Comprehensive CRM Solution for Insurance Buyout and Payment Management

The client currently manages their client database using dispersed Excel files and manual processes, leading to data inconsistencies, duplication (approximately 50%), and inefficient lead and payment tracking. The lack of integrated system hampers business growth, delays decision-making, and limits scalability in managing a rapidly expanding portfolio of over 80,000 leads and related documentation.

A mid-sized financial services firm specializing in insurance payment buyouts, managing a large portfolio of client agreements, and seeking process automation and data integration.

• Implement a centralized CRM platform to effectively manage client profiles, payments, quotes, and documentation.
• Automate the calculation of future insurance payments based on customizable criteria and rules.
• Enhance lead management, follow-ups, and communication tracking to improve sales efficiency.
• Reduce data redundancy by cleaning existing data and migrating from scattered sources into the unified system.
• Integrate marketing activities, research data, and communication workflows within the CRM environment.
• Support scalability to handle growth in client numbers, document types, and payment streams.
• Deliver the initial functional system within a constrained timeline of three months to enable early deployment and feedback collection.

• Client Profile Management: Create, update, and manage comprehensive client data, including contact details, addresses with geolocation automation, and verification status.
• Lead and Opportunity Tracking: Manage lead lifecycle, categorization, status updates, and related follow-up activities.
• Payment and Annuity Management: Specify and track recurrent or lump-sum payments, automatically calculate future payments based on embedded rules, and monitor payment streams.
• Quote Creation & Management: Generate, approve, or reject quotes, with options for multiple calculation methods, linked to payment data.
• Documentation Handling: Upload, store, and manage diverse document types (contracts, agreements, IDs) with support for file previews and metadata tracking.
• Sales and Deal Management: Track active deals, source information, and associated quotes or payment streams, with visual indicators of status and remaining balances.
• Follow-up and Activity Logs: Schedule, record, and visualize customer contact history, including flags for recent activity and communication methods.
• Marketing Campaign Management: Plan, execute, and monitor marketing efforts focused on targeted leads or segments.
• Research Integration: Record research activities, mark leads with research status tags, and upload relevant data files.
• Call Transfer and Communication Tracking: Log live transfers and call statuses to optimize communication workflows.
• Event Calendar and Task Management: View upcoming activities, manage workload distribution, and prioritize tasks.
• Advanced Search Functionality: Rapidly locate clients, leads, documents, and activities across the system.

• External payment or court document repositories for payment validation
• Communication channels (email, SMS) for follow-up automation
• Marketing and research data sources for lead enrichment
• Calendar and scheduling tools for event management

• High availability with 99.9% uptime
• Responsive UI optimized for desktop and mobile devices
• Data security and compliance with relevant standards
• Scalability to accommodate growth beyond current client base
• Performance benchmarks: system responses within 2 seconds for common queries

The implementation is expected to streamline client and payment management processes, reduce data duplication by approximately 50%, and enhance operational efficiency. The new CRM will facilitate a 54% increase in lead generation and a significant reduction in manual effort, enabling scalable growth, faster decision-making, and improved customer engagement.