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Quotations Guide

Complete guide for creating, managing, and sending insurance quotations in InsureFlow.

Table of Contents​

  1. Overview
  2. Accessing Quotations
  3. Creating a Quotation
  4. Quotation Details
  5. Auto-Population Features
  6. Sending Quotations by Email
  7. Managing Quotations
  8. Converting Quotations to Policies
  9. Best Practices
  10. Troubleshooting

Overview​

Quotations are preliminary insurance proposals sent to clients before issuing a policy. They provide pricing, coverage details, and terms for the client to review and accept.

What is a Quotation?​

A quotation is a formal document that:

  • Provides pricing for insurance coverage
  • Outlines coverage details and terms
  • Gives clients information to make decisions
  • Can be sent via email with attachments
  • Serves as a basis for creating policies

Benefits of Using Quotations​

For Brokers:

  • Professional client communication
  • Standardized pricing documentation
  • Track quote-to-policy conversion
  • Email history and follow-ups
  • Client decision tracking

For Clients:

  • Clear pricing breakdown
  • Written coverage details
  • Time to review and compare
  • Professional documentation
  • Easy to understand proposals

Accessing Quotations​

  1. Log in to InsureFlow
  2. Click "Quotations" in the left sidebar
  3. The quotations page opens

Quotations Page Layout​

Top Section:

  • Search bar: Find quotations quickly
  • Add Quotation button: Create new quotations
  • Filter options: Sort by status, date, client

Main Section:

  • Quotations list: All quotations in the system
  • Quotation cards: Each showing key details
  • Action buttons: View, edit, send, delete options

Information Displayed:

  • Client name and type
  • Quotation number
  • Risk type and coverage
  • Premium amount
  • Validity period
  • Status (Pending, Sent, Accepted, Declined)
  • Insurer name

Creating a Quotation​

Step 1: Click "Add Quotation"​

Click the "Add Quotation" button in the top right.

A form modal opens with fields to complete.

Step 2: Select Client​

Field: Client Selection

How to use:

  1. Click the client dropdown
  2. Type to search for client name
  3. Select the client from the list

Requirements:

  • Client must exist in the system
  • Individual or company client
  • Active client status

Tips:

  • Create client first if not in system (see CREATE_CLIENT_GUIDE.md)
  • Search works on client name
  • Recently added clients appear at top

Auto-Population: When you select a client, the system automatically:

  • Fills business type field
  • Sets preferred insurer if available
  • Loads recent policy data
  • Pre-populates relevant fields

Step 3: Complete Quotation Details​

Quotation Number​

Unique identifier for the quotation.

Format:

  • Company-specific format
  • Sequential numbering recommended
  • Alphanumeric allowed

Examples:

  • "QUO-2024-00123"
  • "24-Q-456"
  • "QUOTE/2024/789"

Best practices:

  • Use consistent format
  • Include year for easy tracking
  • Sequential numbering prevents duplicates
  • Make it professional and clear

Auto-generated option:

  • Some systems auto-generate
  • Can be manually entered
  • Must be unique

Business Type​

Type of business or personal insurance.

Options:

  • Personal Lines
  • Commercial Lines
  • Corporate
  • SME (Small/Medium Enterprise)
  • Individual
  • Fleet
  • Agricultural
  • Professional Services
  • Manufacturing
  • Retail
  • Construction
  • Transport
  • Other

Auto-populated:

  • From client record when client selected
  • Can be edited if needed
  • Helps categorize quotation

Importance:

  • Determines risk assessment
  • Affects pricing structure
  • Guides coverage options
  • Required for insurer submission

Risk Type​

Type of risk being insured.

Common Risk Types:

Motor:

  • Commercial Vehicle Fleet
  • Private Vehicles
  • Motorcycle
  • Classic Cars
  • High-Value Vehicles

Property:

  • Residential Buildings
  • Commercial Buildings
  • Industrial Property
  • Sectional Title
  • Vacant Land

Liability:

  • Public Liability
  • Professional Indemnity
  • Product Liability
  • Employers Liability

Specialized:

  • Contractors All Risk
  • Goods in Transit
  • Plant All Risk
  • Guarantee Insurance
  • Marine Cargo
  • Electronics
  • Machinery Breakdown

How to choose:

  • Select based on primary coverage needed
  • Can be customized in description
  • Affects insurer selection
  • Influences premium calculation

Coverage Type​

Level of coverage being quoted.

