise Business Report is a powerful report that gives you month wise summary of various stakeholders; i.e. Insurers, Branches, Business Owners, Clients, Policies & Class of Policies.
  • Lost Business Report is the list of businesses that we lost, and why we lost them.
  • Premium Register is a statement of receipts and payments
  • IRDA Report gives us the Statements required for easy filing of IRDAI Compliance. They include both monthly & quarterly reports.
  • Log is a log of the logins, as well as the log of the emails & SMSs sent from Sibro.
  • Documents IN-OUT is a log of the inward & outward documents.
Yes No

8.1.Daily Task Progress #

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As you start finishing your tasks, the progress bar will move from 0 to 100%. Trust me, it would feel so great and satisfying to see as the percentage increases. In addition to that, you will see a few rows that contain pending renewals, prospects, and more. When you click on any row, it will display the tasks that are pending and due today in your organization.

In short, the software will give you the work summary for each day.

The best thing about this feature is that a person can see others’ progress based upon user privileges. That is, a business owner can see all his employees’ daily task summary if the user privileges are set.

Yes No

8.2.IRDA Accepted Software #

Sibro is compliant with IRDAI regulations. You can also download the Quarterly & Annual IRDAI return filings with the click of a button. When an IRDAI investigation occurs, we may share your data to the respective authority with your concern.

Yes No

9.Default Settings #

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In this ‘settings’ section, you can add basic details about organization, employees, and clients. This is the one-time setup and Sibro will automatically take and use the details when needed. You can edit this at anytime.

Yes No

9.1.Organization Master #

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Whenever you issue policies to your clients, your organization name and logo will be mentioned in the policy documents. Hence, please fill it carefully.

You can set your email footer too. It is already set up with default variables. So, the email footer changes automatically for every employee with respect to their designation.

Yes No

9.2.Branch Master #

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If you have multiple branches for your organization, click on ‘Add Branch’ and fill your branch name, GST number, and TAN number. These branch details will be used while collaborating teams and managing accounts of different offices. GST number will be used for generating invoice statements and TAN number will be used for accounts reconciliation. 

You can edit and disable branches whenever you want to.

Yes No

9.3.Designation Master #

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These designation details will be used to assign employee privileges and generate designation-wise reports. Add the designation of all employees at your office. You can enable or disable designation at any time.

Yes No

9.4.Employee Master #

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These employee details can be used while creating teams and to check the number of policies booked under him. You can create login credentials and other privileges for him.

Also, if an employee resigned from his job, you can disable login access for him still you can view the work done by that employee. 

Once you are done with employee details, you will find ‘Business Owner’ section.
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You can set default business owner view based on whether the user is a business owner or not. (Self – business summary of work he has done, All – business summary of the whole company). In addition to that, you can also decide who can see the user’s business and whose business can be seen by the user.

In ‘privileges’ section, you can decide if you want the user to view or edit the accounts, masters, and other documents session. 

The unique thing about Sibro is that every user get daily business summary via email. You can choose if the summary should only contain policies or claims or both.

Yes No

9.4.1.User Privileges Access #

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With Sibro’s user privileges, users can see what they should, and can’t see what they shouldn’t in real time. If the user has access to see the entire company information, he will see the entire company summary. If the user has access to see only his business, he will see only his business summary.

For example, if you are the head of the company, you will be able to see the entire company’s data. If you are a regional, branch, team or individual level employee, you will be able to see only respective level data.

You can edit it by ___

Yes No

9.5.Team Master #

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If your office has a team of people working on some projects, you can create a team here. These details can be used while assigning user privileges by directly assigning the team members. 

Click on ‘Add Team’ and when you select branch, you will see the members working in that branch. You can choose from the list and create further. You can also create sub teams.

Yes No

9.6.Client Master #

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Filling the client details will make the searching process easier. Whichever page you are, you can find out a client by filling any 3 characters of the client’s name or phone number or email id. 

You can give login credentials to your client by creating login username and password. So, the clients can have a look at the current stage of the policies. 

In some cases, there will be two profile created for the same client; some policies will be booked under profile 1 and other few policies under profile 2. To avoid confusion, you can combine both profiles by clicking on ‘Merge Clients.’

Yes No

9.7.Company Master #

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This section gives you an overview of every company you are working with. We have already listed name and branch of insurance companies based on IRDAI list. You can add or edit the company’s name and branch. 

The company details you give here will be automatically taken while adding policies or transactions.

Click on any row and it will expand to display more details like number of premium transactions, policies, and endorsements.

Yes No

9.8.TPA Master #

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Adding TPA details will make the claim processing easier. While adding a claim, it will automatically affix all the TPA and details.

