Renewal dates slip through
Policy expiry dates live in Excel or in an account handler's head. On a busy day of phone traffic, a single policy that goes unnoticed moves to a rival agency and the portfolio quietly erodes.
Pan Enterprise Solutions
CRM and policy tracking software for your insurance agency
We take your agency's entire customer and policy history, renewal dates and commission calculations out of scattered Excel files and bring them together in a single system. We build a structure where everyone sees, on the same screen, which policy renews when, which quotes are still open and which premium is due for collection. Implementation starts on site: first we listen to how you work, then we build the system around it.
The real problems on the ground
The problems insurance agencies run into most often
The portfolio sits in staff members' heads
When an account handler leaves, the history, call notes and renewal details of the customers they looked after leave with them. Institutional memory stays tied to individuals.
Commission figures are unclear
How much commission is due from which insurer, and which premiums have actually been collected, is tracked by hand. At period end the numbers do not reconcile and earned commission cannot be seen clearly.
Quotes are left hanging
Nobody follows what happened to a quote once it went out. Because it is unclear whether the business is still pending or already lost, follow-ups are not made in time and ready demand goes to waste.
The same customer sits in several places
A customer's motor third-party liability policy is in one file, their comprehensive motor cover somewhere else and their DASK (compulsory earthquake insurance) policy in a notebook. Because a single customer's total portfolio cannot be seen, cross-sell opportunities go unnoticed.
Calls and conversations get lost
What was discussed with the customer, and what was promised, is not recorded anywhere. The same subject is gone over again and again, promises are forgotten and customer trust suffers.
Management flying blind
The agency owner cannot see monthly production, the renewal rate or how much business each account handler brings in as a clear figure. Decisions rest on instinct rather than data.
Scope of work
Modules built around your agency
Modules designed specifically for insurance agency operations and built around the way we see you work on site. Not an off-the-shelf package, but a structure that fits your own flow.
01
Customer and policy record system
Every policy a customer holds (motor third-party liability, comprehensive motor, DASK, health, home, personal accident, commercial premises) is collected under a single record. Past renewals, claim files and contact history are visible in the same place.
Service details → 02Renewal reminder engine
Automatic alerts count down from the expiry date. Staged reminders run by policy type (30 days, 7 days, final day) and land in the task list of the account handler responsible.
Service details → 03Premium and commission tracking
Commission rates are defined per insurer; expected premium, collected premium and earned commission are calculated automatically. The end-of-period commission report comes out in one click.
Service details → 04Quote pipeline management
Incoming enquiries are tracked from the quote stage through to the issued policy. Pending, accepted and lost quotes are followed together with their reasons, so opportunities to go back to a customer are not missed.
Service details → 05Call and conversation log
Phone and WhatsApp conversations are logged as notes on the customer record and a reminder is set. The team speaks to the customer already knowing what was discussed before, and handovers between staff become clear.
Service details → 06Multi-insurer management
In agencies working with more than one insurer, policies are separated by company. Rates, paperwork and commission are tracked separately for each insurer but managed from a single panel.
Service details → 07Roles and permissions
Separate viewing and editing rights are defined for the agency owner, the manager and account handlers. Who looks after which customer, and who can see which data, becomes explicit.
Service details → 08Reporting and management dashboard
A management screen showing monthly production, renewal rate, portfolio breakdown and staff performance. The agency owner decides by looking at the numbers, not at instinct.
Service details → 09Integration with your existing systems
We build the integration layer needed to move data out of the insurer screens or policy issuing panels you already use. The scope is confirmed project by project during the on-site discovery.
Service details → Systems we connect to
Tools we work with in the agency ecosystem
Insurer policy issuing panels Moving data out of the policy issuing screens of the insurers your agency works with (scope confirmed during discovery).
Excel and existing policy files Structured migration of your current portfolio into the system.
WhatsApp Business For logging customer conversations and running reminder flows.
Email and SMS providers For sending renewal and collection reminders automatically.
e-Devlet / SBM screens Bringing policy and motor data queried manually on e-Devlet (Türkiye's state services portal) and SBM (the Insurance Information and Monitoring Centre) together in one place (manual flow supported).
Accounting software Integration point for passing collection and commission records through to accounting.
One panel Customer, policy and commission on the same screen
Staged Renewal reminders at 30 / 7 / final day
On-site discovery Implementation starts by listening to how you work
Role-based Separate rights for owner, manager and handler
Frequently asked questions
What agency owners ask us
Do you install a ready-made package, or do you build something specific to us?
We start with an on-site discovery, review your existing Excel and file setup and listen to how you work. We build the system around your operation; we do not force a ready-made template designed for another agency's flow onto yours.
Can our existing Excel and policy files be migrated into the system?
Yes. Your current customer and policy data is cleaned up and moved into the system. Past renewals and portfolio information are carried into a single structure without loss, so you do not have to key everything in from scratch.
How do the renewal reminders work?
For every policy, automatic alerts count down from the expiry date. Staged reminders run by policy type (for example 30 days, 7 days and the final day) and the alert lands in the task list of the account handler responsible for that customer.
We work with several insurers. Does the system support that?
Yes. Policies are separated by insurer; commission rate, paperwork and collection are defined separately for each company. You manage them all from a single panel and see expected and earned commission per insurer.
If one of our account handlers leaves, do we lose their portfolio and conversation history?
No. All customer, policy and conversation history is held in the system. The new handler sees the customer's full history on the first screen and carries on from where things were left; institutional memory no longer depends on one person.
How long does implementation take and how does the process run?
The process starts with a free on-site discovery. Once we have reviewed how you work, we present a clear scope and roadmap. The timeline depends on the scope and the size of the insurer integrations; we share that transparently after the discovery.
Free discovery visit
Let us map out the policy tracking and CRM structure your agency needs
We listen to how your agency works and build a policy tracking and CRM structure specific to you. First we run an on-site discovery and review your existing Excel and file setup, then we present a clear scope and roadmap.