Motor Coverage:

  • Comprehensive: Full coverage including theft, damage, third-party
  • Third Party Only: Liability coverage only
  • Third Party Fire & Theft: Liability plus fire and theft

Property Coverage:

  • Buildings Only: Structure coverage
  • Contents Only: Belongings coverage
  • Buildings & Contents: Combined coverage
  • All Risk: Portable items coverage

Liability Coverage:

  • Standard: Basic liability cover
  • Extended: Enhanced liability limits
  • Professional: PI coverage
  • Combined: Multiple liability types

Select appropriately:

  • Match client needs
  • Consider budget
  • Explain differences to client
  • Include in quotation notes

Sum Insured​

Total value being insured.

Requirements:

  • Numeric value
  • In Rands (R)
  • Greater than 0
  • Realistic and accurate

Examples:

  • 500000 (R500,000 for vehicle)
  • 2500000 (R2,500,000 for building)
  • 1000000 (R1,000,000 for contents)

How to determine:

For Vehicles:

  • Current market value
  • Trade/dealer value
  • Agreed value with client
  • MM value if available

For Buildings:

  • Replacement cost (not market value)
  • Professional valuation
  • Square meter cost × area
  • Include improvements

For Contents:

  • Total replacement value
  • Item-by-item list
  • Inventory assessment
  • Include all possessions

For Liability:

  • Coverage limit required
  • Contractual requirements
  • Industry standards
  • Risk exposure assessment

Auto-population:

  • May populate from recent policy
  • Verify accuracy always
  • Update for current values
  • Consider inflation

Important:

  • Under-insurance is risky
  • Over-insurance wastes money
  • Review annually
  • Keep proof of values

Premium​

Quoted insurance premium.

Requirements:

  • Numeric value
  • In Rands (R)
  • Greater than 0
  • Includes taxes where applicable

Examples:

  • 1500 (R1,500 per month)
  • 18000 (R18,000 per year)
  • 2500 (R2,500 per month)

Components:

  • Base premium
  • Risk loading
  • Insurer fees
  • Broker fees
  • VAT (if applicable)

Frequency:

  • Specify if monthly or annual
  • Monthly: Multiply by 12 for annual
  • Annual: Divide by 12 for monthly
  • Include payment terms

Calculation:

  • Based on sum insured
  • Risk assessment
  • Claims history
  • Coverage level
  • Excess amounts
  • Security features

Competitiveness:

  • Compare with market rates
  • Balance price and coverage
  • Explain value to client
  • Consider client budget

Tips:

  • Round to reasonable amounts
  • Be competitive but realistic
  • Include breakdown in notes
  • Explain premium factors to client

Validity Period​

How long the quotation is valid.

Start Date:

  • When quotation is valid from
  • Usually quotation date
  • Can be future-dated
  • Format: YYYY-MM-DD

End Date:

  • When quotation expires
  • Typically 30 days from start
  • Can be customized
  • Must be after start date

Standard periods:

  • 30 days (most common)
  • 60 days (competitive quotes)
  • 90 days (long-term projects)
  • 14 days (urgent decisions)

Examples:

  • Start: 2024-02-01, End: 2024-03-01 (30 days)
  • Start: 2024-02-15, End: 2024-04-15 (60 days)

Importance:

  • Creates urgency
  • Protects against rate changes
  • Manages insurer commitments
  • Legal requirement

Tips:

  • Standard 30 days is recommended
  • Extend for complex decisions
  • Communicate expiry clearly
  • Follow up before expiry

Insurer​

Insurance company providing coverage.

Selection:

  • Choose from dropdown
  • Active insurers only
  • Based on risk type
  • Consider client preferences

Considerations:

Client preference:

  • Existing relationships
  • Previous positive experiences
  • Brand preferences
  • Auto-populated if set in client record

Coverage suitability:

  • Insurer specializes in risk type
  • Appropriate coverage options
  • Competitive pricing
  • Strong claims service

Broker relationships:

  • Established partnerships
  • Commission structures
  • Claims support
  • Underwriting flexibility

Financial strength:

  • Insurer stability rating
  • Claims paying ability
  • Market reputation
  • Regulatory compliance

Tips:

  • Match insurer to risk type
  • Consider client history
  • Explain insurer benefits
  • Multiple quotes for comparison

Description​

Detailed coverage description.

