AIMS SIBRO Documentation

1.Getting started with Sibro #

This documentation is for the users of SIBRO.
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.

STEP 0: Import of old data.
STEP 1: Set 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, Instalments, 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.
Last updated on January 18, 2020

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.

Last updated on January 12, 2020

3.Sibro Admin Set Up #

This section is for administrators. If you are not and admin user, you can skip this section.

How do I know if I am an admin user or not?

See the settings or a gear symbol on the top right corner? Click on it.

If you have admin rights, you will see the following:

If you do not have admin access, you will only see this:

Last updated on January 12, 2020

3.1.Organisation #

Under Settings > Organisation, there are 5 main sections:

1: Organisation Master: This is where we teach the details of the organisation to Sibro; like name, logo, timezone, financial year settings, workflow settings, language, etc. You probably need to update this only once.

1.1: Currency: The software will record all the payment details in the currency you mention here like INR, dollars, etc.

1.2: Time Zone: By filling the time zone, you will get the daily summary at the end of the day based on your timings.

1.3: Financial Year: Select the financial year which your organization follows; this helps in calculating business statements for every quarter.

1.4: Country Code: Then, select your country code so that you can share information via WhatsApp directly from the software.

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.

1.6: Email Footer: Also, you can decide your email footer here. You can change them by editing footer variables.

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 Customise Theme option on the top right corner of Organisation Master.

2: Branch Master: Sibro supports multiple branches out of the box. By default, there will be 1 head office branch; you can add all your branches here if applicable. Note that Sibro requires all employees to be part of a branch. All policies booked by the employees of a branch are treated as the business of that employee’s branch.

3: Reason For Loss Master: If you lose a prospect, you can mark that prospect or renewal as lost along with the reason. So, if you’re wondering, “Why did you lose that business? The reason will be listed here. Also, you can filter and create reports based on individual reasons.

4: Integrations: This is an advanced option where some of your integration settings are stored. You shall see 5 tabs here: (1) Quotation Calculator, (2) Insurer Integration, (3) TPA Integration, (4) Email Integration, and (5) SMS Integration.

If enabled, you can connect (1) Quotation Calculator, (2) Insurer Integration, and (3) TPA Integration to respective policies and TPAs. The ability to edit details are disabled for stability reasons.

You can add any number of email SMTP settings to (4) Email Integration. Note that if no email integration setting is linked to an employee, they will still be able to email via Amazon SES email integration that comes configured out of the box.

You can only add one (5) SMS Integration setting. Enter URL with {{message}} and {{phone}} as variables in the URL.

5: Tax Master: Here we can (1) enable/disable the various taxes, (2) set default values, and (3) Rename the taxes as per each country’s requirements.

Last updated on February 13, 2020

3.2.Templates #

There are 3 sections under Settings > Templates

1: RFQ Template Master: Here you can define RFQ Templates. Out of the box, we have added 3 templates; for Group Mediclaim, Fire and Motor. Please take a look at how the 3 templates are set up. That will give you an idea of how to create RFQ templates.

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.

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}}

3: SMS/WhatsApp Templates: Similar to Email, you can define unlimited number of SMS & WhatsApp Templates here.

Last updated on February 18, 2020

3.3.Policies #

There are 5 sections under Settings > Policy

1: Client Master: Here we can see the details of all the Clients, and their attachments. We can optionally Add New Clients Here.
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. Here, we can merge the duplicate clients — and all their related transactions, policies, endorsements, claims, etc. — with the Primary client.
1.2: Custom Fields: By default, a client only has 2 inputs (name & address) + contact person information. If we want to capture some more information about the client, we can do that by creating an additional Textbox or Dropdown via Client custom fields.

2: Insurer Master: Here we teach Sibro about the list of Insurance companies we deal with.

We can add new Insurers by clicking on Add Insurer button on the top right. We can edit an existing Insurer by clicking on the Insurer name.
2.1: Merge Insurers: Just in case we created duplicate insurers in the software and we added some transactions under them, we can merge them together via the Merge Insurer Option. During merge, transactions under the duplicate insurers will be moved to the Primary Insurer.

3: Insurer Branch Master: Here we teach Sibro the list of Insurance Company Branches, along with their contact person details. We can add new Insurer branches via Add New in the top right and edit via click & expand.
3.1: Merge Insurer Branch: Like other merge options, we can merge the branches of an insurance company via this option. This option comes handy to manage duplication created via data import.

4: 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.

5: Policy Master: This is the option where we teach Sibro the list of policy names & their details; as well as edit existing policy details. We can define the names, class of policy, type, default commission & tax percentage, enable/disable bifurcations, etc.
5.1: Merge Policies: Just in case we have duplicate policy names — (say) Group Mediclaim & Group Health — and we need to merge them together. It works the same way as other merges.
5.2: Policy Custom Fields: Here, we can define multiple custom fields to each class of policy.

