Your InsureFlow Setup Guide

Everything starts with your workspace — a few minutes of setup before your whole team can start working from it.

• Sign up and complete your company details, including contact information.
• Invite your colleagues so everyone works from the same records instead of separate spreadsheets and notebooks.
• Set roles and permissions for each person — control who can view, edit, or approve sensitive records like commissions, payments, expenses, and leave.
• Find your way around the left-hand navigation: CRM (Contacts, Leads, Activities), Insurance (Dashboard, Policies, Policyholders, Renewals, Commissions), Finance (Quotations, Invoices, Expenses, Reports), and HR (Staff, Leave) are the areas you’ll use every week.

Bring your existing clients, prospects, and policies across in one go, instead of typing everything in record by record.

• Batch-upload using ready-made Excel templates — one for Contacts & Organizations, one for Leads already in your pipeline, and one for existing Policies if you’re migrating a live book.
• Each column in a template matches a specific field — download the template first so the format is right the first time.
• After you upload, InsureFlow checks every row: valid records are imported immediately, and anything that needs fixing is flagged in a clear summary, so nothing gets lost in the process.
• A Policyholder isn’t a separate record you create later — it’s simply one of these Contacts or Organizations once it holds a policy, so importing clients now saves you re-entering the same person when their first policy is added.

The problem: client information scattered across personal phones, notebooks, and individual agents’ WhatsApp — so a query lands with the one person who happens to remember the details.

• Every person or company you deal with lives as one Contact or Organization record — phone, email, ID or KRA PIN, and address, captured once.
• An Organization can hold several individual contact persons under it — the HR manager who runs a group medical scheme, the finance director who signs off invoices — all linked to the one corporate client.
• Every lead, activity, quotation, policy, and invoice for that client sits under this one profile, so any teammate can open the record and see the whole relationship, not just the piece they handled.
• Assign an Account Owner to each client so it’s always clear whose relationship it is — useful the moment a client calls in and the receptionist needs to route them to the right agent.

The problem: a promising prospect gets a great conversation, then silence — no one follow-up call, no proposal sent, no record of why the deal went cold.

• The moment a prospect shows real interest — a referral, an inbound enquiry, a renewal you’re trying to win from a competitor — create a Lead against their Contact or Organization record.
• Every Lead moves through the same pipeline: New Contact → Qualified → Proposal/Negotiation → Won or Lost — a Kanban board your agents can drag cards across as a deal progresses.
• Give each Lead an expected premium value, so the pipeline shows a real number for what’s in play this month, not just a list of names.
• Marking a Lead Lost asks for a reason — price, chose a competitor, went quiet — so over time you have real data on why deals slip, not just a gut feeling.
• Assign Leads to specific agents and review conversion by agent, so pipeline performance is visible to the principal, not just to the agent working the deal.

The problem: the callback you promised, the document you said you’d chase, the meeting you agreed to — all promised in a conversation, none of it written down anywhere your team can see.

• Log a Call, Meeting, Email, or Task against a Contact, Lead, or Policy, with a due date and the agent responsible.
• Overdue activities surface on the agent’s dashboard the same way expiring policies and pending KYC documents do, so a promised follow-up is never invisible once it’s logged.
• A typical chain: log “Call to walk through the quote” on a Lead sitting in Proposal/Negotiation → mark it complete with a note on the outcome → log the next task, “Send signed proposal for countersignature.” The whole negotiation stays traceable step by step.
• A principal can see every agent’s open and completed activities across the team — a live activity log that doubles as a lightweight accountability report, with no separate spreadsheet of “who called whom, and when” required.

This is where a won deal becomes a real policy — policyholders, policies, and the KYC documents tied to them.

• A policy always belongs to an existing Contact or Organization — never a blank slate. Add it the moment a Lead is Won, from the client’s own profile, or from the Policies page for direct business.
• Enter the essentials: Policy Type (Motor Private, Medical/Health, WIBA, Term Life, and more — 33 in all) and Insurer. Class of Business fills in automatically as General or Life.
• For a motor policy, fill in the vehicle’s registration number as soon as you know it — every future reminder, receipt, and confirmation message names that specific vehicle, so there’s never doubt about which car it refers to.
• Request KYC documents straight from the client’s profile — InsureFlow suggests the right list for the policy type, and the client gets a private upload link by email, SMS, and WhatsApp. Each document moves through Requested → Received → Under Review → Approved (or Rejected, with a reason the client can act on).

The problem: comparing what two or three insurers would charge for the same risk happens over email threads and scraps of paper before a client ever commits.

• Build a Quotation against a Contact or Organization: policy type, sum insured, and the premium from one insurer, or several insurers side by side so the client can compare and choose.
• A Quotation has its own status — Draft → Sent → Accepted or Declined — so there’s a timestamped paper trail of exactly what was offered and when.
• Once a client accepts, convert the Quotation directly into the Policy and its first invoice — the details don’t need retyping, and the figures can’t drift between the quote and what’s actually billed.