What to include:

Coverage details:

  • What is covered
  • Coverage limits
  • Territorial limits
  • Policy period

Key features:

  • Main benefits
  • Unique selling points
  • Value additions
  • Extensions included

Exclusions:

  • What is not covered
  • Important limitations
  • Client responsibilities
  • Conditions to note

Excess/Deductibles:

  • Standard excess amounts
  • Voluntary excess options
  • Excess waivers available
  • How excess works

Example:

Comprehensive motor insurance for Toyota Hilux 2020

Coverage includes:
- Accidental damage
- Theft and hijacking
- Third-party liability (R5m limit)
- Fire damage
- Hail and natural perils
- Windscreen cover (R5,000 limit)

Key features:
- 24/7 roadside assistance
- Car hire benefit (14 days, R800/day)
- Excess waiver option available
- Credit shortfall cover included

Standard excess: R8,000
Territorial limits: South Africa

Valid for 12 months from start date.

Best practices:

  • Be comprehensive but clear
  • Use bullet points for readability
  • Avoid jargon where possible
  • Highlight unique benefits
  • Include all important terms

Quotation Details​

Auto-Calculated Fields​

Some fields are automatically calculated:

Commission:

  • Calculated from premium
  • Based on commission percentage settings
  • Read-only field
  • Updates when premium changes

Expiry Warning:

  • Alerts before quotation expires
  • 7 days before expiry
  • Helps with follow-up

Status:

  • Pending: Just created
  • Sent: Emailed to client
  • Accepted: Client agreed
  • Declined: Client rejected
  • Expired: Past validity date

Auto-Population Features​

InsureFlow automatically populates quotation fields based on client history.

How Auto-Population Works​

When you select a client:

  1. System searches for client's recent policies
  2. Extracts relevant data from most recent policy
  3. Pre-fills fields with appropriate values
  4. Shows loading indicator while fetching
  5. You can edit any auto-populated data

What Gets Auto-Populated​

From Client Record:

  • Business type
  • Preferred insurer
  • Contact details
  • Address information

From Recent Policies:

Risk Type:

  • HCV/CAR policies: "Commercial Vehicle Fleet"
  • Commercial with motor: "Commercial Vehicle Fleet"
  • Commercial with buildings: "Property"
  • Personal policies: "Property"

Coverage Type:

  • Comprehensive, Third Party, etc.
  • Based on most recent policy

Sum Insured:

  • Contract value from recent policy
  • Total premium as estimate
  • Adjusted for quotation

Benefits:

  • Saves time on data entry
  • Reduces errors
  • Maintains consistency
  • Uses client's history

Important:

  • Always verify auto-populated data
  • Update for current values
  • Check against new requirements
  • Don't rely blindly on old data

Sending Quotations by Email​

InsureFlow allows you to email quotations directly to clients with attachments.

Step 1: Open Send Email Dialog​

From the quotations list:

  1. Find the quotation to send
  2. Click the "Send Email" or envelope icon
  3. Email dialog opens

Step 2: Configure Email​

Recipient:

  • Auto-filled with client email
  • Verify email address is correct
  • Can edit if needed

Subject:

  • Auto-generated subject line
  • Format: "Insurance Quotation - [Client Name] - [Quotation Number]"
  • Can customize subject
  • Keep professional

Message:

  • Pre-filled template message
  • Personalize for client
  • Include key details
  • Professional tone

Example template:

Dear [Client Name],

Please find attached your insurance quotation as requested.

Quotation Details:
- Quotation Number: [Number]
- Coverage: [Coverage Type]
- Premium: R[Amount] per [month/year]
- Valid until: [Date]

This quotation provides comprehensive coverage for your [risk type]
as discussed. The premium is competitive and includes all the
benefits outlined in the attached document.

Please review and let me know if you have any questions. I'm happy
to discuss any aspect of the coverage or pricing.

To proceed, simply reply to this email or call me directly.

