Smart quote forms
Questions that change by cover type, occupation and answers, with uploads for claims history and financials.
Insurance broker software: quote forms, renewals & portals
Insurance brokers: quote forms that ask the right questions. Fewer follow-ups, faster quotes.
Enquiries turn up missing half the details. Renewals live in a spreadsheet and certificates of currency get requested by email five times a day. We build smart quote forms, renewal workflows, client portals and claims systems for insurance brokers that sit alongside your broking system. Then we host them and look after them.
Looking for insurance broker quote and client portal software?
Every class of cover needs different information. A tradie's public liability quote needs turnover, trade and subcontractor spend. A fleet needs every rego and every driver. A strata building needs the valuation and the defects. Most brokers still send a PDF or a generic web form. Then they spend the week chasing what's missing before an underwriter will even look at it.
Wollopit builds custom software for insurance brokerages. It asks the right questions for each risk up front, keeps renewals moving without a spreadsheet and gives clients a portal for policies, certificates and claims. We work alongside WinBEAT, Steadfast INSIGHT or whatever broking system you run. Your data stays where it belongs and your team stops retyping it.
01The problems
What we hear from insurance brokers
Does your insurance brokerage have these problems? Here's how we'd fix them.
Most brokerages we talk to are great at placing risk and stuck chasing paperwork. The broking system holds the policy. Everything client-facing still runs on email and good memory.
- The problemEnquiries missing half the detailsThe web form asks for name, phone and 'tell us about your business'. Then it's three emails before you can approach a market.How we fix itSmart quote forms that change by cover type and occupation, so underwriters get turnover, claims history and sums insured the first time.
- The problemCommercial questionnaires on paperA 12-page business pack gets printed, scanned crooked and emailed back with page seven missing.How we fix itOnline risk questionnaires that save as they go, let clients come back later and flag anything left blank before it's submitted.
- The problemRenewals run off a spreadsheetSomeone exports the month's renewals, emails clients one by one and hopes nothing slips past expiry.How we fix itRenewal workflows that start weeks out, send their own reminders and show every client's status on one board.
- The problemNobody tells you what changedThe client added a second ute, a new trade and a shed full of stock. You find out at claim time.How we fix itRenewal update forms that ask what's changed this year: turnover, staff, vehicles, locations and sums insured.
- The problemCertificate of currency requests all dayHead contractors, landlords and councils want a CoC by lunchtime. Someone drops what they're doing to send it.How we fix itSelf-service certificates of currency that clients download from the portal or send straight to a third party.
- The problemClients don't know how to lodge a claimPanicked calls after a storm, photos sent by text and no idea what the insurer actually needs.How we fix itGuided claim forms by claim type with photo and invoice uploads, plus status updates as the claim moves along.
- The problemPolicy documents lost in inboxesClients can't find their schedule, ask for it again and staff dig through Outlook to resend the same PDF.How we fix itA client portal with every policy, schedule, PDS and invoice in one place, right there on their phone.
- The problemMid-term changes by emailAdd a vehicle, change an address, note an interested party. Each one is an email someone has to decode.How we fix itEndorsement request forms that capture exactly what's needed and land in the right account manager's queue.
- The problemFleet and asset schedules out of dateTrucks and plant come and go. The schedule the insurer holds is three vehicles behind.How we fix itA live fleet and asset register clients update themselves, with every change sent to you for approval.
- The problemCompliance paperwork chasing youFSGs, general advice warnings, duty of disclosure notices and TMD checks all need sending and recording.How we fix itDisclosure documents sent automatically at the right step, with a timestamped record of who got what.
- The problemCommission statements that never reconcileInsurer and premium funder statements arrive in different formats and someone ticks them off by hand.How we fix itCommission reconciliation that matches statements to policies and flags gaps before anything goes to Xero or MYOB.
- The problemReferral partners left in the darkAccountants and finance brokers send you clients and never hear another word.How we fix itA referral partner portal with simple status updates and referral tracking, sharing only what they need to see.
02What we build
Solutions
What we build for insurance brokers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Commercial risk questionnaires
Long business packs online, saved as they go, with reminders for anything left blank.
Renewal workflows
Triggered 30, 60 or 90 days out with reminders, update forms and a status board for the team.
Renewal update forms
What's changed this year: turnover, staff, vehicles, sites and sums insured.
Self-service certificates of currency
Downloaded by clients or sent straight to a head contractor, landlord or council.
Claim lodgement
Guided forms by claim type with photos, quotes and invoices uploaded from a phone.
Client portal
Policies, schedules, invoices, certificates and claims behind one login.
Endorsement requests
Add a vehicle, change an address or note an interested party without the email tennis.
Fleet & asset registers
Vehicles, plant and equipment that clients keep current, with changes approved by you.
Disclosure & compliance tracking
FSGs, general advice warnings and duty of disclosure notices sent and logged automatically.
Payments & premium funding
Pay premiums by card through Stripe or start a premium funding application without the paperwork shuffle.
Commission reconciliation
Insurer and funder statements matched to policies before they hit Xero or MYOB.
Referral partner portal
Accountants and finance brokers send referrals and see where they're at.
A broker website that quotes
Hand-built, fast on mobile, with smart quote forms built in and set up to rank for 'business insurance broker' in your area.
03The systems
The big ones
Your whole brokerage, client side sorted.
These are the systems brokers ask us about most. Each one works on its own. They get properly clever when they're joined up with your broking system.
Smart quote forms
Ask the right questions the first time.
