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Policies Guide

Complete guide for creating and managing all policy types in InsureFlow Management System.

Table of Contents​

  1. Overview
  2. HCV Policies (Heavy Commercial Vehicles)
  3. Commercial Policies
  4. Personal & Domestic Policies
  5. CAR Policies (Contractors All Risk)
  6. Guarantee Policies
  7. Plant All Risk Policies
  8. Value Added Products (VAPs)
  9. Common Features
  10. Best Practices

Overview​

InsureFlow supports seven different types of insurance policies, each designed for specific coverage needs. This guide provides detailed instructions for creating and managing each policy type.

Policy Types Quick Reference​

Policy TypeBest ForKey Features
HCVTransport companies with trucks/trailersMultiple vehicles, GIT cover
CommercialBusiness insurance needsBuildings, contents, motor, liability
Personal & DomesticIndividual/family insuranceHomes, cars, contents, all-risk items
CARConstruction projectsContract-based coverage
GuaranteesPerformance/payment guaranteesContract guarantees
Plant All RiskHeavy machinery/equipmentEquipment coverage with extensions
VAPsAdditional coverage optionsExcess reducers, car hire, roadside

HCV Policies (Heavy Commercial Vehicles)​

What is HCV Insurance?​

Heavy Commercial Vehicle insurance covers trucks, trailers, and light delivery vehicles used for commercial transport. It includes specialized coverage for Goods in Transit (GIT).

Accessing HCV Policies​

  1. Log in to InsureFlow
  2. Click "HCV Policies" in the sidebar
  3. Click "Add HCV Policy" button
  4. Complete the form and add vehicles

Policy Information Fields​

Client Selection​

Select an existing client from the dropdown.

Requirements:

  • Client must exist in the system
  • Client should be a company (typically)
  • Dropdown shows client name and type

Tips:

  • Search by typing client name
  • Create client first if not in list
  • Verify correct client selected

Policy Number​

Unique identifier from the insurer.

Requirements:

  • Must be unique in the system
  • Alphanumeric format
  • Exactly as provided by insurer

Examples:

  • "HCV/2024/00123"
  • "SA-HCV-456789"
  • "MTL-HCV-2024-001"

Tips:

  • Copy from insurer documentation
  • Verify no typos
  • Check for existing policy number
  • Keep format consistent per insurer

Coverage Type​

Type of motor vehicle coverage.

Options:

  • Comprehensive: Full coverage including theft, damage, third-party
  • Third Party: Only covers damage to other vehicles/property

When to choose:

  • Comprehensive: Newer vehicles, financed vehicles, high value
  • Third Party: Older vehicles, fully paid, lower value

Start Date​

Policy effective date.

Requirements:

  • Cannot be in the distant past
  • Format: YYYY-MM-DD
  • Must be before end date

Examples:

  • "2024-02-01" (start of month)
  • "2024-02-15" (mid-month)

Tips:

  • Usually starts on specific day client requested
  • Can be future-dated
  • Auto-adjusts end date to one year later

End Date​

Policy expiration date.

Requirements:

  • Must be after start date
  • Format: YYYY-MM-DD
  • Typically one year from start

Auto-calculation:

  • System automatically sets to one year from start date
  • Can be manually adjusted if needed

Examples:

  • Start: 2024-02-01, End: 2025-02-01
  • Start: 2024-06-15, End: 2025-06-15

Premium​

Total policy premium amount.

Requirements:

  • Numeric value
  • Greater than 0
  • In Rands (R)

Examples:

  • 15000 (R15,000 per year)
  • 2500.50 (R2,500.50 per month if monthly)

What it includes:

  • Motor premium for all vehicles
  • GIT premium
  • VAPs premium
  • Total annual or monthly amount

Auto-calculation:

  • Commission calculated automatically
  • Based on commission percentage settings
  • Updates when premium changes

Commission​

Broker commission earned on the policy.

How it works:

  • Automatically calculated from premium
  • Based on HCV commission percentage in settings
  • Updates in real-time as premium changes
  • Read-only field

Example:

  • Premium: R15,000
  • Commission %: 12.5%
  • Commission: R1,875

Broker Fees​

Additional fees charged to client.

Requirements:

  • Numeric value
  • Can be 0
  • Optional field

Examples:

  • 500 (R500 admin fee)
  • 0 (no additional fees)

Common uses:

  • Administration fees
  • Policy setup fees
  • Document fees

Adding Vehicles​

HCV policies require at least one vehicle. You can add multiple vehicles to a single policy.

Click "Add Vehicle" Button​

Opens the vehicle form to add a new vehicle to the policy.

Vehicle Type​

Category of the vehicle.

Options:

  • HCV: Heavy Commercial Vehicle (trucks over 3.5 tons)
  • Trailer: Trailers and semi-trailers
  • LDV: Light Delivery Vehicle (vans, bakkies under 3.5 tons)

Examples:

  • HCV: Hino 500, Mercedes-Benz Actros
  • Trailer: Tri-axle flatbed, refrigerated trailer
  • LDV: Toyota Hilux, Ford Ranger

Year​

Year of manufacture.

Requirements:

  • 4-digit year
  • Between 1980 and current year
  • Numeric only

Examples:

  • 2020
  • 2018
  • 2015

Validation:

  • Cannot be future year
  • Affects vehicle value
  • Impacts premium calculation

Manufacturer​

Vehicle make or brand.

Requirements:

  • Text field
  • Standard capitalization

Examples:

  • "Hino"
  • "Mercedes-Benz"
  • "Volvo"
  • "Isuzu"
  • "Toyota"

Tips:

  • Use official manufacturer name
  • Be consistent with spelling
  • Avoid abbreviations

Model​

Specific vehicle model.

Requirements:

  • Text field
  • Include model designation

Examples:

  • "500 Series 1626"
  • "Actros 2645"
  • "FH16"
  • "F-Series FTR 850"
  • "Hilux 2.8 GD-6"

Tips:

  • Include engine size if relevant
  • Include series number
  • Be specific for accurate valuation

License Plate​

Vehicle registration number.

Requirements:

  • Alphanumeric
  • South African format
  • Unique per vehicle

Format:

  • Standard: ABC 123 GP
  • Older: CY 12345
  • Specialized: CA 123 456

Examples:

  • "DFG 456 GP"
  • "CY 98765"
  • "CA 789 012"

Tips:

  • Use capital letters
  • Include spaces as shown on plate
  • Double-check accuracy

MM Code​

TransUnion Auto Dealership Guide code.

What is it:

  • Industry-standard vehicle identification code
  • Used for vehicle valuation
  • Links to specific make/model/year

Format:

  • Alphanumeric code
  • Usually 6-8 characters

Examples:

  • "HINO500"
  • "MBAC2645"
  • "TOY28GD6"

Where to find it:

  • Vehicle valuation guides
  • Insurer quotation
  • Auto dealer systems

Tips:

  • Verify code matches vehicle exactly
  • Used for accurate sum insured
  • Ask insurer if unsure

MM Value​

TransUnion Auto Dealership Guide value (optional).

What is it:

  • Current market value per MM Code
  • Industry-standard valuation
  • Updated regularly

Format:

  • Numeric value in Rands
  • No currency symbol

Examples:

  • 450000 (R450,000)
  • 750000 (R750,000)

When to use:

  • For accurate market valuation
  • When available from insurer
  • For compliance purposes

Engine Number​

Vehicle engine identification number (optional).

Requirements:

  • Alphanumeric
  • As shown on registration papers
  • Optional but recommended

Where to find it:

  • Vehicle registration papers
  • Engine block (stamped)
  • Service records

Examples:

  • "4HK1-T12345"
  • "OM471LA6789"
  • "1GD-FTV987654"

Tips:

  • Verify against registration
  • Important for claims
  • Keep photo for reference

VIN Number​

Vehicle Identification Number (chassis number).