Valid until: [Expiry Date]

Best regards,
[Your Name]
[Company Name]
[Contact Details]

Step 3: Add Attachments​

Click "Attach Files" or paperclip icon

Types of files to attach:

Quotation PDF:

  • System-generated quotation document
  • Professional format
  • Company branding
  • All coverage details

Policy Wording:

  • Full policy terms and conditions
  • Coverage details
  • Exclusions
  • Insurer document

Supporting Documents:

  • Benefit schedules
  • Comparison tables
  • FAQ documents
  • Brochures

File requirements:

  • Maximum 10MB per file
  • PDF format recommended
  • Multiple files allowed
  • Clear file names

Tips:

  • Attach generated quotation PDF
  • Include policy wording for transparency
  • Add comparison if multiple options
  • Ensure files are virus-free
  • Test files open correctly

Step 4: Review and Send​

Before sending:

  1. Review recipient email - Correct and complete
  2. Check subject line - Professional and clear
  3. Read message - No typos, personalized
  4. Verify attachments - All files attached, correct files
  5. Preview quotation - Accurate details

Click "Send Email"

Confirmation:

  • Success message appears
  • Email status updated
  • Quotation marked as "Sent"
  • Timestamp recorded

Email Status Tracking​

Status indicators:

Idle:

  • Not yet sent
  • Draft stage

Sending:

  • Currently being sent
  • Loading indicator shows

Success:

  • Email sent successfully
  • Green checkmark
  • Timestamp shown

Error:

  • Send failed
  • Error message displayed
  • Try again or check email settings

Follow-Up Actions​

After sending:

  1. Update quotation status to "Sent"
  2. Add follow-up reminder in calendar
  3. Note in client record that quotation sent
  4. Wait for client response
  5. Follow up before expiry date

Follow-up timeline:

  • 3 days: Check if received
  • 7 days: Ask for questions
  • 14 days: Gentle reminder
  • 25 days: Final reminder before expiry

Managing Quotations​

Viewing Quotations​

Quotations List:

  • All quotations displayed
  • Sorted by date (newest first)
  • Can be filtered by status
  • Search functionality available

Quotation Card Details:

  • Client name and icon
  • Quotation number
  • Risk type and coverage
  • Premium amount
  • Validity dates
  • Status badge
  • Action buttons

Searching Quotations​

Search bar at top of page

Search by:

  • Client name
  • Quotation number
  • Insurer name
  • Coverage type

Tips:

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

Filtering Quotations​

Filter options:

By Status:

  • All quotations
  • Pending
  • Sent
  • Accepted
  • Declined
  • Expired

By Date:

  • Today
  • This week
  • This month
  • Custom range

By Insurer:

  • Select specific insurer
  • View all quotes from one provider

Editing Quotations​

To edit a quotation:

  1. Click Edit button on quotation card
  2. Modify any fields
  3. Update premium if needed
  4. Click Save

What can be edited:

  • All quotation fields
  • Premium amounts
  • Dates
  • Coverage details
  • Status

Important:

  • If already sent, notify client of changes
  • Update documents if details change
  • Track revision history
  • Note reason for changes

Deleting Quotations​

To delete a quotation:

  1. Click Delete or trash icon
  2. Confirm deletion
  3. Quotation removed from system

When to delete:

  • Duplicate quotations
  • Incorrect quotations
  • Test/demo quotations
  • Client no longer interested

Important:

  • Cannot be undone
  • Consider archiving instead
  • Affects reporting
  • Loses email history

Updating Status​

Status workflow:

Pending → Sent → Accepted
                    ↓
              (Create Policy)

Or:

Pending → Sent → Declined
                    ↓
              (Archive/Delete)

Manual status updates:

  • Change status dropdown
  • Select new status
  • Save changes

Automatic status updates:

  • "Sent" when email sent
  • Can manually set "Accepted" or "Declined"

Converting Quotations to Policies​

When a client accepts a quotation, convert it to a policy.

Step 1: Mark as Accepted​

  1. Find the quotation
  2. Change status to "Accepted"
  3. Save changes

Step 2: Navigate to Policy Creation​

  1. Go to appropriate policy type page (HCV, Commercial, Personal, etc.)
  2. Click "Add Policy"

Step 3: Use Quotation Data​

Manual entry:

  • Refer to quotation details
  • Enter data into policy form
  • Ensure consistency
  • Verify all information

Copy quotation details:

  • Client selection
  • Coverage type
  • Sum insured
  • Premium amount
  • Insurer
  • Start/end dates

Step 4: Add Policy-Specific Details​

Additional information needed:

