What it is for: keeping your policy portfolio alive in one place: what is about to expire, which premiums are still uncollected, which claims are running late, and which customers are missing a policy you could sell them. It is the day-to-day work of a brokerage inside EK1.
Where to find it: menu My portfolio («Mi cartera»): Policies («Pólizas»), Receipts («Recibos»), Quotes («Cotizaciones»), Claims («Siniestros») and Opportunities («Oportunidades»). The Policy reader («Lector de pólizas») is folded into More… in the same group.
Who sees it: anyone who has the insurance module. If you do not see it in your menu, ask our support team.
What you see first
- Your portfolio figures, at the top: annual premium in force, how many policies and insured people you have, how many expire in 30 and in 90 days, receipts not yet collected, the amount collected and open claims. Below, the breakdown By company («Por compañía») and By line («Por ramo»).
- The search box: by name, ID number (DNI), phone, plate number or policy number.
- The next 90 days («Los próximos 90 días»): the policies about to expire, grouped by month. Those expiring within 15 days or less are shown in red.
- Uncollected receipts («Recibos sin cobrar»), further down, with the button to chase them.
The portfolio is filled from the management software you already use, not by hand: we send you the upload or connect it. If nothing is loaded yet, the screen is empty on purpose and says so. If you see the notice "This is a sample portfolio" («Esto es una cartera de ejemplo»), it is test data so you can see how it works; it disappears when your real portfolio arrives.
Step by step
See which policies are expiring and warn the insured person
- Go to Policies and scroll to The next 90 days.
- Each row says who it is, the line, the company, the premium and when it expires.
- At the end of the row, press Call («Llamar», it dials from your phone) or WhatsApp (opens the conversation).
- If the row says "no phone" («sin teléfono»), that person has no phone number on file. Open their record and add it under Fix contact details («Corregir contacto»).
Find a person or a policy
- Type at least a few letters or digits in the search box and press Search («Buscar»).
- People («Personas») appear first, then the matching Policies («Pólizas»). If you search a plate number or policy number, you go straight to the policy list.
- Open the one you want. back to the portfolio («volver a la cartera») leaves the search.
Check and correct a policy
- Open the policy from any list. You will see its tabs: Record («Ficha»), Coverages («Coberturas»), Receipts («Recibos»), Claims («Siniestros»), People («Personas»), Notes («Notas»), Documents («Documentos») and Agenda.
- Record shows the policy and what is insured (for example the plate number or the address).
- Further down, under Edit («Editar»), you can change the Status («Estado»: pending, in force, suspended, cancelled, not renewed), the Expiry date («Vencimiento»), the Total premium (€) («Prima total (€)»), the Payment frequency («Forma de pago»: single, annual, half-yearly, four-monthly, quarterly, bimonthly or monthly) and the Notes.
- Press Save («Guardar»).
- In Coverages, anything greyed out with a ✕ was offered and not taken: it is the argument for your next conversation.
Add a note, upload a document or create a task on a policy
- Note: Notes tab, write in "What has happened with this policy" («Qué ha pasado con esta póliza») and press Add note («Anotar»). If you tick The customer can see it («El cliente puede verla»), the insured person sees it too; otherwise it stays with your team.
- Document: Documents tab, choose the file (PDF, image, Word or Excel), write "What it is" («Qué es», policy, receipt, claim report…) and press Upload («Subir»). Files the customer sends you over WhatsApp also appear here.
- Task: Agenda tab, write "What needs doing" («Qué hay que hacer», for example "Call to renew"), set "Due date" («Para cuándo») and press Add task («Agregar tarea»). When it is done, press mark done («marcar hecha»).
See and chase uncollected receipts
- Go to Receipts. The big figure is what is still to be collected and across how many receipts.
- Returned receipts are highlighted in red: those policies are about to lapse.
- The tabs Uncollected («Sin cobrar»), Collected («Cobrados»), Cancelled («Anulados») and All («Todos») switch the list. By default you see what is still owed.
- Search by name, tax ID (NIF), policy number or receipt number, and press Search. remove filter («quitar filtro») takes you back to the full list.
- Press the policyholder's name to open their record and call them. You can also chase from Uncollected receipts on the Policies screen, with Call or WhatsApp.
