1.Getting started with Sibro
Sibro is a simple to use, end to end, insurance software solution for brokers and agents. With Sibro, you can manage your policies, claims, accounts and reports. Sibro not just helps you manage, it makes sure that everything is on time, and in order.
There are 2 parts to policies; upcoming and converted.
The Upcoming Policies section helps you track your prospects and renewals. You can prepare RFQs, optionally email quote slip to insurers, create quote comparison sheets, follow up prospects, and eventually convert the prospect or renewal to booked or lost.
The Converted Policies section helps you track the status of your booked policies; from payment receipt, to getting the policy document, to dispatching the policy documents to the client and eventually confirming the delivery of the documents to the client in order. We can also manage endorsements, track TAT, and send email& WhatsApp right from the software.
The claims module helps you track all your cashless and reimbursement claims. You can record Claim Intimation, send templated emails to clients and insurers right from the software, receive & attach documents, send it to the claim processor, and eventually get them settled, repudiated or queried. If queried, follow up and get the short fall documents or mark the claim as closed as applicable.
With Sibro, we can track the age, send email to clients and claim processors, integrate with TPAs and more.
The accounts module has 3 important functionalities. (1) Invoice Reconciliation, (2) Tracking of Payment, and (3) TDS Reconciliation.
The Reconciliation section helps you reconcile your commission statement and make sure that we have received the brokerage for all the businesses done. It also exposes human errors and entry mistakes.
You can not just track the payment status of each statement/invoice, you can also know the policies for which you might have forgot to follow up and get statement or raise invoice.
The TDS reconciliation section helps us reconcile the TDS deducted, with the TDS filed.
Sibro’s has a growing list of reports that help you analyse your performance in various angles and periods. Sibro is also IRDAI Compliant. So it provides the reports required for your regulatory requirements in click of a button.
Simplicity is the core of Sibro. We have been listening to agents and brokers using Sibro for the last 5 years, and have been improving the software. Sibro is in its third version, and covers almost all of the use cases, while being simple and easy to use.
This document is for existing users of Sibro. Here, we shall illustrate how to use Sibro v3. If you are yet to try Sibro, give it a shot by clicking here.
Dashboard is the first thing you’ll see when you log into Sibro. There are two main sections in Dashboard.
Business Summary gives you an year wise brief statement of the business done in the year, quarter, and month. Initially you will see the Annual & Quarterly business summary. When you click on a quarter, it will expand and show the month wise summary. If you have multiple branches, and you have the privilege, you can click further, and it will show the branch wise split up.
Here, you can see all the pending prospects, renewals, follow ups, and instalments by due date. You can filter by Due Today, Due Tomorrow, Due this Week, Due this Month, Overdue, etc.
Note that everything you see throughout the software is user privilege controlled.
There are 5 types of user privileges
- All in Company for head of the company, and for those who should see the entire company data.
- All in Branch for branch heads, who should see only his branch data.
- Select Branches for regional heads who should see some branch data but not all.
- Select Business Owners in Company, best suited for team leaders, who should see the business of some select users in company only.
- Self for users who should see only their business.
If you have 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 and 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 through out the software.
On almost every page where data is displayed as a table, you will see an ‘Apply Filter’ button on the top right. Clicking on it will open up a range of options that will help you filter and drill down on the data being displayed. On policy page for example, you will see filters related to policy and its status. On Claims page, you will see filters relevant to claims and its status.
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.
2.4.Click & Expand
Through out 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.
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.
Via this option, we add business related new transactions like prospects, premium, endorsement requests, etc.
Via this option, we add new claim related entries like intimation, document inward, group outward, etc.
The front office can add inward and outward document details via the other documents section.
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.
The ‘Upcoming’ section gives you a list of all the upcoming prospect and renewal businesses. There are 3 types of upcoming business;
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 categorised 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.
3.1.1.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.
3.1.2.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?
Send RFQs to insurance companies.
How to send RFQs?
Before starting with that, make sure you have set this two:
- Create an RFQ template (one-time setup)
- 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.
3.1.4.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.
3.1.5.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.
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.
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.
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.
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.
3.2.4.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.
3.2.5.Client Portal Login
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.
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.
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.
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.
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.
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.
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?
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.
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.
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.
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.
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.
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.
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.
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.
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.
6.1.Daily Task Progress
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.
6.2.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.
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.
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.
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.
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.
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.
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.
7.4.1.User Privileges Access
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 ___
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.
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.’
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.
7.8.RFQ Template Master
Create an RFQ template once and you could just select this template whenever you add a new policy. Let’s say, you’ve created an RFQ template for ‘Group Mediclaim Insurance.’ Now, when you want to send an RFQ to insurance companies, you can directly select the template from the drop-down and send it right away.
While creating an RFQ, you can prefill details and make it common for every policy. You can also change them too before sending to individual clients.
These policy details can be used for generating IRDAI reports based on categories, i.e., if you want to send all policies issued under ‘health’ category, you can send all reports in one go.
This maximum brokerage percentage will be displayed whenever you add a new policy so you can decide the important policies first.
You can edit the claim document checklist here which will be discussed later.
Adding TPA details will make the claim processing easier. While adding a claim, it will automatically affix all the TPA and details.
7.11.Reason For Loss Master
When you mark a prospect as lost, you can select the reason for losing that business. You can fill the possible reasons once and edit them anytime.