Requirements:

  • 17-character alphanumeric code
  • Unique to each vehicle
  • Required field

Format:

  • Exactly 17 characters
  • Capital letters and numbers
  • No spaces

Examples:

  • "MHFJ6BG60HK123456"
  • "WDBL6DB46HB123789"
  • "AHDVS22L90Y012345"

Where to find it:

  • Registration papers
  • Dashboard (visible through windscreen)
  • Driver's door frame
  • Chassis stamp

Validation:

  • Must be exactly 17 characters
  • Used for vehicle verification
  • Critical for claims processing

Tips:

  • Double-check each character
  • I, O, Q not used in VINs
  • Verify against registration
  • Keep photo for reference

Sum Insured​

Vehicle insured value.

Requirements:

  • Numeric value
  • Greater than 0
  • In Rands

Examples:

  • 500000 (R500,000)
  • 1250000 (R1,250,000)

What it represents:

  • Agreed vehicle value
  • Payout limit for total loss
  • Basis for premium calculation

How to determine:

  • Use MM value if available
  • Current market value
  • Agreed value with insurer
  • Consider age and condition

Tips:

  • Be realistic to avoid under/over insurance
  • Review annually
  • Adjust for modifications
  • Keep valuation proof

GIT Limit​

Goods in Transit coverage limit.

Requirements:

  • Numeric value
  • Can be 0 if no GIT cover
  • In Rands

Examples:

  • 250000 (R250,000)
  • 500000 (R500,000)
  • 0 (no GIT cover)

What is GIT:

  • Covers goods being transported
  • Protects cargo value
  • Additional premium applies

Common limits:

  • Light goods: R100,000 - R250,000
  • Standard loads: R250,000 - R500,000
  • High-value goods: R500,000+

When to use:

  • Commercial transport operations
  • Carrying third-party goods
  • High-value cargo
  • Contractual requirements

Motor VAPs (Value Added Products)​

Optional add-ons for vehicle coverage.

OD Excess Reducer​

Reduces excess for own damage claims.

What it does:

  • Lowers the amount you pay when claiming
  • Applies to comprehensive claims
  • Own damage (not theft)

Example:

  • Standard excess: R10,000
  • With reducer: R2,500
  • Savings on claim: R7,500

When to add:

  • Lower excess preferred
  • Frequent use areas
  • Driver experience levels

TH Excess Reducer​

Reduces excess for theft claims.

What it does:

  • Lowers theft claim excess
  • Protects against vehicle theft
  • Separate from OD

Example:

  • Standard theft excess: R15,000
  • With reducer: R5,000
  • Savings on claim: R10,000

When to add:

  • High-risk theft areas
  • Valuable vehicles
  • Security concerns

TP Excess Reducer​

Reduces third-party claim excess.

What it does:

  • Lowers excess when liable for third-party damage
  • Protects your wallet in at-fault accidents

When to add:

  • Multiple drivers
  • High-traffic routes
  • Extra peace of mind

Non-Accident Towing​

Towing for breakdowns (not accidents).

What it covers:

  • Mechanical breakdown towing
  • Battery failure
  • Fuel delivery
  • Flat tire assistance

What it doesn't cover:

  • Accident-related towing (covered by comprehensive)

When to add:

  • Long-distance routes
  • Older vehicles
  • Remote areas
  • Fleet peace of mind

GIT VAPs​

Value Added Products specific to Goods in Transit.

Basic Excess Reducer​

Reduces excess on basic GIT claims.

What it does:

  • Lowers excess for standard GIT claims
  • Applies to cargo loss/damage
  • Basic coverage events

When to add:

  • Regular cargo transport
  • Lower claim costs preferred
  • High-frequency routes

TH Excess Reducer​

Reduces excess for theft of goods.

What it does:

  • Lowers excess when cargo is stolen
  • Separate from vehicle theft
  • Protects against cargo theft

When to add:

  • High-value goods
  • Theft-risk routes
  • Overnight storage concerns

Driver Fidelity​

Protection against dishonest driver actions.

What it covers:

  • Theft by drivers
  • Dishonest acts by employees
  • Cargo theft by staff
  • Fraudulent activities

Requirements:

  • Checkbox option
  • Additional premium applies

When to add:

  • Multiple drivers
  • Temporary staff
  • High-value cargo
  • Risk management requirement

Examples of coverage:

  • Driver steals cargo
  • Employee colludes with hijackers
  • Fraudulent delivery claims
  • Dishonest cash-in-transit

Completing the HCV Policy​

  1. Review all vehicles added to the policy
  2. Verify total premium includes all vehicles and VAPs
  3. Check commission calculation is correct
  4. Confirm dates are accurate
  5. Click "Submit" to create the policy

After Creating HCV Policy​

  • Policy appears in HCV Policies list
  • Status set to "Active" or "Pending"
  • Can be edited if needed
  • Documents can be attached
  • Renewal reminders auto-generated

Commercial Policies​

What is Commercial Insurance?​

Commercial insurance covers business assets and liabilities, including buildings, contents, motor vehicles, and public liability. It's designed for businesses of all sizes.

Accessing Commercial Policies​

  1. Log in to InsureFlow
  2. Click "Commercial Policies" in sidebar
  3. Click "Add Commercial Policy" button
  4. Complete policy information
  5. Add coverage categories as needed

Policy Information Fields​

Client Selection​

Select existing business client.

Requirements:

  • Must be a company client
  • Client exists in system
  • Appropriate business type

Policy Number​

Unique commercial policy identifier.

Examples:

  • "COM/2024/00123"
  • "BUS-456789"
  • "CP-2024-001"

Company Registration​

Business registration number.

Format:

  • YYYY/XXXXXX/XX
  • As registered with CIPC

Examples:

  • "2020/123456/07"
  • "2018/987654/23"

Where to find:

  • CIPC registration certificate
  • Company documents
  • Client records

Contact Details​

Business contact information.

Contact Number:

  • 10-digit phone number
  • Business landline or mobile
  • Example: "0112345678"

Email:

Start Date & End Date​

Policy period.

Standard period:

  • One year from start date
  • Can be adjusted as needed
  • Auto-calculates end date

Next Payment Date​

When next premium is due.

Requirements:

  • Date field
  • Must be between start and end dates
  • Based on payment frequency

Examples:

  • Monthly: One month from start
  • Quarterly: Three months from start
  • Annually: Same as start date

Payment Frequency​

How often premiums are paid.

Options:

  • Monthly: 12 payments per year
  • Quarterly: 4 payments per year
  • Annually: 1 payment per year

Consider:

  • Client cash flow
  • Insurer options
  • Admin convenience

Total Premium​

Combined premium for all categories.

What it includes:

  • Motor premiums
  • Buildings premium
  • Contents premium
  • Liability premium
  • All VAPs

Auto-calculation:

  • Sum of all category premiums
  • Commission calculated from total
  • Updates when categories change

Commission & Broker Fees​

Earnings on the policy.

Commission:

  • Auto-calculated percentage
  • Based on commercial settings
  • Read-only field

Broker Fees:

  • Optional additional fees
  • Manually entered
  • Added to client invoice

Coverage Categories​

Commercial policies can include multiple coverage types. Add the categories your client needs.

Motor Category​

Commercial vehicle coverage.

Add Motor Vehicles​

Click "Add Motor" to include commercial vehicles.

