Unifying Policy, CRM, and Finance on Odoo for BIIBC

Introduction

British International Insurance Brokerage Company (BIIBC) operates in the insurance brokerage space. Its teams manage the full policy lifecycle for their clients, including renewals and endorsements, while tracking the commissions earned on each policy and handling claims, client communication, and the financial transactions behind all of it. Every one of those activities involves more than one stakeholder.

Policy data, CRM activity, and accounting records all needed to tell the same story, but no single system held them together. BIIBC needed a partner who could design that system around its own workflows and automate the document-heavy work along the way, and that's where Arbisoft stepped in.

The Challenge

Running a brokerage across policies, commissions, clients, and finance came with a set of problems that built on each other:

• Policy lifecycles across many stakeholders: Policies, commissions, client interactions, and financial transactions all had to be managed across multiple stakeholders, each with a different view of the same policy.
• Commission tracking: Commissions had to be tracked against every policy and kept consistent with the accounting records behind them.
• Client communication: Client communications had to be managed alongside policy and commission work, without a CRM shaped around BIIBC's own stages.
• Limited automation: Without a unified system, document processing, claims handling, and financial tracking could not be automated in any meaningful way.
• Operational and financial alignment: Keeping policy data, CRM activities, and accounting records consistent was difficult, which made it hard to ensure operational and financial data stayed aligned.

The Approach

We implemented a customized Odoo solution, starting with a structured database design and modular development across four areas of the business, so that policy, CRM, and financial data live in one place rather than three:

What We Built

• A policy module with built-in commissions: We built a policy module with integrated commission tracking and financial document handling, so every policy carries its commissions and supporting documents with it, and its lifecycle can be followed from one record.
• A CRM pipeline shaped around BIIBC's workflows: We configured Odoo CRM with a custom pipeline, automated reminders, and approval stages aligned with BIIBC's workflows, so follow-ups and approvals move through defined steps.
• AI-powered OCR for policy documents: We introduced AI-powered OCR that extracts policy data from documents and populates it directly into the system, reducing the manual effort of entering policy details.
• AI-driven quote comparison: We added an AI-driven quote comparison feature that evaluates quotes from different insurance companies against each client's requirements and recommends the most suitable option.
• Financial workflows aligned with accounting: We designed financial workflows for debit and credit notes, journal entries, and commission calculations, so every financial transaction is recorded in a way that stays aligned with accounting requirements.
• Automated renewals and claims intake: We automated policy renewals and set up claims intake through WhatsApp and email, giving every claim a structured entry point into the system.

What's In Progress

Work is continuing on two fronts:

• AI-driven reconciliation: Statement of account reconciliation across BIIBC and insurance company accounts
• Customized reporting: Reports for commissions, revenue, and cancellations, with advanced filtering

The Outcome

BIIBC now runs on a centralized system that connects policy management, CRM workflows, and financial operations.

• Structured policy lifecycles: Policies are tracked through their full lifecycle, including renewals and endorsements, in one place.
• Less manual effort: AI-assisted, OCR-based data population and CRM-driven reminders and activities reduced manual work.
• Clearer financial visibility: Financial transactions are systematically recorded through journal entries, improving visibility into receivables, payables, and commission expenses.
• Structured claims and commissions: Claims intake and commission handling now follow a defined process.
• Control without drift: Operational control improved while staying aligned with accounting requirements.

Value Delivered

Each change returned time and control to BIIBC's teams:

• Policy, CRM, and financial data now live in one system, so operational and financial records stay aligned by design
• AI-assisted OCR takes policy data entry off the team's plate, reducing manual effort on every new document
• AI-driven quote comparison gives the team a recommendation grounded in each client's requirements
• CRM-driven reminders and approval stages keep renewals and follow-ups moving through defined steps
• Journal entries for every transaction give finance clear visibility into receivables, payables, and commission expenses
• Claims arriving through WhatsApp and email enter one structured intake process

BIIBC now has one system where policies, clients, and finances stay connected, and a foundation for the AI-driven reconciliation and reporting still to come.

Technology Used

The stack behind BIIBC's platform:

• Platform: Odoo, with customized modules for policy management, commissions, CRM, and accounting
• AI: AI-powered OCR for policy documents, AI-driven quote comparison
• Channels: WhatsApp and email for claims intake