Insurance Agency CRM and Automation Solution

See expiring policies in time, remind customers on WhatsApp, and compare and present quotes on a single screen.

Policy Renewal Calendar Quote Comparison Flow WhatsApp Reminders n8n Workflows

AddressAtaşehir, Istanbul

Phone+90 850 335 10 87

E-mailinfo@360-soft.com

Insurance Agency CRM and Automation Solution

The Industry Problem

Why do renewal windows get missed?

A large share of an insurance agency’s income comes from renewing existing customers’ policies. Even so, in most agencies renewal tracking relies on an Excel list, a staff member’s diary or manually filtering a report from the agency software every morning. Missing a few policies in a busy period means those customers move to another agency or straight to an online channel.

Recurring problems in agencies

Missed renewals: Policies nearing their expiry date are not listed in time, and the customer is only reached on the last day.
The burden of preparing quotes: Quotes are obtained from several insurers for the same customer, prices and coverages sit on separate screens, and the comparison presented to the customer is put together by hand.
Scattered communication: Conversations with customers live in staff members’ personal WhatsApp accounts; when someone leaves, the history leaves with them.
Cross-selling opportunities go unseen: Whether a motor insurance customer also has a home or health policy is not visible at a glance.
Information flow during claims: Customers call again and again to find out the status of their claim file.

360 Soft solves these problems with CRM software designed around your agency’s workflow, official WhatsApp API integration and n8n workflow automation. The existing software you issue policies in stays in place; the CRM runs on top of it as a customer relationship and automation layer.

Modules

Insurance agency CRM modules

A structure that starts with renewal tracking and grows with automation.

Customer and Policy Record

All policies, lines of business, vehicle and property details, communication history and consent records together on the individual or corporate customer record.

Renewal Calendar

A renewal list generated automatically from expiry dates, with distribution by staff member, priority and status tracking (called, quoted, renewed, lost).

Quote Comparison Flow

Quotes from different insurers are entered into a single form or arrive via integration; premiums, coverages and deductibles are tabulated side by side and sent to the customer as a PDF or a link.

WhatsApp Reminders and Messaging

Renewal reminders, document requests and payment notifications with approved templates. All conversations are kept in the agency’s shared account and on the customer record.

n8n Automation Flows

Example flows: open a task and send a message a set number of days before expiry; notify the owner if the customer replies; create a policy issuance task if a quote is accepted.

Cross-Selling View

Lines of business the customer does not yet hold are flagged on the record, and customer lists matching set criteria are filtered for campaigns.

Claim File Tracking

Claim notifications, lists of missing documents and file status are recorded, and the customer is kept informed as the status changes.

Premium and Performance Reports

Reports on renewal rate, production and reasons for loss by staff member, line of business and insurer.

Automation

Sample renewal automation flow

Day counts and message content are adjusted to each agency.
Trigger	Automated Action	Channel
A set number of days left until policy expiry	A renewal task is opened and assigned to the responsible staff member	CRM task
After the task is opened	An approved renewal reminder template is sent to the customer	WhatsApp Business API
The customer replied to the message	The responsible staff member is notified and the conversation opens on the record	CRM + e-mail
Quotes entered	A comparison table is generated and a link is sent to the customer	WhatsApp / e-mail
The customer accepted the quote	A policy issuance task and document list are created	CRM task
Renewal did not happen	The reason for loss is captured and fed into reporting	CRM form

Architecture

How do the CRM, WhatsApp and n8n work together?

Technical setup

The CRM is a cloud-based web application with user-based permissions. Policy data is brought in through regular exports from your agency software or, where available, via an API; n8n can schedule this transfer so it runs without manual intervention. Because n8n is open source, flows are updated in its visual editor whenever business rules change.

Since WhatsApp is the channel customers use most, messaging runs through the official API connected to the agency’s shared number. Incoming messages are routed to the responsible staff member; for frequent questions (such as when does my policy expire, or which documents should I send), an AI chatbot that looks up CRM data can give the first answer. We describe this setup in detail on our n8n WhatsApp chatbot page.

Process

Implementation process

A gradual transition while your current agency software keeps running.

Process Analysis

We review your renewal, quoting and claims processes, the agency software you use and its data export options.

Scope and Fixed Quote

Modules, automation flows and message templates are listed, and a fixed-price proposal is prepared.

Setup and Data Migration

The CRM is set up, existing customer and policy data is migrated, and the WhatsApp Business API account and template approvals are completed.

Activating the Flows

Automations are first tested on a limited customer group, and message timing and content are fine-tuned.

Training and Support

Staff are trained on the system; support continues for new flows and reporting needs.

Pricing

A proposal tailored to your agency

If you want to collect online quote requests through a form on your agency’s website and have them land directly in the CRM, this can be set up together with our corporate web design service.

Pricing: A fixed-price proposal tailored to your project, within 24 hours. Request a quote or call +90 850 335 10 87.

Sık Sorulan Sorular

That depends on the connection options each insurer offers its agencies. If you have access as an agency to an official web service or API, an integration can be built. For insurers without one, staff enter the quote details into a form and the comparison still happens on the same screen. We do not use methods such as scraping insurer portals with unauthorised automation.

No. You can keep using the software you issue policies in. The CRM works as a layer for customer relationships, renewal tracking and communication. The policy list is transferred regularly from your existing software via Excel or an API.

The official WhatsApp Business API is used. First-contact messages to customers, such as renewal reminders, are sent with templates approved by Meta; once the customer replies, the conversation continues as free-form messaging. Unofficial tools that send bulk messages from personal numbers are not recommended, because they carry the risk of the account being shut down.

User-based permissions, audit logs, encrypted connections and regular backups are set up by default. Consent to commercial messages and acknowledgement of the privacy notice are stored on the customer record with the date and channel, and no automated marketing message is sent to a customer without consent. This covers the requirements of KVKK (Turkey’s data protection law) and can be aligned with the rules of your own market. The content of the legal texts remains the agency’s responsibility.

Yes. Small agencies usually start with just the renewal calendar and WhatsApp reminders, adding quote comparison and cross-selling flows later. The smaller the scope, the smaller the quote.

The price depends on the number of users, policy volume, integrations and the number of automation flows. A fixed-price proposal tailored to your project is sent within 24 hours.

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The first consultation is free. We prepare a tailored proposal within 24 hours.

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