Vehicle Fields​

Vehicle Type:

  • Truck: Commercial trucks
  • Trailer: Trailers and semi-trailers
  • Car: Sedans, hatchbacks
  • Van: Panel vans, delivery vans
  • Machinery: Mobile machinery

Year:

  • Year of manufacture
  • 4-digit format
  • Example: 2020

Make:

  • Vehicle manufacturer
  • Examples: "Ford", "Mercedes-Benz", "Toyota"

Model:

  • Specific model
  • Examples: "Ranger", "Sprinter", "Hilux"

Registration:

  • License plate number
  • South African format
  • Example: "ABC 123 GP"

VIN:

  • 17-character chassis number
  • Required for verification
  • Example: "1FTFW1ET5BFC12345"

Engine Number:

  • Optional but recommended
  • Alphanumeric code
  • Example: "PUMA2.2-123456"

Value:

  • Vehicle insured value
  • In Rands
  • Example: 350000 (R350,000)

Premium:

  • Monthly or annual premium for this vehicle
  • Numeric value
  • Example: 1200 (R1,200)

Cover Type:

  • Comprehensive: Full coverage
  • Third Party: Liability only
  • Third Party Fire & Theft: Liability + fire + theft

Usage:

  • Business: Commercial use only
  • Mixed: Business and personal use

GIT Cover​

GIT Limit:

  • Goods in Transit coverage amount
  • In Rands
  • Example: 500000 (R500,000)

GIT Premium:

  • Additional premium for GIT
  • Numeric value
  • Example: 500 (R500)

When to add:

  • Transport business
  • Delivery services
  • Carrying goods for clients

Motor VAPs​

OD Excess Reducer:

  • Reduces own damage excess
  • Checkbox option

TH Excess Reducer:

  • Reduces theft excess
  • Checkbox option

TP Excess Reducer:

  • Reduces third-party excess
  • Checkbox option

Non-Accident Towing:

  • Breakdown assistance
  • Checkbox option

GIT Basic Excess Reducer:

  • Reduces GIT basic excess
  • Checkbox option

GIT TH Excess Reducer:

  • Reduces GIT theft excess
  • Checkbox option

Driver Fidelity:

  • Protection against dishonest drivers
  • Checkbox option

Buildings Category​

Commercial property coverage.

Add Building​

Click "Add Building" to include property coverage.

Building Fields​

Address:

  • Full property address
  • Street, suburb, city, postal code
  • Example: "123 Business Park, Sandton, Johannesburg, 2196"

Building Type:

  • Office: Office buildings
  • Retail: Shops, stores
  • Warehouse: Storage facilities
  • Manufacturing: Factories, production facilities
  • Mixed: Multi-purpose buildings

Construction Type:

  • Standard: Brick, mortar, tile roof
  • Non-standard: Alternative materials
  • Steel: Steel frame construction
  • Concrete: Concrete construction

Year Built:

  • Year building was constructed
  • 4-digit year
  • Example: 1995

Value:

  • Building insured value
  • Replacement cost
  • In Rands
  • Example: 5000000 (R5,000,000)

Premium:

  • Annual or monthly premium
  • Numeric value
  • Example: 3500 (R3,500)

Square Meters:

  • Total floor area
  • Numeric value
  • Example: 500 (500m²)

Occupancy:

  • Owner: Owner-occupied
  • Tenant: Rented to others
  • Vacant: Not currently occupied

Security Features​

Select all that apply:

Alarm:

  • Burglar alarm system
  • Monitored or standalone

Sprinklers:

  • Fire sprinkler system
  • Automatic fire suppression

CCTV:

  • Security cameras
  • Surveillance system

24/7 Security:

  • On-site security guards
  • Round-the-clock protection

Fire Detection:

  • Smoke detectors
  • Fire alarm system

Access Control:

  • Biometric or card access
  • Controlled entry points

Coverage Extensions​

Additional building coverages:

Business Interruption:

  • Lost income due to insured event
  • Covers fixed costs during repairs
  • Highly recommended

Accidental Damage:

  • Covers unintentional damage
  • Beyond standard perils
  • Example: Dropped equipment damage

Riots:

  • Civil unrest damage
  • Strike damage
  • Malicious acts

Power Surge:

  • Electrical damage
  • Lightning surge damage
  • Equipment protection

Contents Category​

Business contents coverage.

Add Contents​

Click "Add Contents" to include business contents.

Total Value:​

  • Combined value of all contents
  • In Rands
  • Example: 1500000 (R1,500,000)

Premium:​

  • Contents insurance premium
  • Numeric value
  • Example: 2000 (R2,000)

Contents Categories​

Break down contents by type:

Office Equipment:

  • Computers, printers, phones
  • Furniture, desks, chairs
  • Example value: 300000 (R300,000)

Furniture:

  • Desks, chairs, cabinets
  • Meeting room furniture
  • Example value: 200000 (R200,000)

Stock:

  • Inventory for sale
  • Raw materials
  • Example value: 500000 (R500,000)

Machinery:

  • Production equipment
  • Specialized machinery
  • Example value: 400000 (R400,000)

Electronic:

  • Computers, servers
  • Electronic equipment
  • Example value: 100000 (R100,000)

Other:

  • Items not in other categories
  • Miscellaneous contents
  • Example value: 0

Total Check:

  • Sum of categories should equal Total Value
  • System may validate this

Contents Security​

Select applicable security:

Alarm:

  • Burglar alarm system
  • Checkbox option

Safe:

  • Fireproof safe on premises
  • For valuables and cash
  • Checkbox option

Burglar Bars:

  • Window security bars
  • Physical barrier protection
  • Checkbox option

Security Gates:

  • Door security gates
  • Entrance protection
  • Checkbox option

Liability Category​

Public liability coverage.

Add Liability​

Click "Add Liability" to include public liability insurance.

Limit:​

  • Maximum coverage per claim
  • In Rands
  • Common limits: R1,000,000 to R10,000,000
  • Example: 2000000 (R2,000,000)

Premium:​

  • Annual or monthly premium
  • Numeric value
  • Example: 1500 (R1,500)

Annual Turnover:​

  • Business annual revenue
  • Used for premium calculation
  • In Rands
  • Example: 5000000 (R5,000,000)

Liability Extensions​

Additional liability coverages:

Products Liability:

  • Covers products you manufacture/sell
  • Defective product claims
  • Checkbox option

Defective Workmanship:

  • Professional work errors
  • Workmanship claims
  • Checkbox option

Employers Liability:

  • Employee injury claims
  • Separate from COIDA
  • Checkbox option

Tenant Liability:

  • Liability as a tenant
  • Property damage to rented premises
  • Checkbox option

Territorial Limits​

Where coverage applies:

South Africa:

  • Coverage within SA borders
  • Standard inclusion

Africa:

  • Coverage across African continent
  • Additional premium may apply

Worldwide:

  • Global coverage
  • Significant additional premium
  • Select if operating internationally

Multi-select:

  • Can choose multiple territories
  • Most common: South Africa only

Completing Commercial Policy​

  1. Add all required categories (Motor, Buildings, Contents, Liability)
  2. Verify total premium sums all categories correctly
  3. Check commission calculation
  4. Review all details for accuracy
  5. Click "Submit" to create policy

Personal & Domestic Policies​

What is Personal Insurance?​

Personal & Domestic insurance covers individuals and families, including their homes, vehicles, contents, valuable items, and personal liability.

Accessing Personal Policies​

  1. Log in to InsureFlow
  2. Click "Personal Policies" in sidebar
  3. Click "Add Personal Policy" button
  4. Complete holder information
  5. Add coverage categories

Policy Holder Information​

Client Selection​

Select individual client.

Requirements:

  • Must be an individual (not company)
  • Client exists in system

Holder Name​

Full name of insured person.

Requirements:

  • First and last name
  • As per ID document
  • Example: "John Smith"

Policy Number​

Unique personal policy identifier.

