Bring your agency's policy, renewal and claim flow into one app

The moment an agency's portfolio passes a few hundred policies, tracking it no longer fits in a spreadsheet and a phone book. Whose comprehensive motor cover expires at the end of the month, which instalment went unpaid, which endorsement was processed — all of it is scattered across different insurer portals. And when a policyholder wants to look at their policy, they call the agency. The app pulls that scattered flow into one place.

How many separate apps does this need?

  • 01

    Policyholder app (iOS + Android)

    The customer's policy wallet: motor liability, comprehensive motor, DASK (Turkey's compulsory earthquake insurance), complementary health and private pension policies in one list, with expiry tracking, photo-based claim reporting and card payment of premium instalments.

  • 02

    Agency team app (iOS + Android)

    For portfolio owners and licensed technical staff: create a customer from a national ID number or licence plate, log quotes, see the renewals due list, record call outcomes, send a payment link while in the field and open endorsement requests.

  • 03

    Agency management panel (web)

    Policy and endorsement records, commission reconciliation per insurer, collections and due-date tracking, renewal campaign queue, production reporting per staff member, and management of KVKK (Turkey's data protection law, aligned with GDPR) consent and access logs.

What the app includes

  • Open a customer or vehicle record from national ID (TCKN) or plate number
  • Policy wallet with a countdown to each expiry date
  • Endorsement version history: view the policy as it stood on any given date
  • Offline claim notification with photos queued for background upload
  • Attach a photo of the accident report form to the claim
  • Send a payment link when a premium installment falls due
  • Commission reconciliation: mismatch list between insurer statement and policy records
  • Reverse entries for negative commission from cancellations and endorsements
  • Share calculation for portfolio owners and sub-agencies
  • Product-specific renewal reminder tiers for motor liability, casco, earthquake (DASK) and health cover
  • Call outcome notes, including “renewed with another agency” as a loss reason
  • Separate permissions, encryption and view logging for health documents

State of the sector

Insurance is no longer sold only from the agency's shop window; comparison sites, banks and insurers' own mobile apps all reach the same customer directly. In every one of those channels the policyholder can see their policy on their phone and gets a notification when it is due for renewal. A regional agency's advantage is relationship and fast claims support — but a customer who cannot see their policy drifts to whichever channel is easiest to reach come renewal season. An agency without an app starts losing its existing portfolio in renewal week, and usually does not notice, because the customer never says goodbye; they simply never call again.

Metrics that matter here

  • Policy renewal rate — Staged reminders tied to the expiry date, plus a call list, stop renewals from being forgotten and drifting to a competing agency.
  • Policies per customer — Seeing the gaps in a customer's wallet lets the team offer DASK or health cover to a motor customer at the right moment.
  • Quote-to-policy conversion time — Logged quotes and follow-up reminders keep a warm enquiry from going cold in someone's phone notes.
  • Overdue premium balance — A payment link sent as an instalment falls due reduces the policy cancellations that follow late collection.

Common mistakes in this sector

  • Storing a policy as a single row If an endorsement overwrites the existing record, the policy's state on the date of the claim is lost, and in a coverage dispute the agency is left without documentation. Policies should be versioned from day one, with every change writing a new version.
  • Relying on push notifications alone for reminders Most policyholders install the app when they buy the policy and then turn notifications off. A renewal warning sent only as a push goes unseen. Notifications, SMS and the staff call list have to work together, with the channel configurable per product.
  • Trying to integrate every insurer at once Each insurer's service and approval process moves at its own pace; put them all in the first release and the project stalls waiting on integrations. Start with the two or three insurers that account for most of your production, handle the rest through the file upload flow, and add them later.
  • Filing health policy documents with everything else Medical reports and declarations are health data; kept in the general document folder, they are visible to all staff and create KVKK exposure. These records need separate access rights, separate encryption and view logging, isolated from day one.

Regulation and compliance

Insurance agency work in Turkey is regulated by SEDDK (the Insurance and Private Pension Regulation and Supervision Authority) and requires registration on the TOBB agency register; someone without technical-staff authorisation cannot issue a quote, so role permissions in the app are modelled to match the register and technical-staff records. Because insurance contracts carry a duty to inform, the quote and policy information form must also be presented to the policyholder within the digital flow, with the approval recorded. Policy records contain national ID numbers, licence plates and addresses, and for health products special-category data, so KVKK (Turkey's data protection law, aligned with GDPR) requires explicit consent, access logging and defined retention periods. Commission invoices are issued in line with GİB (Turkish Revenue Administration) rules as e-Arşiv or e-Fatura (Turkey's mandatory e-invoicing system).

The real challenges in this sector

  • Every insurer delivers policies in a different format

    An agency works with dozens of insurers; some expose a web service, others only let you download a PDF from their portal. We build a common data model for policy number, start and end dates, gross premium, commission rate and coverage lines, then write a separate converter per insurer. Fields that fail to map are never silently left blank: they drop into an “incomplete record” queue in the panel and are completed by hand.

  • An endorsement changes a policy without erasing its history

    A vehicle is sold, an address changes, coverage is increased, and every endorsement recalculates premium and commission. If a policy is stored as a single row, its earlier state disappears and, at the moment of a claim, which coverage applied becomes a matter of argument. Policies are stored with version history: every endorsement writes a new version, the app shows the current one, and the panel opens previous versions by date range.

  • Health policies carry special-category data

    In complementary and private health insurance, declarations, medical reports and claim documents are health data and cannot sit in the same table as other policies. These records are kept in a separate encrypted store, visible only to authorised technical staff, with every view logged. On mobile, documents are never persisted on the device; they are shown on screen, the cache is cleared when the session ends, and an explicit consent record is kept separately.