  • Policy number (from insurer)
  • Payment frequency
  • Commission structure
  • Detailed schedules (vehicles, buildings, etc.)
  • Documents (upload policy schedule)

Step 5: Create Policy​

  1. Complete all required fields
  2. Review carefully
  3. Click Submit
  4. Policy created and appears in policies list

Step 6: Update Quotation​

Optional but recommended:

  • Add note to quotation
  • Link to policy number
  • Mark as "Converted"
  • Archive quotation

Best Practices​

Creating Quotations​

Be accurate:

  • Double-check all figures
  • Verify sum insured values
  • Ensure premium is correct
  • Review before sending

Be comprehensive:

  • Include all coverage details
  • List exclusions clearly
  • Explain excess amounts
  • Provide contact information

Be professional:

  • Use proper formatting
  • Check spelling and grammar
  • Consistent branding
  • Clear and concise language

Be timely:

  • Send promptly after request
  • Set realistic validity periods
  • Follow up proactively
  • Respond to questions quickly

Client Communication​

Setting expectations:

  • Explain quotation vs. policy
  • Clarify validity period
  • Outline next steps
  • Provide contact information

Being responsive:

  • Answer questions promptly
  • Offer to discuss in person
  • Be available for clarifications
  • Follow up on outstanding quotes

Building trust:

  • Be transparent about coverage
  • Explain limitations honestly
  • Don't over-promise
  • Provide references if requested

Documentation​

Keep records:

  • Save all quotations
  • Track email communications
  • Note client feedback
  • Document changes

Organize files:

  • Consistent naming conventions
  • Proper folder structure
  • Easy retrieval
  • Regular backups

Follow-Up​

Systematic approach:

  • Set reminders for follow-up
  • Track quotation status
  • Note client interactions
  • Close loop on all quotes

Follow-up schedule:

  • Day 3: "Did you receive the quotation?"
  • Day 7: "Any questions about the coverage?"
  • Day 14: "Have you had time to review?"
  • Day 25: "Quotation expires soon, any decisions?"
  • Day 35: "Quotation expired, would you like an updated quote?"

Conversion Optimization​

Increase acceptance rates:

  • Competitive pricing
  • Clear value proposition
  • Excellent service
  • Quick turnaround
  • Professional presentation
  • Personalized approach

Track metrics:

  • Quotation-to-policy conversion rate
  • Average time to conversion
  • Declined quotation reasons
  • Premium competitiveness

Troubleshooting​

Common Issues​

"Client email is invalid"​

Problem: Email address format incorrect

Solutions:

  • Verify email format (user@domain.com)
  • Check for spaces or typos
  • Update client record
  • Test with different email

"Email failed to send"​

Problem: Email delivery failed

Solutions:

  • Check internet connection
  • Verify email settings
  • Confirm recipient email valid
  • Check attachment sizes
  • Try again later
  • Contact support if persists

"Quotation expired"​

Problem: Quotation past validity date

Solutions:

  • Create new quotation
  • Update validity dates
  • Check with insurer for current rates
  • Send updated quote to client

"Auto-population not working"​

Problem: Fields not pre-filling

Solutions:

  • Ensure client has existing policies
  • Refresh the page
  • Clear browser cache
  • Check client has recent policy data
  • Manually enter if needed

"Cannot find quotation"​

Problem: Quotation not showing in list

Solutions:

  • Check search filters
  • Clear search query
  • Check status filter
  • Ensure quotation was saved
  • Check with other users

"PDF not generating"​

Problem: Cannot create quotation PDF

Solutions:

  • Check browser pop-up blocker
  • Try different browser
  • Ensure all required fields complete
  • Refresh and try again
  • Contact support

Keyboard Shortcuts​

Speed up your workflow with shortcuts:

  • Ctrl + N: New quotation
  • Ctrl + S: Save quotation
  • Ctrl + F: Focus search
  • Esc: Close modal
  • Enter: Submit form

Tips for Success​

  1. Use templates for common quotations
  2. Save time with auto-population features
  3. Follow up systematically on all quotes
  4. Track conversion rates to improve
  5. Be competitive with pricing
  6. Provide excellent service to increase acceptance
  7. Keep quotations organized for easy access
  8. Document everything for reference
  9. Communicate clearly with clients
  10. Convert accepted quotes to policies promptly

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