What an agency management system does
An insurance agency management system is the system of record for an insurance agency or brokerage. It holds the client and policy book, tracks quotes and renewals, calculates commissions, stores documents, and reports on the business. Agencies use it to run day-to-day operations across every carrier they place business with.
Book of record
- Client records and contact history
- Policy lifecycle
- Document storage against each policy
- Audit trail on every change
Money
- Commission calculation and producer splits
- Payment tracking and allocation
- Reconciliation with the accounting system
- Statements for carriers and producers
Day-to-day work
- Task queues and SLA timers
- Renewal reminders by date
- Client communication in one thread
- Reporting on the whole book
Agency management system or CRM
| Capability | Agency management system | CRM |
| System of record for | Policies and clients | Contacts and deals |
| Policy lifecycle | Full, through to renewal | Not covered |
| Commission calculation | Built in | Not covered |
| Carrier connections | Core function | Rare |
| Pipeline and campaigns | Basic | Core function |
| Regulatory reporting | Built in | Not covered |
| Replaces the other? | No | No |
Who it is for
What the workspace covers
AI-Powered Sales & CRM for Brokers is the workspace an agency runs its book in. The scope of any deployment depends on which modules are licensed and on what each carrier’s integration supports.
Client and book
– Client profile with portfolio, documents, and activity
– Consent and KYC capture against each client
– Client attributes defined and validated by your rules
– Segmentation for renewals and cross-selling campaigns
Quoting
– Comparative quoting across insurer APIs for standard products
– Manual request-for-quote workspace for complex risks
– Offer comparison and proposal builder
– Rejection reasons recorded and reported on
Policy administration
– Issue, renew, endorse, cancel, and reinstate policies
– Policy sync with integrated insurers
– Manual entry for insurers without an integration
– Document pack generation
Commissions and payments
– Commission calculation, adjustment, and override
– Producer splits validated to total one hundred percent
– Payment tracking and reconciliation
– Statements generated for carriers and producers
Service operations
– Task queues with SLA timers and escalation
– Renewal and payment reminders, consent aware
– Inbound email parsed into leads, requests, and tasks
– Case management from intake through to closure
Reporting
– Dashboards for pipeline, renewals, and commission
– Operational reports on late policies and collections
– Regulatory filings
Access and control
– Six-level organizational hierarchy with delegation
– Role-based access
– Audit logging on every record
AI assistance
– Draft outreach, proposals, and client summaries
– Next-best-action prompts on client records
– Every AI draft reviewed by a person before it sends
Buy a packaged system or configure your own
Most agencies should buy a packaged system. The configured route earns its cost only under specific conditions, and these are them.
- Buy packaged when
- You write standard personal lines
- Your carriers already have download agreements
- You want to be live in weeks
- You have no in-house IT capacity
- Your processes match how your market works
- Configure your own when
- You operate several entities or countries
- Your regulator wants reports no vendor ships
- Your book is commercial or specialty
- You are a carrier or MGA distribution arm
- It has to fit an existing core platform
Integrations
An agency management system is only as useful as the systems it connects to. The integration types below are supported; which specific carriers, providers, and finance systems are connected depends on your market and is agreed during discovery rather than assumed.
Carriers and insurers
- Quote APIs for standard products
- Policy data sync after binding
- Manual entry where no API exists
- Document exchange with carrier systems
Finance and back office
- Reconciliation with your accounting system
- Payment provider and bank files
- Commission statement export
- General ledger posting
Identity and infrastructure
- Single sign-on and directory sync
- Open API for your own tools
- Document store and e-signature
- Data export on demand
Implementation
Migration
What moves. Clients, policies and their full history, documents, commission records, open quotes, and tasks. The aim is that nothing has to be looked up in the old system after go-live.
How it is checked. Record counts, premium totals, and commission balances are reconciled between the two systems before the old one is switched off. Differences are resolved, not written off.
What usually does not move. Free-text notes in formats the old system cannot export cleanly, and historic data outside the agreed retention window. Both are settled in discovery rather than discovered later.
