Follow the business, not the spreadsheet
A booked policy passes through several hands: the person who received the enquiry, the adviser who discussed cover, the operations team that verified the document and the finance team that checks brokerage. When each handoff creates a separate record, nobody has the whole picture.
Start with a shared customer and policy reference. Each team can keep its own responsibilities while working from the same underlying context. A renewal should lead back to the original policy; a brokerage receipt should lead back to the business that earned it.
Make each handoff explicit
For every stage, define the entry condition, the owner and the evidence needed before work moves on. “Submitted” and “issued” are different events. “Booked” and “brokerage received” are different events too. Keeping these distinctions visible prevents activity from being mistaken for a completed outcome.
- Enquiry: source, customer, owner and next follow-up.
- Policy: insurer, policy reference, premium, period and verification status.
- Renewal: expiry, assigned owner, customer response and next action.
- Brokerage: expected amount, receipt reference, difference and resolution.
Start where work gets stuck
Pick one recurring bottleneck and move a manageable set of records through the whole process. Review what the team actually needs to complete the work, then add the next module. This creates a practical path to adoption without making every team change at once.
FiNTRACK brings these workflows together so sales, operations and finance can see the same book from their own working perspective.