Examples:

  • "PER/2024/00123"
  • "HO-456789"
  • "PERS-2024-001"

ID Number​

South African ID number.

Format:

  • 13 digits
  • Format: YYMMDDGSSSCAZ
  • Example: "9201015800089"

Validation:

  • Must be exactly 13 digits
  • Must be valid SA ID format
  • Used for verification

Contact Number​

Personal mobile or landline.

Format:

  • 10 digits
  • Example: "0821234567"

Email​

Personal email address.

Format:

Policy Dates​

Start Date:

  • Policy effective date
  • Format: YYYY-MM-DD

End Date:

  • Policy expiration date
  • Typically one year from start

Next Payment Date:

  • When next premium due
  • Based on payment frequency

Payment Frequency​

Premium payment schedule.

Options:

  • Monthly: Most common for personal policies
  • Quarterly: Every 3 months
  • Annually: Once per year

Total Premium​

Combined premium for all categories.

What it includes:

  • Vehicle premiums
  • Buildings premium
  • Home contents premium
  • All-risk items premium
  • Personal liability premium

Coverage Categories​

Personal policies can include multiple coverage types.

Vehicles Category​

Personal vehicle insurance.

Add Vehicle​

Click "Add Vehicle" to include personal car/motorcycle.

Vehicle Fields​

Year:

  • Year of manufacture
  • Example: 2020

Make:

  • Vehicle manufacturer
  • Examples: "Toyota", "BMW", "Honda"

Model:

  • Specific model
  • Examples: "Corolla", "3 Series", "Civic"

Registration:

  • License plate number
  • Example: "ABC 123 GP"

VIN:

  • 17-character chassis number
  • Required field
  • Example: "1HGBH41JXMN109186"

Value:

  • Vehicle market value
  • In Rands
  • Example: 250000 (R250,000)

Premium:

  • Monthly or annual premium
  • Example: 1500 (R1,500)

Cover Type:

  • Comprehensive: Full coverage recommended
  • Third Party: Basic liability only
  • Third Party Fire & Theft: Middle option

Usage:

  • Private: Personal use only
  • Business: Work-related use
  • Commuting: Daily work commute

Driver Restriction:

  • None: Anyone can drive
  • Named: Only named drivers
  • Over 25: Drivers over 25 years only

Parking Location:

  • Locked Garage: Secure garage (best premium)
  • Carport: Covered parking
  • Street: On-street parking (higher premium)
  • Open Parking: Driveway or open area

Excess:

  • Standard excess amount
  • In Rands
  • Example: 5000 (R5,000)

Vehicle VAPs​

Car Hire:

  • Rental car while yours is being repaired
  • Checkbox option

Excess Waiver:

  • Reduces or eliminates excess
  • Checkbox option

Credit Shortfall:

  • Covers finance shortfall on total loss
  • Important for financed vehicles
  • Checkbox option

Roadside Assistance:

  • Breakdown assistance
  • Towing, battery, fuel delivery
  • Checkbox option

Buildings Category​

Home buildings insurance.

Add Buildings​

Click "Add Buildings" to include home structure coverage.

Building Fields​

Address:

  • Full residential address
  • Example: "45 Oak Street, Parktown, Johannesburg, 2193"

Building Type:

  • House: Freestanding house
  • Apartment: Flat, unit in complex
  • Townhouse: Attached townhouse
  • Cottage: Small house, cottage

Construction Type:

  • Standard: Brick and mortar, tile roof
  • Non-standard: Alternative materials
  • Thatch: Thatched roof (higher premium)

Year Built:

  • Year of construction
  • Example: 1998

Value:

  • Building replacement value
  • Not market value
  • In Rands
  • Example: 2500000 (R2,500,000)

Premium:

  • Annual or monthly premium
  • Example: 2000 (R2,000)

Square Meters:

  • Total floor area
  • Example: 250 (250m²)

Occupancy:

  • Primary: Main residence
  • Secondary: Holiday home
  • Rental: Rented to tenants
  • Vacant: Empty (higher premium or not covered)

Security Features​

Select all that apply:

Alarm:

  • Burglar alarm system
  • Armed response linked

Burglar Bars:

  • Window security bars

Security Gates:

  • Door security gates

Electric Fence:

  • Perimeter electric fencing

Armed Response:

  • Armed response company subscription
  • Improves premium

Coverage Extensions​

Subsidence:

  • Ground movement damage
  • Foundation issues

Power Surge:

  • Electrical surge damage
  • Lightning damage

Geysers:

  • Geyser burst damage
  • Water damage from geysers

Accidental Damage:

  • Unintentional damage
  • Beyond standard perils

Home Contents Category​

Household contents insurance.

Add Home Contents​

Click "Add Home Contents" to include contents coverage.

Total Value:​

  • Combined value of all contents
  • In Rands
  • Example: 500000 (R500,000)

Premium:​

  • Annual or monthly premium
  • Example: 800 (R800)

Contents Categories​

Break down by type:

Furniture:

  • Couches, beds, tables
  • Example value: 150000

Electronics:

  • TVs, computers, sound systems
  • Example value: 100000

Appliances:

  • Washing machines, fridges, microwaves
  • Example value: 80000

Clothing:

  • All clothing and shoes
  • Example value: 50000

Jewelry:

  • Watches, rings, necklaces
  • May need separate all-risk
  • Example value: 30000

Artwork:

  • Paintings, sculptures
  • May need separate all-risk for expensive items
  • Example value: 20000

Sports:

  • Sports equipment, bicycles
  • Example value: 40000

Other:

  • Items not in other categories
  • Example value: 30000

Contents Security​

Alarm:

  • Burglar alarm system

Safe:

  • Fireproof safe
  • For valuables and documents

Burglar Bars:

  • Window bars

Security Gates:

  • Door security gates

All-Risk Items​

Portable items covered anywhere.

Add All-Risk Item​

Click "Add All-Risk Item" for valuable portable items.

Common items:

  • Laptops
  • Cameras
  • Jewelry
  • Watches
  • Smartphones
  • Bicycles
  • Musical instruments

All-Risk Fields​

Description:

  • Detailed item description
  • Example: "Apple MacBook Pro 16-inch 2023"

Category:

  • Electronics: Laptops, tablets, phones
  • Jewelry: Rings, watches, necklaces
  • Clothing: Designer clothing, furs
  • Sports: Golf clubs, bicycles
  • Other: Any other portable valuables

Serial Number:

  • Item serial number if applicable
  • Example: "C02XL1234FVH"
  • Optional but recommended

Value:

  • Item replacement value
  • In Rands
  • Example: 35000 (R35,000)

Premium:

  • Annual or monthly premium
  • Example: 50 (R50)

Territorial Limits:

  • Where item is covered
  • South Africa: Within SA only
  • Africa: Across Africa
  • Worldwide: Global coverage (higher premium)
  • Multi-select allowed

Proof of Purchase:

  • Do you have receipt/invoice?
  • Checkbox
  • Required for claims

Valuation:

  • Professional valuation certificate?
  • Checkbox
  • Required for high-value items (especially jewelry)

Personal Liability​

Personal liability coverage.

Add Personal Liability​

Click to add personal liability insurance.