Last updated on February 19, 2020

4.Dashboard #

Dashboard is the first thing you’ll see when we log into Sibro. There are two main sections in Dashboard.

Business Summary

Business Summary gives us a year-wise brief statement of the business done in the year, quarter, and month. Initially, we will see the Annual & Quarterly business summary. When we click on a quarter, it will expand and show the month-wise summary. If we have multiple branches, and we have the privilege, you can click further, and it will show the branch wise split up.

Pending Tasks

Here, we can see all the pending prospects, renewals, follow-ups, and instalments by due date. We can filter by Due Today, Due Tomorrow, Due this Week, Due this Month, Overdue, etc.

Last updated on February 19, 2020

4.1.User Privileges #

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

There are 5 types of user privileges

  1. All in Company for head of the company and for those who should see the entire company data.
  2. All in Branch for branch heads, who should see only his branch data.
  3. Select Branches for regional heads who should see some branch data but not all.
  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 full 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 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.

Last updated on February 19, 2020

4.3.Search #

In addition to Apply Filter, you will also find a Search option on all pages where there is a table of data. The search box is placed on the top right of every table. You can search and drill down further on the data that is filtered with the help of this search box.

Last updated on February 19, 2020

4.4.Click & Expand #

Throughout the software, all rows are click and expand. So by default, you see the big picture. If you click on the 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.

Last updated on February 19, 2020

4.5.Add New #

In order to add any new data to the software, go to the top right ‘+’ button. You will see 3 main categories; Add Business, Add Claim, and Other Documents.

Add Business

Via this option, you can add business-related new transactions like prospects, premium, endorsement requests, etc.

Add Claim

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

Other Documents

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

Last updated on February 19, 2020

5.Policy Management #

There are 2 major parts under Policies; Upcoming and Converted. The Upcoming section deals with your upcoming prospects and renewals. The Converted policies section deals with tracking of your booked policies.

Last updated on February 19, 2020

5.1.Upcoming Policies #

The ‘Upcoming’ section gives you a list of all the upcoming prospect and renewal businesses. There are 3 types of upcoming business;

  1. New
  2. Renew
  3. Rollover

Renew or own renewals are auto-generated from 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 like All, Due Today, Due Tomorrow, Due This Week, Due This Month, Overdue, etc. You also have a Calendar & Follow Up view. You can drill down further via Apply Filter and Search.

Each row in the table represents a prospect. Click on a prospect row and it will expand to give you more details. You can do follow-ups, create quote slip (or RFQs), email them to insurers, prepare quote comparison sheets, mark the prospect business as lost, or convert the prospect into policy.

Last updated on February 19, 2020

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, so the system will remind you to follow up that client on that date time.

Last updated on February 19, 2020

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 reminder date. Sibro will not let you miss this business.

With prospects, you can do follow ups, and track the follow up history via Sibro. You can create and send RFQs, and prepare quote comparison sheets, all from a single platform – Sibro. This way, you will stay more organised, and everybody in your team will be able to see what prospect is in which stage.

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 once again, because sibro will automatically take most of the details we have from prospect.

How to add a prospect?

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

‘+’ → Add Business → Prospect

There are 2 sections here; 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 the respective client will be displayed. Select the existing client, and the details will be loaded automatically. You can always make changes to existing client details using the edit option.

A client has 2 parts; 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 reminder date.

Note: We do not have to add own renewals to prospect list, as they are automatically added at the time of adding policy in Sibro, in the appropriate renewal dates.

___________

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

Last updated on October 16, 2019

5.1.3.RFQ Management #

Send RFQs to insurance companies.

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) How to create an RFQ template?

 Click on the settings button and choose RFQ template master.

RFQ Template Master

Now you will reach the page where you can start creating RFQs by clicking on ‘Add RFQ.’

Once done, the following image will show up.

Add New RFQ

Create a name for RFQ template and add all required details. For example, Group Mediclaim Insurance, Motor. You can add rows as many as you need by clicking on ‘Add More’ button. You can also make the software to auto-fill the known data by selecting the required parameter from the drop-down. Let’s say, you have added a parameter as policy name and autofill with the same. So, while generating a RFQ, it will automatically get the data from the prospect details. This helps you avoid wasting your time in typing the details every time for every client. When everything is done, you can save it.

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

(2)How to update policy master?

Go to settings and click on policy master.

Select on the policy name for which you need to send an RFQ and it will expand further. From there, you can add a RFQ template, and update it.

Perfectly done. You can send RFQs to insurance companies directly from the prospect page.

How to send an RFQ?

