Documentation

Sibro v3 Help Docs

1.Getting started with Sibro #

Sibro is a simple to useend to endinsurance broking software solution

  • You can manage your customers, their prospect businesses & renewals, policies, claims, invoicing, reconciliation, reports, compliance and more.
  • Sibro not just helps you manage, it makes sure that everything is on time, and in order.
Last updated on July 26, 2019

1.1.Exploring Sibro #

Here, we discuss a few concepts in SIbro that is applicable through out the software.

Privileges

  • With Sibro’s user privileges, users see what they should, and can not see what they should not, in real time.
  • 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.

Birds eye to details

  • Almost every page in Sibro starts with a birds eye view.
  • If you want to see more details, click on the respective row, and it will expand.
  • You can Click & Expand every row of a table in Sibro and it will give you more details.
  •  

Apply Filter & Search

  • On all main pages, on the top right, you will find an Apply Filter button.
  • Click on it, and it will open up a range of options that will help you filter and drill down the current page.
  • Additionally, on the top right of every table, you can also do a search that will help you further drill down and reach to the information that you are looking for.

Daily Task Progress

  • One of the best features of Sibro is the Daily Task Progress. It is the white line on the header.
  • Click on it and you will see all the work that is pending in the organisation; as per your user permission.
  • As you start completing your work, the progress bar will move from 0 to 100%.
Last updated on July 26, 2019

2.Dashboard #

Dashboard is the first thing you’ll see when you log into Sibro. In this page, you can see 2 sections in Dashboard:

Business Summary

  • Business Summary gives you a summary 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.
  • When you click further, it will show the branch wise split up.
  • Throughout the software, the figures shown depends on the logged in user’s privilege.
  • 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.

Pending Tasks

  • Here, you can see all the pending prospects, renewals, follow ups, and instalments.
  • You can filter by Due Today, Due Tomorrow, Due this Week, and Overdue.
Last updated on July 26, 2019

3.Policies #

Policies are broadly divided into 2; Upcoming and Converted.

Upcoming Policies

  • The Upcoming Policies gives you the list of all the Policies that are pending conversion.
  • They include New and Renewals Business.
  • They are categorised as Due Today, Due Tomorrow, Due This Week, Due This Month, etc.
  • From here, you can do follow ups, mark the prospect business as lost, or convert the prospect into a policy.

Converted Policies

  • The Converted Policies section lists all the policies that we have converted.
  • From here, we can know the current stage of the Policy
  • A policy can be in one of — Policy Awaited, Outward Awaited, Policy Sent to Customer or Policy Delivered to Customer — stage
  • We can track the TATs of every policy we booked.
  • We can Apply Filter & Search to drill down the data by Insurance Company, Client, etc.
 
Last updated on July 26, 2019

3.1.Upcoming Policies #

From here, you can do follow ups, mark the prospect business as lost, or convert the prospect into a policy.

Last updated on July 26, 2019

3.1.1.Follow Ups & Reminders #

All the upcoming businesses or prospects are listed at Policies →Upcoming. They include new prospect businesses, market rollover business, and our own renewals.

You have various views like All, Due Today, Due Tomorrow, Due this Week, Overdue, etc. You can filter further by clicking on Apply Filter on the top right. You can also search for a prospect via the search box on the top right.

Each row in the table represents a prospect. Click on a prospect row, and it will expand to give you more details.

Once you make a followup of 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 July 26, 2019

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 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.

Last updated on July 26, 2019

3.1.3.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 July 26, 2019

3.1.4.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 July 26, 2019

3.2.Converted Policies #

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 July 26, 2019

3.2.1.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 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 July 26, 2019

3.2.2.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 July 26, 2019

3.2.3.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.

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. 

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.

Last updated on July 26, 2019

3.2.4.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 July 26, 2019

4.Claims #

The Claims module helps you systematically, and easily track the status of every claim that arrives from our customers.

  • Sibro helps you track, at what stage each claim is.
  • They are Claim Intimated, Documents Received, Sent to Claim Processor, Queried, Approved, Settled or Repudiated.
  • Sibro also tracks the TAT of every claim
  • Via Claim Documents Checklist, Sibro suggests the documents required for each claim, so you can reduce the chances of a shortfall.
  • Sibro helps you attach and keep all the documents that clients share.
  • If a shortfall arrives, you can inform the customer right from the software.
  • With TPA integration and Claims dump upload, Sibro sync the data from Claim Processor with our data.
Last updated on July 26, 2019

5.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

6.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