Limit:​

  • Maximum coverage per claim
  • Common limits: R1,000,000 to R5,000,000
  • Example: 2000000 (R2,000,000)

Premium:​

  • Annual or monthly premium
  • Example: 300 (R300)

Liability Extensions​

Tenants Liability:

  • If you rent your residence
  • Covers damage to landlord's property

Defamation:

  • Protection against defamation claims

Domestic Employers:

  • Liability for domestic workers
  • Injury to staff

Security:

  • Liability for security personnel
  • If you employ private security

Completing Personal Policy​

  1. Add all required categories for client needs
  2. Verify total premium calculation
  3. Check commission is correct
  4. Review all details carefully
  5. Click "Submit" to create policy

CAR Policies (Contractors All Risk)​

What is CAR Insurance?​

Contractors All Risk (CAR) insurance provides coverage for construction projects, protecting the project value, materials, equipment, and third-party liability during construction.

Who Needs CAR Insurance?​

  • Construction contractors
  • Project developers
  • Civil engineering companies
  • Building contractors
  • Sub-contractors

Accessing CAR Policies​

  1. Log in to InsureFlow
  2. Click "CAR Policies" in sidebar
  3. Click "Add CAR Policy" button
  4. Complete the form

CAR Policy Fields​

Client Selection​

Select the contractor or developer client.

Requirements:

  • Usually a company client
  • Construction/contracting business type

Policy Number​

Unique CAR policy identifier.

Examples:

  • "CAR/2024/00123"
  • "CONST-456789"
  • "CR-2024-MALL"

Tips:

  • Often includes project reference
  • Provided by insurer

Contract Description​

Detailed description of the construction project.

Requirements:

  • Comprehensive project details
  • What is being built
  • Location information
  • Key specifications

Examples:

  • "Construction of 3-storey office building at 123 Business Park, Sandton. Includes basement parking, steel frame structure, and modern facade."
  • "Civil works for road extension on N1 North from km 45 to km 52, including bridges, drainage, and road surfacing."
  • "Residential development of 50 townhouses in Midrand, including infrastructure, roads, and common areas."

What to include:

  • Project type (building, road, bridge, etc.)
  • Number of units/size
  • Location
  • Key features
  • Construction type

Contract Value​

Total value of the construction project.

Requirements:

  • Numeric value
  • In Rands
  • Total project cost

Examples:

  • 15000000 (R15,000,000)
  • 50000000 (R50,000,000)

What it includes:

  • All construction costs
  • Materials
  • Labor
  • Equipment
  • Sub-contractors
  • Margins

Tips:

  • Use full contract value
  • Include all project phases if single policy
  • Verify against contract documents
  • Update if variations occur

Start Date​

Project commencement date.

Requirements:

  • When construction begins
  • Can be future-dated
  • Before end date

Tips:

  • Usually construction start date
  • May start before physical work (covers materials delivery)
  • Align with project timeline

End Date​

Project completion date.

Requirements:

  • Expected project completion
  • Must be after start date
  • Includes defects liability period if applicable

Typical durations:

  • Small projects: 3-6 months
  • Medium projects: 6-12 months
  • Large projects: 1-3 years

Tips:

  • Add buffer for delays
  • Include defects period if required
  • Can be extended if project delayed

Premium​

CAR insurance premium.

Requirements:

  • Numeric value
  • Based on contract value and risk
  • In Rands

Examples:

  • 25000 (R25,000)
  • 75000 (R75,000)

Premium factors:

  • Contract value
  • Project type
  • Location
  • Duration
  • Claims history
  • Security measures

Commission & Broker Fees​

Commission:

  • Auto-calculated from premium
  • Based on CAR commission percentage
  • Read-only field

Broker Fees:

  • Optional additional fees
  • Admin fees, inspection fees
  • Manually entered

What CAR Insurance Covers​

Material Damage:

  • Works under construction
  • Materials on site
  • Construction plant and equipment
  • Temporary works

Third-Party Liability:

  • Injury to third parties
  • Damage to third-party property
  • Often included or added separately

Common Exclusions:

  • Normal wear and tear
  • Design defects
  • War and riots (can be added)
  • Nuclear risks

Documents​

CAR policies typically require extensive documentation.

Common documents:

  • Construction contract
  • Project plans and specifications
  • Site plan
  • Engineer's reports
  • Bill of quantities
  • Previous project photos

Uploading documents:

  1. After creating policy
  2. Navigate to policy details
  3. Use document upload feature
  4. Attach all relevant files

Completing CAR Policy​

  1. Enter all project details accurately
  2. Verify contract value matches actual project
  3. Check dates align with project timeline
  4. Review premium and commission
  5. Click "Submit" to create policy
  6. Upload documents after creation

CAR Policy Management​

During project:

  • Update for contract variations
  • Report material changes
  • Track project progress
  • Manage claims promptly

Claims process:

  • Report incidents immediately
  • Document damage thoroughly
  • Follow insurer procedures
  • Coordinate with project team

Guarantee Policies​

What is Guarantee Insurance?​

Guarantee insurance provides financial guarantees for contracts, ensuring obligations are met. Common in construction, supply agreements, and tender processes.

Types of Guarantees​

Performance Guarantees:

  • Ensures contract performance
  • Protects beneficiary if contractor fails
  • Common in construction

Payment Guarantees:

  • Ensures payment obligations met
  • Protects suppliers
  • Cash flow protection

Advance Payment Guarantees:

  • Protects advance payments
  • Ensures proper use of funds
  • Common in large contracts

Retention Guarantees:

  • Replaces retention money
  • Cash flow benefit
  • Construction projects

Tender/Bid Bonds:

  • Ensures serious tender submission
  • Protects tender process
  • Pre-contract guarantee

Accessing Guarantee Policies​

  1. Log in to InsureFlow
  2. Click "Guarantees" in sidebar
  3. Click "Add Guarantee Policy" button
  4. Complete the form

Guarantee Policy Fields​

Client Selection​

Select the client requiring the guarantee.

Requirements:

  • Usually company clients
  • Contractors, suppliers, service providers

Policy Number​

Unique guarantee identifier.

Examples:

  • "GUA/2024/00123"
  • "PG-456789"
  • "GUAR-2024-TENDER"

Guarantee Type​

Type of guarantee being issued.

Common types:

  • "Performance Guarantee"
  • "Advance Payment Guarantee"
  • "Retention Guarantee"
  • "Tender/Bid Bond"
  • "Payment Guarantee"
  • "Maintenance Guarantee"

Free-text field:

  • Enter specific guarantee type
  • Be clear and specific
  • Match contract requirements

Contract Description​

Details of the underlying contract.

Requirements:

  • What contract is being guaranteed
  • Beneficiary information
  • Contract reference

Examples:

  • "Performance guarantee for construction of offices at 45 Park Drive. Beneficiary: ABC Developers (Pty) Ltd. Contract ref: ABC-2024-PARK"
  • "Advance payment guarantee for supply of steel materials. Beneficiary: XYZ Construction. Contract value: R5,000,000"
  • "Tender bond for N1 highway maintenance contract. Beneficiary: SANRAL. Tender ref: N1-MAINT-2024"

What to include:

  • Guarantee purpose
  • Beneficiary name
  • Contract reference
  • Key terms

Contract Value​

Value of underlying contract.

Requirements:

  • Numeric value
  • In Rands
  • Total contract value

Examples:

  • 10000000 (R10,000,000)
  • 25000000 (R25,000,000)

Note:

  • Guarantee amount often 10% of contract value
  • Can vary based on requirements
  • Verify against contract

Start Date​

Guarantee effective date.

Requirements:

  • When guarantee becomes active
  • Usually contract start date
  • Can be future-dated

Common scenarios:

  • Same as contract start
  • Upon contract signing
  • Upon advance payment
  • Upon tender submission

End Date​

Guarantee expiry date.

Requirements:

  • When guarantee expires
  • Must be after start date
  • Usually extends beyond contract completion

Typical durations:

  • Performance: Contract period + defects period
  • Advance payment: Until advance recovered
  • Retention: Defects period
  • Tender: Until contract awarded + buffer

Tips:

  • Allow buffer beyond contract end
  • Include defects liability period
  • Align with contract terms
  • Can be extended if needed

Premium​

Guarantee insurance premium.