Each form changes with the cover and the client's answers. A plumber gets asked about hot works and subcontractors while a café gets asked about cooking and glass. Underwriters get a complete submission and you skip the chase.
- Questions by class of cover
- Occupation-based logic
- Claims history and loss details
- Upload financials and photos
- Save and come back later
- Missing info flagged before submit
- Duty of disclosure wording built in
- Submission summary ready for markets
- Lands in the right broker's queue
- Pre-filled for existing clients
Renewal workflows
A renewal month that runs itself.
Renewals kick off on their own weeks before expiry. Clients get a reminder and a short update form while the team sees who's replied on one board. Nothing gets close to lapsing without someone knowing.
- Triggered 30, 60 or 90 days out
- Update forms for what's changed
- Email and SMS reminders
- Status board for the whole team
- Escalation before expiry
- Disclosure notices at the right step
- Renewal terms sent for acceptance
- Signed declarations through DocuSign
- Lapsed and declined renewals tracked
- Synced with your broking system
Client portal
Clients help themselves. Your inbox breathes.
Every client gets a login for their policies, schedules, invoices and certificates of currency. A tradie who needs a CoC for site at 7am downloads it or sends it straight to the head contractor. Nobody in your office lifts a finger.
- Policies and schedules in one place
- Self-service certificates of currency
- Send a CoC straight to a third party
- Invoices and card payments
- Endorsement requests
- Fleet and asset register
- Claims lodged and tracked
- Renewal update forms
- Works on any phone
- Secure logins for each client
Claims lodgement
Claims that start calm.
Guided forms walk clients through what happened, what's damaged and what the insurer needs, with photos straight from their phone. Your claims team gets a tidy file. Clients see where it's at without ringing.
- Forms by claim type
- Photo and video uploads
- Quotes and invoices attached
- Police and incident numbers captured
- Urgent claims flagged
- Claims team queue
- Status updates by email and SMS
- Notes and documents in one file
- Claim history per client
Compliance & commissions
The paperwork, recorded properly.
FSGs, general advice warnings and duty of disclosure notices go out at the right step and get logged. Complaints are tracked against their timeframes. Commission and funder statements reconcile against policies before they reach your accounts.
- FSGs sent and logged
- General advice warnings by product
- Duty of disclosure notices at renewal
- TMD and target market checks recorded
- Complaints register with timeframes
- Breach and incident log
- Commission statements matched to policies
- Premium funding status tracked
- Exports to Xero or MYOB
- Audit-ready reports
04How it changes
Before and after
A renewal month, wolloped.
Here's how a busy renewal month could change. Every brokerage is different, so we map yours first.
Before
- Export the month's renewals into a spreadsheet
- Email clients one by one asking what's changed
- Chase missing turnover and vehicle details by phone
- Send the same certificate of currency three times
- Disclosure notices attached by hand and hopefully saved
- One renewal slips past expiry
After
- Renewals trigger themselves 60 days out
- Clients fill in a short update form online
- Missing details flagged before they submit
- Certificates self-served from the portal
- Disclosure notices sent and logged automatically
- The board shows exactly who still needs a nudge
05Services
Everything under one roof
Software, websites and systems for insurance brokers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for insurance brokers
Built around how your insurance brokerage actually runs: smart quote forms, commercial risk questionnaires and the admin in between, in one system you own.
Websites for insurance brokers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Insurance brokerage system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for insurance brokers
Renewal workflows and renewal update forms: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect WinBEAT, Steadfast INSIGHT and Steadfast Client Trading Platform so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your insurance brokerage, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside the broking system you're happy with or replace the bits holding you back.
- WinBEAT
- Steadfast INSIGHT
- Steadfast Client Trading Platform
- Xero
- MYOB
- Microsoft 365
- Outlook
- Google Workspace
- DocuSign
- HubSpot
- Salesforce
- Calendly
- Stripe
- Zoom
- Hunter Premium Funding
- IQumulate
- Mailchimp
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your insurance brokerage: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your account managers and claims team, then work out where the chasing, retyping and waiting really happens.
- 02
Archi-tech
We plan it before writing code: your classes of cover, forms, renewal steps, broking system links, compliance records, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before the 30 June rush.
- 04
Look after
We host it, maintain it and keep it secure. When something breaks you call the people who built it.
08Questions
FAQ
Things insurance brokers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Does it replace our broking system?
No. It works alongside it. Your broking system stays the home of your policies while we handle the client-facing forms, portals, reminders and claims, passing data back so nobody retypes it.
We already use WinBEAT or INSIGHT. Do we have to switch?
No. We build around what works. If something is genuinely holding you back we'll show you what replacing it would involve before anything changes.
Can quote forms be different for each type of cover?
Yes. That's the point. Forms change by class of cover, occupation and the client's answers, so a tradie, a café and a landlord each get the questions their underwriter actually needs.
Can clients get their own certificates of currency?
Yes. Clients log in to download a current certificate or send it straight to a head contractor, landlord or council. You decide which policies allow it.
Will it help with our compliance obligations?
It helps you send and record the right documents at the right step, like FSGs, general advice warnings and duty of disclosure notices. Your compliance decisions stay with you and your licensee. We just make the records easy to keep.
Is our clients' information secure?
We take it seriously. Everything is behind secure logins with access controlled by role and we keep it updated and patched. We're happy to walk through your privacy requirements before we build.
How much does it cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like a smart quote form or certificate self-service can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most insurance brokers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got an insurance brokerage problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.