Industries · Insurance brokerages
Renewals quotedweeks early.Claims neverleft waiting.
We build brokerage systems that connect enquiries, insurer quotes, policies, endorsements, renewals, claims and commissions — so account executives, claims handlers and finance work from one client record.
| Policy | Client | Expiry | Premium | Status |
|---|---|---|---|---|
| MTR-20931 | Harbor Trading | 14 Nov | AED 186k | Terms received · 3 insurers |
| GMD-11804 | Crescent Build | 1 Dec | AED 1.04M | Census requested |
| PRP-07712 | Saffron & Co. | 19 Nov | AED 42k | Not started |
| MAR-03318 | Vale Motors | 28 Nov | AED 67k | Client reviewing |
| LIA-05520 | Meridian Realty | 6 Dec | AED 58k | Submission sent |
- Leads & enquiries
- Insurer quotes
- Policy records
- Endorsements
- Renewals
- Claims follow-up
- Commissions
- Client portal
01Where brokerages lose clients
The policy is placed. Then the paperwork takes over.
A brokerage earns trust at renewal and at claim time. Those are exactly the moments that depend on spreadsheets, inboxes and someone remembering.
01Renewals are found in a spreadsheet a few days before expiry
What happens
Expiry dates live in an export from the insurer portals or a sheet someone maintains. Motor, medical and property renewals all compete for the same week.
What it costs
Rushed remarketing, clients who renew directly with the insurer or move to a competitor, and lapsed cover the brokerage only hears about after a claim.
With one system
Every policy carries its expiry, and renewals open automatically weeks ahead with a checklist: updated details requested, insurers approached, terms compared, client decision recorded.
02Quotes from several insurers are compared by hand
What happens
The account executive emails the same submission to four insurers, then copies premiums, deductibles and exclusions into a comparison sheet as replies trickle in.
What it costs
Slow turnaround on new business, inconsistent comparisons between executives, and no record of why a client chose one option over another.
With one system
One submission is sent to the insurers you choose, replies are logged against it, and a structured comparison is built for the executive to review before it goes to the client.
03Claims status is a phone call to the insurer
What happens
Clients call the broker, the broker emails the insurer, and the claim's history is spread across inboxes and WhatsApp photos of documents.
What it costs
Clients feel abandoned at the moment that matters most, and claims handlers spend the day chasing instead of progressing files.
With one system
Each claim has a record with documents, insurer reference, stage, next action and owner — and the client gets updates as it moves.
04Endorsements and mid-term changes get lost
What happens
Adding a vehicle, a member to a group medical scheme or a new location is requested by email and actioned when someone has time.
What it costs
Clients believe they're covered when the endorsement hasn't been issued, and premium adjustments are never invoiced.
With one system
Every mid-term change is logged as a request with a status, linked to the policy, and followed through to the issued endorsement and the premium adjustment.
05Commissions are reconciled against insurer statements at quarter end
What happens
Finance matches insurer statements to policies line by line in spreadsheets, and unpaid commission is noticed months later.
What it costs
Revenue the brokerage has earned goes uncollected, and producers' commission splits become a debate.
With one system
Expected commission is calculated when the policy is bound, statements are matched against it, and differences are flagged for finance to follow up.
02Brokerage platform preview
What your brokerage system could look like.
Move between the views an account executive, claims handler and principal would use every day. Every screen is designed per brokerage in discovery.
| Policy | Client | Expiry | Premium | Status |
|---|---|---|---|---|
| MTR-20931 | Harbor Trading | 14 Nov | AED 186k | Terms received · 3 insurers |
| GMD-11804 | Crescent Build | 1 Dec | AED 1.04M | Census requested |
| PRP-07712 | Saffron & Co. | 19 Nov | AED 42k | Not started |
| MAR-03318 | Vale Motors | 28 Nov | AED 67k | Client reviewing |
| LIA-05520 | Meridian Realty | 6 Dec | AED 58k | Submission sent |
Illustrative interface with sample data — your system is designed around your lines of business, insurers and team.
Illustrative demo · sample dataCan you picture your book of business on it?
Build your brokerage system03Solutions
The parts of a brokerage system — chosen for your brokerage.
Every enquiry owned and followed up
Client & lead management
Enquiries from the website, referrals, calls and WhatsApp in one pipeline, each with an owner, line of business and next step — and every client's policies, claims and contacts on one record.
- Lead source and ownership
- Client and contact records
- Line of business tagging
- Activity history
Every enquiry owned and followed up
Client & lead management
Enquiries from the website, referrals, calls and WhatsApp in one pipeline, each with an owner, line of business and next step — and every client's policies, claims and contacts on one record.
- Lead source and ownership
- Client and contact records
- Line of business tagging
- Activity history
Not every brokerage needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI for the paperwork — never for the advice.
AI in your brokerage system works on your own policies, submissions, claims files and insurer correspondence. It reads, organises and drafts — licensed people advise.
AI never recommends cover, decides which insurer a client should choose, interprets policy wording as advice or makes any underwriting, pricing or claims decision. It prepares documents, comparisons and drafts for your staff to review. Nothing is sent to a client or an insurer without approval, and regulatory obligations are agreed with your compliance lead during scoping.
- 01
Quote reading
Executive checks every figureThree insurers have replied to the fleet submission with PDF terms.The assistant extracts premium, deductibles, limits and key exclusions into the comparison, highlights anything it couldn't read clearly and leaves the full documents attached for the account executive to verify.