Requirements:

  • Numeric value
  • In Rands
  • Based on contract value and risk

Examples:

  • 15000 (R15,000)
  • 35000 (R35,000)

Premium factors:

  • Contract value
  • Guarantee type
  • Duration
  • Client track record
  • Beneficiary requirements
  • Risk assessment

Typical rates:

  • 0.5% - 3% of contract value annually
  • Varies by risk and type

Commission & Broker Fees​

Commission:

  • Auto-calculated from premium
  • Based on guarantee commission percentage
  • Read-only field

Broker Fees:

  • Optional fees
  • Setup fees, admin fees
  • Manually entered

Documents​

Guarantee policies require specific documentation.

Common documents:

  • Underlying contract
  • Guarantee wording/format
  • Beneficiary details
  • Tender documents (for bid bonds)
  • Financial statements
  • Previous project references

Uploading documents:

  1. Create policy first
  2. Navigate to policy details
  3. Upload all required documents
  4. Ensure correct versions

Completing Guarantee Policy​

  1. Enter all guarantee details accurately
  2. Verify contract value is correct
  3. Ensure dates align with contract
  4. Review premium calculation
  5. Click "Submit" to create policy
  6. Upload documents promptly
  7. Issue guarantee certificate to beneficiary

Guarantee Policy Management​

During guarantee period:

  • Monitor contract performance
  • Track expiry dates
  • Manage extensions if needed
  • Communicate with beneficiary

Claims:

  • Beneficiary submits claim
  • Verify claim validity
  • Coordinate with insurer
  • Follow guarantee terms

Renewals/Extensions:

  • Often needed for contract delays
  • Requires endorsement
  • Additional premium may apply
  • Update end date

Plant All Risk Policies​

What is Plant All Risk Insurance?​

Plant All Risk insurance covers heavy machinery, construction equipment, and specialized plant against damage and theft, whether stationary or mobile.

Who Needs Plant All Risk?​

  • Construction companies
  • Mining operations
  • Earthmoving contractors
  • Equipment rental companies
  • Agricultural operations
  • Manufacturing plants

Equipment Covered​

Mobile equipment:

  • Excavators
  • Bulldozers
  • Graders
  • Cranes
  • Forklifts
  • Loaders
  • Dump trucks

Stationary equipment:

  • Generators
  • Compressors
  • Concrete plants
  • Crushing plants
  • Screening plants

Accessing Plant All Risk Policies​

  1. Log in to InsureFlow
  2. Click "Plant All Risk" in sidebar
  3. Click "Add Plant All Risk Policy" button
  4. Complete the form

Plant All Risk Policy Fields​

Client Selection​

Select client who owns/operates the equipment.

Requirements:

  • Usually company clients
  • Construction, mining, or contracting business

Policy Number​

Unique plant policy identifier.

Examples:

  • "PAR/2024/00123"
  • "PLANT-456789"
  • "PR-2024-EXC01"

Plant Description​

Detailed equipment description.

Requirements:

  • Comprehensive equipment details
  • Type of machinery
  • Key specifications
  • Usage information

Examples:

  • "Caterpillar 320D2 Hydraulic Excavator, 20-ton class, used for earthmoving and excavation on construction sites"
  • "Atlas Copco XAS 185 Diesel Air Compressor, 185 CFM, portable unit for pneumatic tools"
  • "Liebherr LTM 1100-5.2 Mobile Crane, 100-ton capacity, telescopic boom, used for lifting operations"

What to include:

  • Equipment type
  • Capacity/size
  • Key features
  • Primary use
  • Mobility (mobile/stationary)

Serial Number​

Equipment serial number.

Requirements:

  • Manufacturer's serial number
  • Alphanumeric code
  • Unique to the machine

Examples:

  • "CAT0320DEJXS12345"
  • "AC-XAS185-987654"
  • "LBH-LTM1100-456789"

Where to find:

  • Machine identification plate
  • Registration documents
  • Purchase invoice
  • Service records

Importance:

  • Unique identification
  • Claims verification
  • Theft recovery
  • Maintenance tracking

Year of Manufacture​

Year the equipment was made.

Requirements:

  • 4-digit year
  • As per manufacturer
  • Numeric only

Examples:

  • 2020
  • 2018
  • 2015

Tips:

  • Affects equipment value
  • Impacts premium calculation
  • Verify against documentation

Make​

Equipment manufacturer.

Examples:

  • "Caterpillar"
  • "Komatsu"
  • "Liebherr"
  • "Atlas Copco"
  • "JCB"
  • "Volvo"
  • "Hitachi"

Tips:

  • Use official manufacturer name
  • Consistent spelling
  • Standard capitalization

Model​

Specific equipment model.

Requirements:

  • Exact model designation
  • Include series/version if applicable

Examples:

  • "320D2" (Excavator)
  • "XAS 185" (Compressor)
  • "LTM 1100-5.2" (Crane)
  • "950M" (Wheel Loader)
  • "JS220LC" (Excavator)

Tips:

  • Include all model designations
  • Verify against machine plate
  • Be precise for valuation

Value​

Equipment insured value.

Requirements:

  • Numeric value
  • In Rands
  • Current market/replacement value

Examples:

  • 1500000 (R1,500,000)
  • 3500000 (R3,500,000)
  • 750000 (R750,000)

How to determine:

  • Current market value
  • Replacement cost
  • Dealer quotation
  • Professional valuation
  • Depreciated value

Tips:

  • Be realistic
  • Update annually
  • Consider age and condition
  • Keep valuation proof

Start Date​

Policy effective date.

Requirements:

  • When coverage starts
  • Format: YYYY-MM-DD
  • Before end date

Common scenarios:

  • Equipment purchase date
  • Lease start date
  • Project start date
  • Current date (immediate cover)

End Date​

Policy expiration date.

Requirements:

  • When coverage ends
  • Typically one year from start
  • Can be aligned with project end

Tips:

  • Usually annual policies
  • Renewable
  • Can match project duration

Premium​

Plant insurance premium.

Requirements:

  • Numeric value
  • In Rands
  • Based on equipment value and usage

Examples:

  • 12000 (R12,000)
  • 35000 (R35,000)

Premium factors:

  • Equipment value
  • Age and condition
  • Usage type
  • Storage location
  • Security measures
  • Claims history
  • Coverage extensions

Commission & Broker Fees​

Commission:

  • Auto-calculated from premium
  • Based on plant commission percentage
  • Read-only field

Broker Fees:

  • Optional fees
  • Admin or inspection fees
  • Manually entered

Coverage Extensions​

Plant All Risk policies can include optional extensions.

Hire In​

Coverage for equipment hired from others.

What it covers:

  • Equipment rented/hired into your business
  • Your liability for hired equipment
  • Damage while in your care

When to add:

  • Frequently hire equipment
  • Short-term equipment needs
  • Project-specific machinery

Example:

  • You hire a crane for 2 weeks
  • Coverage extends to hired crane
  • Protects against damage liability

Hire Out​

Coverage for equipment hired out to others.

What it covers:

  • Equipment you rent to others
  • Damage while hired out
  • Theft while with hirer

When to add:

  • Equipment rental business
  • Occasionally hire out equipment
  • Revenue protection

Example:

  • You own excavator
  • Hire it to contractor
  • Coverage continues while hired out

Theft​

Enhanced theft coverage.