In ‘Upcoming Policies’ page, you can add a RFQ. Click on any business and it will display a RFQ button on the right side (if you have completed the above-said process). You can edit, preview, and send mail instantly. How easy is it?

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.

View Detail Quote Comparison – It will display a PDF with the detailed view of quote of all insurance companies.

Notify Customer – You can share this detailed quote comparison with your customers via email or whatsapp.

Quote Details – You can also see the detailed quote of all insurance companies separately.

Last updated on October 16, 2019

5.1.4.Mark Prospect as Lost #

You may not always win a prospect business. It could be because of any reason. When you do not win a Prospect, and when you do not anymore want Sibro to remind you about the 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 the reason for loss. Select the reason from the drop down, so later, we can analyse the loses by reason at Lost Business Report.

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

Last updated on October 16, 2019

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.

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

You will be taken to the premium transactions page. Here, you enter the premium transaction details, and click on save.

Once done, the prospect will move from Policies → Upcoming to Policies → Converted section. Here, the system will wait for the policy document to arrive.

Last updated on October 16, 2019

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.

Last updated on October 16, 2019

5.2.1.Add premium transaction #

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

‘+’ → Add Business → Premium

You will reach the premium transaction page. It has 2 sections; 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 respective client will be displayed. Select the existing client, and the details will be loaded automatically. You can always make changes to existing client details using the edit option.

A client has 2 parts; 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.

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

Step 2: Transaction Details

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

If 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 with Client, Prospect, etc. pre selected.

Single premium for multiple prospects

If say client pays a single cheque for multiple policies, then you can do that. 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.

Last updated on October 16, 2019

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. Some time, 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 — and click on the Policy Awaited button. You will reach a form, where you can enter the policy details.

Note that most of the information is automatically filled by the system based on details we already have. System 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. The email will be sent from the logged in user’s email address.

Last updated on October 16, 2019

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.

Last updated on October 16, 2019

5.2.4.Outward at Policy Add #

If the customer receives policy document directly from the insurance company, click on ‘sent to client’ and you can mention the dispatch date and mode of dispatch there.

Last updated on October 16, 2019

5.2.5.Client Portal Login #

(Image)

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.

Last updated on October 16, 2019

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.

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. Save.

Last updated on October 16, 2019

6.Claims Management #

The claims module helps you track the status of every claim that arrives from our customers easily and 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 can inform them directly from the software. Now, let’s move deeper.

In dashboard, click on ‘Claims’ and you will find three sections; Health, Motor, and All (Both health and motor claims)

Click on ‘Health’ and the software 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.

Last updated on October 16, 2019

6.1.Claim Intimation #

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

+ → Add Claim → Intimation

Here, select your client name from the dropdown and the policy name, claim processor, and claimant name will be autofilled. Select the intimation date and save.

That’s it. You’ve added a claim and now the software will denote this stage as ‘Inward Awaited’ stage. Inward Awaited means you are waiting for the documents to arrive.

Last updated on October 16, 2019

6.2.Claim Inward #

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

+ → Add Claim → Inward

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

Last updated on October 16, 2019

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?

Go to,

Settings → Policy Master

You will find various class of policies. Click on the policy name and it will expand further. There you can add or remove based on your requirements.

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.

Last updated on October 16, 2019

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 prefilled details. Check it and 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 – Approved, Repudiated, Queried.

Settled

The claim processor has approved the claim and will settle the payment immediately. So, you can mention it as ‘Settled.’

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

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 it.

Queried

Due to shortfall 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. You can add follow up notes too. 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.

Last updated on October 16, 2019

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.

Last updated on October 16, 2019

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.

Last updated on October 16, 2019

7.Accounts #

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

  • 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.
Last updated on July 26, 2019

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.
Last updated on July 26, 2019

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.

Last updated on October 16, 2019

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.

Last updated on October 16, 2019

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.

Last updated on October 16, 2019

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.

Last updated on October 16, 2019

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.

Last updated on October 16, 2019

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.

Last updated on October 16, 2019

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.

Last updated on October 16, 2019

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 ___

Last updated on October 16, 2019

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.

Last updated on October 16, 2019

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.’

Last updated on October 16, 2019

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.

Last updated on October 16, 2019

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.

Last updated on October 16, 2019

10.Customisation Options #

10.1.Click to Call and Call Recording #

Sometimes, your insurance business model requires a call centre team to login to your insurance broker ERP software, and trigger phone calls via click to call; and do sales & support.

Call centre integration is supported in SIBRO as an additional customization. In this article, we will look into the exact process of call centre 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. 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.

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.

Last updated on January 27, 2020

10.2.Insurer API & Calculator 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.

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 standardises 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.

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.

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

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.

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.

Last updated on January 27, 2020