Review compared quotes
- Go to Quotes. At the top you see, on average, how far the best offer is from the worst, the biggest gap and how many companies were compared.
- Each row shows the best offer, its company and the next two cheapest.
- If a row says "not in portfolio" («no está en cartera»), it is someone who was given a price and never took out the policy: a good contact to call again.
- Comparisons load by themselves from your management software when there are new ones. If the screen is empty, none has been brought in yet.
Turn the customer's current policy PDF into data
- Open Policy reader (in More…).
- Drag the PDF into the dotted area or click to choose it. It can take half a minute.
- Check the data: company, policy number, policyholder, tax ID, line, premium, payment frequency, start date, expiry date and coverages. Under each item, "read from" («leído de») shows what the paper said so you can check it.
- If the box "This is not in the document" («Esto no lo pone el documento») appears, those items were not in the PDF and have not been guessed. Ask the customer before using them in an offer.
- What has already been read stays under Read before («Leídas antes»). What you read here belongs to another company: it does not count in your premiums, expiry dates or portfolio figures.
Follow claims and their deadlines
- Go to Claims. The big figure is how many files are past the legal deadline.
- A red notice means some claims have not been reported to the insurer. Until they are, no deadline runs against the insurer: the delay is yours.
- The list is sorted by urgency: first what has not been reported, then what is already past its deadline, then the rest. Each row carries its clock.
- Open one to see the file.
Update a claim and log what happens
- Inside the claim, under Timeline («Cronología»), choose the type (Opening, Reported to the company, Documentation, Expert assessment, Company offer, Acceptance, Payment, Closing, Complaint or Note), write "What happened" («Qué ha pasado») and press Log («Apuntar»). Entries made by the agent carry the mark "logged by the agent" («apuntado por el agente»).
- Under Update the file («Actualizar el expediente»), change the Status (open, in process, expert assessment, paid, closed, rejected) and the dates for Reported to the company, Expert assessment («Peritación») and Payment date.
- If you wish, fill in Company file number, Expert («Perito»), Handled by («Lo lleva») and Paid out (€) («Indemnizado (€)»).
- Press Save. If the claim report has photos, they appear at the top; their links expire after a few minutes, so download them if you want to keep them.
Work the cross-selling opportunities
- Go to Opportunities. The list is recalculated every time you open it.
- There is one row per person, with the gaps in their cover and why they appear. They are sorted by how worthwhile it is to call.
- Each row tells you where to start and what to bring up if the conversation goes well. Make one offer per call.
- After you speak to the person, mark each gap: I sold it («La vendí») or They did not want it («No la quiso»). If it does not suit them right now, press Not a fit now, take them off the list («No me encaja ahora, quítamelo de la lista»).
- From what you mark, the bottom of the page shows how many you sold and which reason converts best.
- People with an unpaid receipt or an open claim do not appear: someone who owes you money gets chased, not sold to. Nothing is sent from here on its own; the recommendation is yours.
See a person's full record
- Open the person from any list (for example the name on a receipt).
- At the top you have Call, WhatsApp, View conversation («Ver conversación») and their email, plus a summary of their policies in force.
- The tabs Summary («Resumen»), Policies, Receipts, Claims, Opportunities and Quotes («Presupuestos») show everything about them. The quotes are the ones you generated with Dossiers and GPT.
- If their phone or email has changed, correct it under Fix contact details in Summary.
If something does not go as expected
| What happens | Why | What to do |
|---|---|---|
| The Policies screen is empty | Your portfolio has not been loaded yet | Ask our support team about the upload from your management software |
| A person shows "no phone" | There is no phone on their record | Add it under Fix contact details |
| A search finds nothing | Search works on name, ID number, email, phone, plate number and policy number | Try another detail, without extra hyphens or spaces |
| A person is missing from Opportunities | They have an unpaid receipt or an open claim | Sort that out first; they will reappear by themselves |
| The reader says "This is not in the document" | That item was not in the PDF | Ask the customer |
| A claim photo no longer opens | The links expire after a few minutes | Reload the record and download it straight away |
Related
- Customers: the ones who have already bought from you.
- Dossiers and GPT: quotes and comparisons with your branding.
- Questionnaires and consents: what you send to be signed or filled in.
- Appointments and follow-ups: to fix the date of the next call.