What it covers:

  • Equipment theft
  • Attempted theft damage
  • Hijacking
  • Burglary

When to add:

  • High theft risk areas
  • Valuable equipment
  • Sites with limited security
  • Mobile equipment

Standard vs Extended:

  • Basic: Theft from locked premises
  • Extended: Theft from any location
  • Read policy terms carefully

Transit​

Coverage during transportation.

What it covers:

  • Damage while being transported
  • Loading/unloading damage
  • Transit accidents
  • Crane lifting onto transport

When to add:

  • Frequently move equipment between sites
  • Long-distance transportation
  • Multiple project locations
  • Equipment rental with delivery

Example:

  • Transporting excavator to new site
  • Truck accident damages machine
  • Transit coverage applies

Documents​

Plant policies benefit from documentation.

Recommended documents:

  • Equipment purchase invoice
  • Serial number photos
  • Valuation certificate
  • Service records
  • Operator qualifications
  • Site security details

Completing Plant All Risk Policy​

  1. Enter all equipment details accurately
  2. Verify serial number carefully
  3. Confirm equipment value is current
  4. Select required extensions based on usage
  5. Review premium and commission
  6. Click "Submit" to create policy
  7. Upload documents for records

Plant All Risk Management​

Ongoing management:

  • Update values annually
  • Report equipment additions
  • Remove sold equipment
  • Maintain service records
  • Ensure operators qualified

Claims:

  • Report incidents immediately
  • Document damage thoroughly
  • Provide serial numbers
  • Photos of damage
  • Police reports for theft

Risk management:

  • Secure storage
  • GPS tracking
  • Operator training
  • Regular maintenance
  • Site security

Value Added Products (VAPs)​

What are VAPs?​

Value Added Products are optional insurance add-ons that enhance main policy coverage. They provide specific additional benefits for an extra premium.

Who Needs VAPs?​

VAPs can be added to:

  • Motor policies
  • Personal policies
  • Commercial policies
  • Any client wanting extra protection

Accessing VAPs​

  1. Log in to InsureFlow
  2. Click "VAPs" in sidebar
  3. Click "Add VAPs Policy" button
  4. Complete the form

VAPs Policy Fields​

Client Selection​

Select client who needs VAP coverage.

Requirements:

  • Any client type
  • Individual or company
  • Can be standalone or linked to main policy

Policy Number​

Unique VAP policy identifier.

Examples:

  • "VAP/2024/00123"
  • "ADDON-456789"
  • "VAP-2024-CH"

Tips:

  • May reference main policy number
  • Often includes VAP type code

VAP Type​

Type of value-added product.

Options:

Car Hire:

  • Rental vehicle while yours is repaired
  • After accident or theft
  • Daily limit and maximum days

Excess Buyback:

  • Reduces or eliminates excess on claims
  • Applies to specific cover types
  • Saves money when claiming

Third Party:

  • Additional third-party liability
  • Extends standard cover
  • Higher liability limits

Roadside Assistance:

  • Breakdown assistance
  • Towing service
  • Battery, fuel, tire help
  • 24/7 availability

Key Replacement:

  • Lost/stolen key replacement
  • Locksmith services
  • Reprogramming costs

Glass Protection:

  • Windscreen/window replacement
  • No excess application
  • Includes installation

Emergency Accommodation:

  • Hotel costs after insured event
  • When home uninhabitable
  • Limited days and amount

Rental Vehicle Cover:

  • Covers rental cars you hire
  • Excess protection
  • Damage coverage

Travel Insurance:

  • Trip coverage
  • Medical emergencies
  • Baggage, cancellations

Home Emergency:

  • Burst geysers
  • Plumbing emergencies
  • Electrical failures
  • Emergency repairs

Breakdown Cover:

  • Vehicle breakdown assistance
  • Mechanical failure help
  • Towing included

Legal Expenses:

  • Legal cost coverage
  • Traffic offenses
  • Contract disputes
  • Labor issues

Other:

  • Any VAP not listed above
  • Specify in description

Description​

Detailed VAP description.

Requirements:

  • Clear explanation of coverage
  • Limits and exclusions
  • Key features

Examples:

Car Hire: "Car hire benefit providing replacement vehicle up to Group B (e.g., VW Polo) for maximum 14 days per claim. R800 daily limit. Activated when insured vehicle off road due to accident or theft claim."

Excess Buyback: "Excess reduction from R8,000 to R2,000 on comprehensive and theft claims. Applies to main insured vehicle only. Does not cover windscreen or third-party excess."

Roadside Assistance: "24/7 roadside assistance within 200km radius of major cities. Includes towing to nearest repairer, battery jumpstart, fuel delivery (client pays for fuel), flat tire change. Maximum 5 callouts per year."

Home Emergency: "Emergency plumbing and electrical repairs. Burst geyser coverage up to R15,000 per incident. Blocked drains, electrical trips, security gate failures. 2-hour response time. R25,000 annual limit."

What to include:

  • Main benefit
  • Limits (amount, days, distance)
  • Maximum claims or uses
  • Exclusions
  • Activation process

Premium​

VAP monthly or annual premium.

Requirements:

  • Numeric value
  • In Rands
  • Usually lower than main premium

Examples:

  • 150 (R150 per month)
  • 50 (R50 per month)
  • 1200 (R1,200 per year)

Typical premium ranges:

  • Car hire: R100 - R300/month
  • Excess buyback: R50 - R200/month
  • Roadside: R80 - R150/month
  • Home emergency: R100 - R250/month

Start Date & End Date​

VAP coverage period.

Requirements:

  • Same as main policy typically
  • Can be standalone period
  • End date after start date

Tips:

  • Often aligns with main policy
  • Can be shorter term
  • Renewable

Commission & Broker Fees​

Commission:

  • Auto-calculated from premium
  • Based on VAP commission percentage
  • Usually lower % than main policies
  • Read-only field

Broker Fees:

  • Optional fees
  • Rarely applied to VAPs
  • Keep affordable

VAP Details​

Additional structured information for specific VAP types.

Car Hire Details​

Vehicle Class:

  • Rental car category
  • Examples: "Group B", "Group C", "Luxury"
  • Determines car type client gets

Common groups:

  • Group A: Small car (e.g., Chevrolet Spark)
  • Group B: Compact car (e.g., VW Polo)
  • Group C: Medium car (e.g., Toyota Corolla)
  • Group D: Large car (e.g., VW Passat)

Days Limit:

  • Maximum days per claim
  • Numeric value
  • Common: 7, 14, 21, 30 days

Daily Limit:

  • Maximum cost per day
  • In Rands
  • Common: R500, R800, R1200

Example:

  • Vehicle Class: "Group B"
  • Days Limit: 14
  • Daily Limit: 800 (R800/day)

Total benefit:

  • Days Limit × Daily Limit
  • Example: 14 days × R800 = R11,200 maximum

Excess Buyback Details​

Original Excess:

  • Standard excess before buyback
  • In Rands
  • Example: 8000 (R8,000)

Reduced Excess:

  • New lower excess with VAP
  • In Rands
  • Example: 2000 (R2,000)

Coverage Types:

  • Which claims it applies to
  • Array of types
  • Examples: ["Comprehensive", "Theft", "Third Party"]

Benefit:

  • Original Excess - Reduced Excess
  • Example: R8,000 - R2,000 = R6,000 saving per claim

Third Party Details​

Limit Per Claim:

  • Maximum payout per incident
  • In Rands
  • Example: 1000000 (R1,000,000)

Annual Limit:

  • Maximum total payout per year
  • In Rands
  • Example: 5000000 (R5,000,000)

Coverage Types:

  • What is covered
  • Array of types
  • Examples: ["Property Damage", "Bodily Injury", "Legal Costs"]

Documents​

VAPs may require documentation.

