Insurance mail: insurer documents in the inbox

Insurance mail is a channel of the Conversations inbox for insurance brokers. Your insurers deliver policies, amendments, invoices and claim letters to your BiPRO-BOX. meetergo fetches them, files each one on the right customer and keeps their contracts up to date.

Insurance mail is in a closed beta. It appears under Conversations → Channels once it is switched on for your workspace.

What you need

A BiPRO-BOX account from Mr-Money, with your insurers set up there.
Admin rights in meetergo.

Set it up

In the BiPRO-BOX, open the settings, switch on the external interface and copy the API key.
In meetergo, open Conversations → Channels and select Set up for Insurance mail.
Paste the key and select Connect.
Choose your rules and select Fetch now.

From then on, meetergo fetches new documents every 30 minutes.

How documents are filed

When the policy number, the email, or the name and birth date point to exactly one contact, the document is filed there on its own.
Everything else waits in the inbox with the reason, for example a different address or several matching contacts. Pick the contact and select File onto with their name.
With Create new customers automatically on, a new policyholder becomes a contact with their address, birth date and contract.

Each document is a conversation in the inbox, so you can assign, label, snooze and add notes to it like any other channel.

Letters outside BiPRO

Not every insurer delivers through BiPRO. In the channel settings you find:

A forwarding address. Forward insurer emails with a PDF attached to it.
Upload PDF. Upload letters you received by post or as a download.

AI reads each letter, then it is matched and filed like a BiPRO document. A scan without a text layer waits for review. A letter read by AI only fills in what a contract is missing. It never overwrites data from the insurer or from you.

New documents appear in the inbox right away, sorted by type: new policy, amendment, premium change, customer data, claim, invoice, reminder, cancellation, expiry, transfer and commission.

Policies your clients send you

Send your client the External policy check form from the form templates. Every PDF policy they attach is read by AI and added to their contact as a contract held with another broker.

Contracts and claims

Open a contact and select the Contracts tab.

Contracts from insurer documents update themselves with every new letter.
Select Add contract for contracts that do not come through BiPRO. Turn on Held with another broker for contracts you do not manage yourself. They show up for the full picture, but due date workflows and the client portal skip them.
Under Claims, add a claim with its claim number. Claim letters from the insurer are linked to it by that number.
Open in insurer portal signs you into the insurer's extranet for that contract, when the insurer offers it through BiPRO.
Send change sends a new address or bank account to the insurer. You first get the insurer's own change form to check, and nothing is sent until you confirm. Today HDI, Continentale, Itzehoer, DOCURA and Mannheimer support this. A sent change updates the contact's address and adds a note.

Workflows

Two triggers are available under Contacts in the workflow builder:

Insurer document received runs when a letter is filed on a contact. You can limit it to document types, for example claims only.
Main due date coming up runs a set number of days before a contract's yearly main due date. It only covers active contracts you manage.

Show insurance in the client portal

Add the Insurance block to a client space. Once your client has confirmed their email, they see their contracts, the documents filed on them and their claims. They can also report a new claim with Report a claim and attach up to 5 photos or PDFs. The files land in the contact's files and on the claim. You get an alert with a link to the contact.

The portal shows only the contracts of the contact whose email the client confirmed. Contracts held with another broker stay hidden.

Disconnect

Open Conversations → Channels, select Manage for Insurance mail and choose Disconnect BiPRO-BOX. Fetching stops. Filed documents, contracts and claims stay.