The parallel run. Both systems run together for at least one renewal and commission cycle. That is the only way to prove the new system produces the same numbers as the old one.
Deployment
Managed cloud
DICEUS hosts and operates the platform. Updates, backups, and monitoring are included. This is the usual choice for agencies without an internal IT team, and the fastest route to a first release.
Private cloud
The platform runs in your own cloud account, under your security controls and your commercial agreement with the cloud provider. DICEUS deploys and supports it there.
On-premise
The platform runs in your own data center. This is usually driven by a regulator or a group IT policy rather than by preference, and it changes how updates are delivered.
Data residency
Where the data physically sits can be fixed to a country or region in any of the three options above. Confirm the requirement early, because it constrains which integrations are available.
Why DICEUS
- Insurance technology since 2011
- AI-Powered Sales & CRM for Brokers, available to clients today
- Partners include Microsoft, Google Cloud, Oracle, and Fadata
- Members of VCIA, Insurtech UK, and the Swiss Insurtech Hub
Our partners
Testimonials
Elena Markova
Board Member, UNIQA Ukraine
We were impressed by the depth of the UX analysis they did in terms of our customer’s research, buyer persona creation, user journey mapping, etc. All the information like research findings, for instance, was presented in a clear form (presentations, Miro boards, clear infographics) so it was quite easy to understand what we need to build and why.
Antoaneta Karagyozova
CPSO, Fadata
We are happy with DICEUS’ software implementation services. The team’s workflow is highly effective and professional in all aspects of the engagement. All clearly understand what goals we’d like to reach and do their best to do that as efficiently as possible. Overall, the partnership has been successful.
Phil Reynolds
CEO, BriteCore
The DICEUS team has consistently supported the BriteCore team for many years. Their engineers are well-educated and highly invested in the ongoing quality of the BriteCore platform with sustained relationships that extend over four years. We appreciate everything the DICEUS team brings to the table as a development partner.
Explore our case studies
FAQ
What is an insurance agency management system?
It is the system of record an agency runs its business on: the client and policy book, quoting, commissions, renewals, documents, and reporting in one place. It works across every carrier the agency places business with, which is what separates it from any single carrier’s own portal.
Do we need an agency management system or a CRM?
Usually because the current one cannot be configured for how the business has grown – a second country, a second entity, a commercial book, or a regulator asking for something the vendor does not ship. If none of that applies, staying where you are is the right answer.
We already have an agency management system. Why change?
In a nutshell, these systems should securely keep data related to the brand and its clients, track key processes, analyze information, create reports, ensure proper control, automate tasks, and support integration with other solutions. Specifically, we would highlight the following capabilities that are most helpful to customers: continual access to customer information; integrated bill payment and reminders setting; electronic ID storage – for instant access to insurance accounts; convenient policy update – to avoid excessive paperwork; and the opportunity to create claim reports.
How long does implementation take?
Discovery usually runs four to six weeks. Delivery runs from four weeks to nine months, depending on how many carrier integrations are in the first release and how much history has to migrate.
Can it connect to our carriers?
Comparative quoting through insurer APIs is built for standard products, and policies sync back after binding where an integration exists. Where a carrier has no API, policies are entered and maintained manually in the same workflow. Which carriers are connected is agreed in discovery.
What happens to our data when we move?
Clients, policies, history, documents, and commission records move across, then both systems run in parallel for at least one renewal and commission cycle. The old system is switched off only once the totals reconcile.
Can each branch see only its own clients?
Yes. Access runs on a six-level organizational hierarchy with role-based permissions and delegation, so a branch sees only the clients and policies assigned to it.
Do you replace our accounting system?
No. Commissions, payments, and balances are calculated and tracked in the platform, then reconciled against whatever accounting system you already run. The accounting system stays where it is.
How is this different from the DICEUS Broker Portal?
Broker Portal is a separate DICEUS product. It gives brokers and distribution partners their own self-service area for quotes, policies, and commissions. The agency management workspace is where your own team runs the book, and the two connect.
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