A policy’s premium — new business or renewal — is billed through a normal invoice, using the same finance module as everything else your agency sells.

• Every Policy premium is billed as an Invoice, drafted automatically at the renewal reminder stage or created directly for new business, then reviewed and sent by an agent.
• A Products & Services catalog lets you invoice for anything beyond premiums too — inspection fees, standalone advisory retainers, medical scheme administration charges — priced once and reused on every invoice instead of typed fresh each time.
• If your agency has TaifaPay set up, InsureFlow can trigger an M-Pesa prompt and confirm payment automatically the moment it lands — no manual step needed.
• Otherwise, the invoice shows your agency’s own Paybill or bank payment instructions, and an agent records the payment — including cash or cheque — once it comes in.
• The chain from client to payment stays traceable end to end — see how the pieces connect below.

The problem: fuel for a client visit, printing, small staff advances, office supplies — real running costs that only ever exist as cash leaving someone’s pocket, with nothing to show for it at month-end.

• Log every agency Expense against a category — fuel, rent, printing, staff advance, bank charges — with the receipt attached.
• A Petty Cash float can be topped up and drawn down by staff, with each withdrawal logged against what it was for, so the float always reconciles instead of cash simply disappearing.
• Recorded expenses roll straight into reporting, so your agency’s numbers reflect what it actually cost to run the business, not only what came in.

The problem: at month-end nobody has one clear number for whether the agency made money, and matching a commission statement by hand against every live policy eats days, not minutes.

• Pull the Book of Business, Renewal Pipeline, and Commission Reconciliation reports whenever an owner, manager, or accountant needs a number.
• For commissions: upload an insurer’s payout statement and InsureFlow bulk-matches each row to a policy by policy number, policyholder, or insurer name — turning two hundred live policies against a forty-row statement into minutes of work instead of days.
• The Sales Pipeline report shows lead conversion and win rate by agent, drawn straight from the Leads stages, so pipeline performance isn’t a guess at the sales meeting.
• The Profit & Loss report nets every invoice — premium billing and product/service billing together — against recorded expenses over a period, by branch or by agent if your agency is set up that way, so you get one number instead of reconciling three spreadsheets.
• Export any report for a board meeting, an insurer audit, or your own accountant.

The problem: onboarding a new agent means rebuilding their access from scratch, and nobody has one place holding contract dates, ID numbers, or next-of-kin details.

• Every team member gets a Staff record — contact details, ID/KRA PIN, employment or contract dates, branch, and the Role assigned back in workspace setup, which controls exactly what they can see and approve.
• Deactivate a Staff record the day someone leaves, and their login stops working immediately.
• Their historical activities, leads, and policies stay attached to the agency’s record rather than disappearing with them — reassign their open clients to the Account Owner who’s taking over.

The problem: leave requested in a WhatsApp text to the principal, approved verbally, and then forgotten — leaving nobody covering that agent’s renewals while they’re away.

• A staff member submits a Leave Application from their own login — dates and type: annual, sick, compassionate, or other.
• It routes to their manager or the agency principal for Approval or Rejection, with a reason recorded if it’s declined.
• Approved leave shows on the team calendar, and leave balances track automatically against each staff member’s entitlement, so nobody has to keep a manual tally.

Every automated message InsureFlow sends on your behalf follows a few simple rules, so clients stay informed without ever feeling spammed.

• Every message opens with your company’s name — never a generic sender. Request a custom Sender ID through NAVAC so it’s your business clients see, on every channel.
• Motor policy messages always name the specific vehicle, so there’s never ambiguity about which car a reminder refers to.
• Renewal reminders follow a set schedule automatically — 30, 14, 3, and 0 days before expiry, then overdue and urgent nudges after — across SMS, email, and WhatsApp. A recorded payment stops every further reminder immediately.
• Opted-out clients are never messaged, and if your agency has quiet hours configured, only truly urgent (about-to-lapse) messages go out outside them.
• Clients can also log in to their own Client Portal to see their policies, invoices, and KYC document status directly, rather than relying only on the messages you send them.

After the first few weeks, this becomes routine — your job is reviewing, following up, and approving; the system handles the chasing and the paper trail.

• Start each morning on the Dashboard — alerts for expiring policies, overdue activities, and overdue commissions are sorted by urgency, so working top to bottom is the fastest way to see what needs you today.
• Move Leads across the pipeline and complete or log new Activities as calls happen and clients respond.
• Review and send draft renewal invoices as they come up, then let the reminder schedule run on its own; record payments and approve KYC documents as clients respond.
• Log expenses and reconcile the petty cash float as costs come in.
• Reconcile commissions against each insurer’s statement from the Commissions page, and approve any pending Leave Applications.
• Pull a report — Book of Business, Renewal Pipeline, Sales Pipeline, Commission Reconciliation, or Profit & Loss — whenever an owner, manager, or accounts needs a number.