  • Claims are usually reported at the roadside

    At the scene of an accident the signal is weak and the policyholder is trying, hands shaking, to upload the accident report form and damage photos. The claim form has to work offline, photos must be compressed on the device and queued, and uploads must resume in the background in chunks once connectivity returns. An interrupted upload does not start over; it continues where it left off, and the policyholder sees a claim reference number immediately.

  • Cancellations and instalments break commission reconciliation

    The commission on an insurer's statement rarely matches what the agency expected: a cancelled policy books negative commission, on instalment premiums commission accrues as payments are collected, and endorsement differences arrive as separate lines. The panel matches the insurer statement against policy records, drops mismatched lines into a discrepancy list, and calculates the sub-agent's or portfolio owner's share from the reconciled figure.

Required integrations

  • Insurer agency portals and web services (pulling policy, endorsement and cancellation records)
  • Premium collection, instalments and payment links via bank virtual POS and iyzico / PayTR / Param (Turkish payment providers)
  • e-Fatura and e-Arşiv (Turkey's mandatory e-invoicing system, GİB — Turkish Revenue Administration) for commission and service invoices
  • MERNIS / e-Devlet (Turkey's national identity and e-government services) verification of national ID and identity details
  • SMS and WhatsApp Business messaging infrastructure (renewal, due-date and claim status messages)
  • Accounting software export (commission, collections and ledger movements)

Who this page is for

  • A single-office regional agency with a few hundred policies

    The priority is not missing renewals. A narrow first release — policy wallet, per-product reminders, call list — is enough; start with file upload instead of insurer integrations and leave claims and collection to a later phase.

  • An agency producing through portfolio owners and sub-agencies

    The real problem is commission reconciliation. Statement matching, mismatch lists, reverse entries on cancellations and endorsements, and share calculation come first; the policyholder app can follow in a second phase.

  • A newly founded agency focused on health and complementary health cover

    Health data must be separated from day one: encrypted storage apart from other records, explicit consent capture, view logging and tight access. Quote follow-up and digital acknowledgement of the disclosure form belong in scope; vehicle-centred claim flows can wait.

A phased plan that splits the budget

  1. 1

    Phase 1 — Policy wallet and renewal tracking 5-7 hafta

    Policyholders see their cover on the phone and get push plus SMS reminders before expiry; the team works a daily renewal call list. Policies enter the panel manually or by file upload. This ships without waiting on insurer integrations, because portfolio loss happens mostly in the renewal window.

  2. 2

    Phase 2 — Claim notification and premium collection 4-6 hafta

    Adds an offline-capable claim form with a photo upload queue and instant claim number, plus card collection through a bank virtual POS or payment provider, with payment links and installments. It builds on Phase 1: customer records and policy versions already exist, so claims and payments attach to the right policy.

  3. 3

    Phase 3 — Insurer integrations and commission reconciliation 5-8 hafta

    Connects the two or three insurers behind most of the production, via web service or portal file, so policies, endorsements and cancellations flow in automatically; insurer statements are matched to produce a mismatch list and portfolio-owner shares. Left last because insurer approval timelines are outside the agency's control.

Typical scope and timeline

A typical first release: policy wallet and claim reporting for the policyholder, portfolio and renewal lists for the team, policy and endorsement records in the panel, plus commission and collections tracking. Data integration with two or three insurers, payment infrastructure, KVKK consent and logging structure, and release on the App Store and Google Play are included.

Estimated timeline: 10-16 weeks

Off-the-shelf or custom build?

Topic Off-the-shelf Custom build
Connecting to insurer portals Established agency suites ship with ready connections to the large insurers' services — a genuine advantage, since building these alone takes months. Each insurer is built separately; which ones allow a web service and which only a portal file is mapped at the start, and the timeline follows that map.
A mobile app under the agency's own name Most off-the-shelf systems focus on back-office use; the policyholder side is either missing or a shared app carrying the vendor's brand. Published on the App Store and Google Play under the agency's own name; renewal notifications and claims land directly with the agency, with no intermediary brand.
Commission-sharing rules A standard sharing rate can be configured and that is enough for many agencies; setup is fast and needs no development. Different rates per product, commission accruing only as installments are collected, and reverse entries on cancellation are built to the agency's own rules.
Data ownership and moving the portfolio A monthly subscription is cheaper in the first year and maintenance sits with the vendor; in exchange, portfolio data lives in the vendor's database. Policies, endorsements, claims and data-protection access logs stay on the agency's own server; there is no subscription, only hosting and whatever development is requested.

Sector glossary

Endorsement (zeyilname)
A record amending a live policy — vehicle sale, address or coverage change. It recalculates premium and commission, so unless policies are stored as versions the earlier state is lost.
Registry listing and licensed technical staff
The agency must be listed on Turkey's official insurance agency registry, and whoever issues a quote must hold licensed technical-staff status. App roles mirror that: unlicensed users cannot open the quote screen.
DASK (compulsory earthquake insurance)
Turkey's compulsory earthquake cover for dwellings. Almost every home customer has one, and its renewal window behaves differently from motor casco — which is why reminder tiers are set per product.
Portfolio owner
The person who brought the customer in and takes a share of the commission on those policies — sometimes staff, sometimes an outside introducer. Cancellations and endorsement differences hit their account too.
Accident report form
The form drivers complete at the scene; it is the core document of a claim. Roadside signal is weak, so its photo is captured offline, queued, and uploaded once connectivity returns.

Frequently asked questions

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