Common documents:

  • VAP policy wording
  • Terms and conditions
  • Activation instructions
  • Emergency contact numbers
  • Service provider details

Completing VAPs Policy​

  1. Select appropriate VAP type from dropdown
  2. Write clear description of coverage
  3. Enter premium amount
  4. Complete VAP details section if applicable
  5. Review dates and commission
  6. Click "Submit" to create policy
  7. Provide client with VAP documentation

Using VAPs​

Activation:

  • Most VAPs require activation when needed
  • Emergency numbers provided
  • Follow specific processes
  • Document activation

Claims:

  • Often handled by VAP provider
  • May be separate from main insurer
  • Keep records of use
  • Monitor limits

Client communication:

  • Explain benefits clearly
  • Provide contact numbers
  • Explain activation process
  • Set realistic expectations

VAP Combinations​

Clients often bundle VAPs:

Motor VAP Bundle:

  • Car hire
  • Excess buyback
  • Roadside assistance
  • Glass protection

Home VAP Bundle:

  • Home emergency
  • Emergency accommodation
  • Legal expenses

Tips:

  • Bundle for better value
  • Avoid duplicate coverage
  • Match client needs
  • Review annually

Common Features​

All policy types share common features and functionality.

Policy Status​

All policies have a status indicator:

Active:

  • Policy is in force
  • Coverage is effective
  • Premiums being paid
  • Green indicator

Pending:

  • Policy created but not finalized
  • Awaiting documentation or payment
  • Not yet in force
  • Yellow/orange indicator

Expired:

  • Policy term ended
  • Coverage no longer in force
  • Can be renewed
  • Gray indicator

Cancelled:

  • Policy terminated early
  • No longer in force
  • Cannot be reactivated
  • Red indicator

Commission Calculation​

All policies automatically calculate commission:

How it works:

  1. Premium entered
  2. System retrieves commission % for policy type
  3. Commission calculated automatically
  4. Displayed in commission field
  5. Updates when premium changes

Commission percentages:

  • Set in Settings > Commission Settings
  • Different % for each policy type
  • Can be customized per business
  • Applied automatically

Example:

  • HCV Premium: R15,000
  • HCV Commission %: 12.5%
  • Calculated Commission: R1,875

Broker Fees​

Optional additional fees:

Purpose:

  • Administration fees
  • Setup fees
  • Inspection fees
  • Document fees

How to use:

  • Manually enter amount
  • Added to client invoice
  • Not included in commission calculation
  • Fully retained by broker

Best practices:

  • Be transparent with clients
  • Reasonable amounts
  • Documented in agreement
  • Consistent application

Document Management​

All policies support document uploads:

Document types:

  • Policy schedules
  • Quotations
  • Signed applications
  • Supporting documents
  • ID copies
  • Registration papers
  • Valuations
  • Photos

How to upload:

  1. Navigate to policy details
  2. Find documents section
  3. Click upload or drag-drop
  4. Select files
  5. Add description if needed
  6. Save

Best practices:

  • Upload promptly after creation
  • Organize by type
  • Use clear file names
  • Keep versions current
  • Scan in good quality

Find policies quickly:

Search by:

  • Policy number
  • Client name
  • Registration number
  • ID number
  • Date ranges

Search tips:

  • Partial matches work
  • Case-insensitive
  • Real-time filtering
  • Clear search to reset

Policy Editing​

Modify existing policies:

What can be edited:

  • Most fields except created date
  • Policy details
  • Coverage amounts
  • Dates (with care)
  • Status

What cannot be changed:

  • Policy creation date
  • Historical data
  • Past commission calculations

How to edit:

  1. Find policy in list
  2. Click edit button
  3. Modify fields
  4. Review changes
  5. Save

Important:

  • Changes are logged
  • Commission may recalculate
  • Notify client of changes
  • Update documents if needed

Policy Renewal​

Managing renewals:

Automatic reminders:

  • System generates renewal tasks
  • Based on end date
  • Configurable notice period
  • Appears in renewals section

Renewal process:

  1. Review renewal reminder
  2. Contact client
  3. Update premium/coverage
  4. Create new policy or extend existing
  5. Update dates
  6. Issue new documents

Best practices:

  • Start renewal process 60-90 days before expiry
  • Review coverage adequacy
  • Update values (inflation, depreciation)
  • Confirm client details current
  • Shop for competitive rates

Policy Reports​

Generate reports across policies:

Available reports:

  • Commission reports
  • Premium reports
  • Policy listings
  • Renewal forecasts
  • Client portfolios

How to generate:

  1. Navigate to Reports
  2. Select report type
  3. Choose filters (date range, policy type, client)
  4. Generate report
  5. Export if needed (PDF, Excel)

Best Practices​

Data Entry Excellence​

Accuracy:

  • Double-check all information
  • Verify against source documents
  • Consistent formatting
  • Complete all required fields

Completeness:

  • Don't skip optional fields
  • More information is better
  • Helps with claims
  • Builds comprehensive records

Consistency:

  • Use same formats across policies
  • Standard naming conventions
  • Consistent abbreviations
  • Uniform date formats

Document Management​

Comprehensive documentation:

  • Upload all relevant documents
  • Keep organized by type
  • Clear file naming
  • Update when documents change

Retention:

  • Keep for policy duration + 7 years
  • Maintain electronic backups
  • Organize by policy year
  • Archive completed policies

Client Communication​

Policy creation:

  • Confirm details with client
  • Explain coverage clearly
  • Provide documentation
  • Set expectations

Ongoing:

  • Regular policy reviews
  • Update for changes
  • Renewal reminders
  • Claims support

Risk Management​

Adequate coverage:

  • Don't under-insure
  • Review values annually
  • Consider inflation
  • Match coverage to risk

Security features:

  • Encourage client security improvements
  • Better security = lower premiums
  • Document security measures
  • Review periodically

Commission Management​

Transparency:

  • Understand commission structure
  • Track by policy type
  • Monitor trends
  • Reconcile with payments

Optimization:

  • Balance commission with client value
  • Long-term relationships
  • Quality over quantity
  • Sustainable business

Regular Reviews​

Quarterly:

  • Review all active policies
  • Check for renewal dates
  • Update changed information
  • Client check-ins

Annually:

  • Comprehensive policy review
  • Value updates
  • Coverage adequacy
  • Premium competitiveness

Troubleshooting​

Common Issues​

"Policy number already exists"​

Problem: Duplicate policy number

Solutions:

  • Verify you're not duplicating policy
  • Check for typos in policy number
  • Confirm insurer hasn't reused number
  • Contact insurer for clarification

"Commission not calculating"​

Problem: Commission shows 0 or wrong amount

Solutions:

  • Check commission percentage in settings
  • Verify premium is entered
  • Ensure commission % is set for that policy type
  • Refresh page
  • Contact system administrator

"End date must be after start date"​

Problem: Date validation error

Solutions:

  • Verify start date is before end date
  • Check date format is correct
  • Ensure no typos in dates
  • Use date picker instead of typing

"Total premium doesn't match categories"​

Problem: Premium calculation mismatch

Solutions:

  • Recalculate all category premiums
  • Ensure all categories saved
  • Verify no duplicates
  • Sum categories manually and compare

"Cannot upload document"​

Problem: File upload failing

Solutions:

  • Check file size (max usually 10MB)
  • Verify file type allowed (PDF, JPG, PNG, DOCX)
  • Check internet connection
  • Try different browser
  • Compress large files

Getting Help​

System support:

  • Check user guides
  • Contact system administrator
  • Submit support ticket
  • Use in-app help

Insurance questions:

  • Contact insurer directly
  • Review policy wordings
  • Consult with underwriter
  • Seek professional advice

Last Updated: February 2026 Version: 1.0 For: InsureFlow Management System