Policies

A policy is created by issuing a quote. From then on you service it: change it, renew it, cancel it, and handle its claims. Policies are under Policies > Policies.

Find a policy

The tabs split the list into In force, Renewals due, Cancelled or lapsed and Expired. Search by policy number or customer name, or filter by product, status, or agent or broker.

Open a policy to see its cover period, premium, what has been paid and what is still to pay, the coverages, and tabs for:

Tab	What it shows
Insured items	The vehicles, members or premises covered
Endorsements	Every mid-term change
Invoices	The premium instalments and any debit or credit notes
Claims	Claims made on this policy
Approvals	Requests that needed approval, and who decided
Files	Documents uploaded or generated for this policy
History	Who did what on this policy, and when

Endorse: change a policy mid-term

Choose Endorse, then the kind of change:

• Change of details or correction: describe what changes. No premium effect unless you enter one.
• Change of sum insured: enter the increase, or a negative amount for a decrease.
• Add or remove an insured item: for example a new vehicle in a fleet or a member leaving a group.
• Extension of cover: choose the new end date.

Choose the date the change takes effect. The system suggests the premium change pro rata, for the days left on the policy. You can overwrite it. On confirmation:

• an extra premium creates a debit note for the customer to pay,
• a return of premium creates a credit note to refund,
• the endorsement gets its own number and is listed under Endorsements.

Renew

Choose Renew on an active or expired policy. The system creates the policy for the next period with the same cover, priced with today's rates, together with its invoices and commission. The new policy starts the day after the old one ends, and the two are linked.

The customer is reminded by email 30, 15 and 7 days before expiry, and your policy team is notified. The Renewals due tab and the dashboard list the policies that expire soon.

A policy that reaches its end date without renewal becomes Expired.

Cancel

Choose More > Cancel policy, enter the date and the reason. The premium is earned up to that date:

• unpaid instalments are cancelled,
• if the customer paid more than was earned, a credit note is created for the refund,
• if less, a debit note is created for what is still due,
• commission not yet paid on the policy is cancelled.

Lapse and reinstate

A policy whose invoice stays unpaid for more than 45 days after its due date lapses by itself, and your team is notified. Your system administrator can change the number of days, or switch automatic lapse off.

More > Reinstate policy makes a cancelled or lapsed policy active again for the rest of its period. Review its invoices afterwards. A policy whose period has already ended cannot be reinstated: renew it instead.

Documents

Under More you can:

• Download policy schedule and Download certificate as PDFs with your logo,
• Email documents to customer, which sends both,
• Write a letter from one of your templates. The letter is saved under Files.

Large groups and fleets

Under Insured items, Import from Excel adds many members or vehicles at once. Use a file whose first row holds the headings: name is required, identifier and sum_insured are optional, and every other column is kept as a detail. Export downloads the current list.

Approvals

Issuing, endorsing, cancelling and reinstating can each be put behind an approval chain. While a request is waiting, the policy shows a notice at the top and cannot be changed. See Approval chains.