Yes No

10.Customization Options #

10.1.Click to Call and Call Recording #

SIBRO – Call Centre Integration

Sometimes, your insurance business model requires a call center team to login to your insurance broker ERP software, and trigger phone calls via click to call; and do sales & support. Call center integration is supported in SIBRO as an additional customization. In this article, we will look into the exact process of call center integration into SIBRO. We assume you are already using SIBRO. If not yet, click on Get Started

Step 1: Identify the areas or process where we need to implement click to call. Usually, they are at prospect follow up, policy outward & delivery, and claim follow up

Step 2: The broker needs to get a Call Centre Solution (Eg: 3cx, Twilio, etc). The PBX system may either be hosted on cloud or on premise. Both hosting methods are okay; as long as SIBRO support team gets access to connect & test the integration.

Step 3: Once the Call Centre Solution is in place, share the API documentation, testing credentials and support team contact details of the PBX system with SIBRO support.

Step 4: SIBRO team will review and get back with the cost and timelines; usually they cost Rs 42,000 or $650, and takes 2 weeks (ball park).

Step 5: Once integration is complete, the admin will have to update SIBRO Employee Master to add PBX credentials of each user.

Step 6: Admin will also be able to see the integration & last used details at Settings > Organisation > Integrations (Kept Read Only for stability).

Click to Call


Once the employee credentials are correctly set, users can start using the click to call feature. Note that users may have to be logged in to their PBX system too for a successful call to trigger.

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Call Recording & Playback


The call recordings of calls triggered via SIBRO are automatically saved as a follow up note in Sibro. So, later, users can listen to the call recordings right from SIBRO.

Note that SIBRO does not keep a copy of the call recordings; rather, SIBRO just plays the call recording file provided by the PBX system. So, if call recordings are removed from the PBX system, then those recordings will not anymore play from SIBRO too.

Yes No

10.2.Insurer API & Calculator Integration #

Sibro – Insurer API Integration

Insurer API Integration is available in SIBRO as a custom feature. In this article, we will explore the process and steps involved in SIBRO Insurer API integration.

Step 1

Talk to your Insurer Contact Person and arrange for the Integration Kits. You may have to do an Agreement with the Insurer to get the kits. We may sometimes also have to white list our IPs.

Step 2

Share (1) the API Kit and (2) the Insurer Technical Person details with Sibro Support.
The API Kit usually contains (1) documentation, (2) sample code and (3) dummy card. The Insurers will usually provide 4 types of APIs:

  • Quotation or Quick Quote APIs – for getting quotes with minimum information.
  • Proposal APIs – where we fill in more details of the requirements and generate a proposal in insurer system.
  • Payment APIs – where customers will be redirected to make payment to insurance companies (or broker; as regulation allows)
  • Download APIs – where the policy document can be received from insurer system; to be displayed or downloaded.

At this stage, we only will have access to Insurer’s UAT server. Note that we also have Quote Calculator of pre-underwritten products as APIs. Those APIs only support till the Quotation Stage.

Step 3

SIBRO team will first create the inputs required for Quotation & Proposal via Sibro Policy Master > Custom Fields. For some cases like motor, we may enable from the back-end a few new custom field types; like vehicle list, and RTO.

Step 4

SIBRO team will then start the integration of the APIs. We do it via a middle ware called API Engine. This is to simplify the system. The API engine standardizes the APIs for SIBRO. It also provides some data like vehicle names, RTO, etc to SIBRO.

Step 5

Once Integration is complete, at Organisation > Integrations > Insurer API Integration, the integrated APIs will get listed. Click on it. It will expand and show 3 tabs. (1) General, (2) Quotation, (3) Proposal.
In (1) General, you can see the API credentials. This is kept read only for stability. You can however set the SIBRO Insurer & Policy Name of the API Integration. In (2) Quotation, against each API input, select the corresponding SIBRO inputs; i.e. standard fields or custom fields. In (3) Proposal too, select the corresponding SIBRO inputs.
Once done, SIBRO knows what information to pass to each API without much manual intervention.

Step 6

Once tested, submit our build for UAT. The insurer will review and do User Acceptance Testing. If bugs are reported, we shall correct them. If all test cases cleared, we will get Sign Off.

Step 7

After Sign Off, if all legal formalities are completed, the insurer will share the production credentials. SIBRO support team will update the same from the backed.

Usage


In this section, we will see how a normal user will use SIBRO to complete the policy cycle via SIBRO.

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01

Quotation

Go to Policies → Upcoming, and select the respective prospect. If API integration is supported, click on Get Quote. Then a new page opens where the details of the prospect are displayed. The Quotation Inputs are all mandatory. Proposal Inputs are optional. Update the details and click on get quote. System will fetch quotes from all the integrated insurers and display as regular quote comparison.

02

Proposal

Click on Convert to Policy of the finalized insurer. Then a new page opens where you will fill and verify the proposal details.

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03

Payment

On completion of the proposal step, user is redirected to the payment step. If payment fails, the Prospect will remain in Upcoming section only.

04

Policy Document

Once payment is completed successfully, the prospect moves to Converted section. User will be on the Policy Document Add step with the details auto filled. User can either opt to complete cycle, or do the outward and beyond as usual.

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Yes No