- 02
Renewal preparation
Which renewals next month still need updated information from the client?Lists the policies with outstanding sums insured, census files or vehicle lists, and drafts the information requests for the team to send.
- 03
Claims document checks
Handler confirms completenessHas the client sent everything the insurer asked for on this claim?Compares uploaded documents against the insurer's request and lists what's still missing, so the handler can chase once with a complete list.
- 04
Correspondence summaries
Admin onlySummarise the email thread with the insurer on this claim.A short timeline of what was requested, sent and agreed, with dates and the next action — attached to the claim record.
- 05
Commission reconciliation
Which policies on the latest insurer statement don't match what we expected?Flags differences in rate, premium or missing policies, with the supporting records, for finance to raise with the insurer.
- 06
Plain-language reporting
How did motor renewals retain this quarter compared with last?Answers from your own policy and renewal data, with the figures and the policies behind them.
05A day with ORCHESTR
A brokerage Monday, two ways.
- 08:30Renewals already openedRenewals for the next 60 days are already open, with the overdue ones flagged and information requests drafted.
- 10:00Comparison built from repliesInsurer terms are read into a structured comparison, and the executive checks the figures against the attached documents.
- 11:45Status on one screenThe handler opens the claim, sees the stage, the insurer's last update and the missing document, and answers on the call.
- 14:30Change request trackedThe request is logged against the policy, sent to the insurer and tracked to the issued endorsement and premium adjustment.
- 16:00Commission matchedThe statement is matched against expected commission and only the differences need attention.
- 18:30Principal reviews the bookThe principal sees renewals due, retention, claims ageing and commission by line on one dashboard.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works with what your brokerage already uses.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Messaging
- WhatsApp Business APIEmailSMS gatewaysWebsite forms
- Insurer portals
- Insurer portals and rating tools (via API or export, where available)Insurer bordereaux and statements (by file import)
- Documents & signing
- Google DriveSharePoint / OneDriveE-signature tools (where available)
- Payments
- Card payment gatewaysPayment linksBank transfer reconciliation by export
- Accounting
- Zoho BooksQuickBooksXeroExisting ERP (via API or export)
- Data
- Existing broking system (via API or export)Spreadsheets & exportsBI tools
07How we build your system
Built around your brokerage — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for the brokerage.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Renewals with time to spare
Every expiry is visible weeks ahead, so remarketing is planned rather than rushed.Consistent quote comparisons
Every client sees options presented the same way, with the reasoning recorded.Claims clients can follow
Clients get updates as their claim moves, instead of calling to ask.Mid-term changes that land
Every endorsement request is tracked through to issue and invoicing.Commission that gets collected
Differences between expected and received commission are flagged, not discovered at year end.One client record
Policies, claims, documents and conversations together, whoever handles the account.
09Possible use cases
How different brokerages could use it.
Examples of what we could build — not completed client projects.
High volume, small policies
Motor, property and liability for hundreds of small businesses, with fast submissions, automatic renewals and a client portal for documents.
Group medical without the census chaos
Census collection, member additions and deletions, renewal marketing and reimbursement claims tracking for corporate schemes.
Complex risks, clear files
Marine, construction and liability placements with multi-insurer submissions, structured comparisons and claims files with full correspondence history.
One book, several offices
Dubai, Abu Dhabi and Sharjah offices on shared client records, with producer-level commission and a group dashboard.
FAQs
Brokerage questions, answered.
Professional services
01Does this replace our broking or policy administration software?
It can, but it doesn't have to. Some brokerages want one system for everything; others want to keep their existing policy system and add renewals, claims follow-up or commission matching around it. We'll recommend which approach makes sense after we've seen your current setup.
02Can it connect to insurer portals?
It depends on each insurer. Where an insurer offers an API or structured export, we can use it. Many don't, so quotes and statements often come in as documents or files — the system reads and organises those rather than pretending there's a live connection.
03Will AI advise our clients or choose insurers?
No. AI reads documents, builds comparisons, summarises correspondence and drafts messages. Recommending cover, choosing an insurer and interpreting policy wording stay with your licensed staff, and everything AI produces is reviewed before it reaches a client or insurer.
04How is client and policy data protected?
Access is role-based and enforced on the server, so producers, claims handlers and finance only see what their role allows. Hosting location, retention and any regulatory requirements that apply to your brokerage are agreed in scoping with your compliance lead — we don't assume them.
05Can it handle group medical census files and member changes?
Yes. Census files can be imported, validated for missing fields, and versioned per renewal. Member additions and deletions are tracked as endorsement requests through to the insurer's confirmation.
06Can we migrate our existing policies and clients?
Usually, from your current system's export, insurer bordereaux and spreadsheets. We agree the scope — active policies, expiries, open claims, history — and clean it before go-live so renewals start from accurate dates.
07Does it support WhatsApp for client communication?
Through the WhatsApp Business API, yes — for renewal reminders, document requests and claim updates, with messages logged on the client record. The WhatsApp Business account needs Meta's approval first.
08Can commission splits between producers be calculated?
Yes. Split rules can be set by producer, line of business or client, calculated from the commission actually received, and exported for payroll or accounting.
09How is a brokerage system priced?
We quote after a discovery call, based on the lines of business, modules, integrations, data migration and number of users. Hosting and support are agreed separately and in writing.
Start here
Let's mapyour book of business.
Tell us how your brokerage runs today. We'll come back with how one system could connect your clients, insurers and team.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your brokerage runs today.
- 03If there's a fit, a written scope and quote — no obligation.