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Starting point of the insurance journey. A Policy Proposal is the very first step. Nothing else in the insurance process can begin without an approved proposal.
Comes before: Insurance Policy Leads to: Once approved, the proposal is converted into a full Insurance Policy.

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Overview

When a new applicant - whether an employee or an external customer - wants to take out an insurance policy, the process begins with a Policy Proposal. Think of it as an application form. You record who the applicant is, what kind of insurance they want, how much coverage they need, and how they plan to pay. The proposal is then reviewed and approved (or declined) by an Insurance Manager before any formal policy is issued. No money changes hands at this stage. No policy is active. The proposal simply captures the intent and gets it approved.

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Who Uses This Feature

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Before You Start

Before you create a Policy Proposal, make sure the following already exist in the system:
  • The applicant’s record - either a Customer record (for external clients) or an Employee profile (for staff members)
  • An Insurance Product - the type of policy being applied for (e.g. term plan, health plan). Your Insurance Manager sets these up.
  • The insurance company - the provider must already be saved as a supplier in the system
If any of these are missing, ask your administrator or Insurance Manager to add them first.

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How to Create a Policy Proposal

1

Open the Insurance Management workspace

From your home screen, go to the Insurance Management workspace. Under the Insurance Management section, click Policy Proposal, then click New.
Insurance Management workspace showing the Policy Proposal option and New button
2

Choose the applicant type

In the Policyholder Type field, select whether the applicant is a Customer (an external client) or an Employee (a staff member).This selection controls which records appear in the next field.
3

Select the applicant

In the Policyholder field, search for and select the applicant. The list will show customers or employees depending on what you chose in the previous step.
Policy Proposal form showing the Policyholder Type and Policyholder fields filled in
4

Fill in the personal details

Enter the applicant’s personal information:
  • First Name and Last Name - exactly as they appear on their ID
  • Date of Birth - used to calculate the correct premium rate
  • Age - confirm this matches the date of birth
  • Email Address and Phone Number - for correspondence
Policy Proposal form showing personal detail fields: name, date of birth, age, email, phone
5

Enter the proposal details

Fill in the insurance-specific information:
  • Insurance Company - the provider offering the policy
  • Proposal Date - today’s date (or the date the application is being made)
  • Insurance Product - the type of plan being applied for
  • Coverage Amount - the sum the applicant wants to be insured for
  • Premium Calculation Mode - how often they will pay: Monthly, Quarterly, or Yearly
  • Policy Duration - how long the policy should run
The system will calculate the Premium Amount, Total Premium, and Total Premium for Policy Term automatically once you select the product and coverage amount.
6

Fill in the address

Enter the applicant’s full residential address. This is used for correspondence and official records.
7

Add co-applicants (if any)

If the policy covers more than one person (for example, a family plan), scroll to the Co-Applicants section and add their details.
Co-Applicants section showing a table where additional members can be added
8

Upload supporting documents

Go to the Documents section and attach any required paperwork - identity proof, address proof, medical certificates, or anything else the insurance company needs.
Documents section showing file upload rows with document type and attachment fields
9

Save and submit

Click Save to save your work. When everything is complete, click Submit to send the proposal for manager approval.Once submitted, the status changes from Draft to awaiting review. You can no longer edit the proposal after submission.
Submitted Policy Proposal showing the workflow status bar and Submit button

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Field Guide

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Workflow Journey

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What Happens Next

Once the Insurance Manager approves the proposal:
  • The Proposal Status changes to Approved
  • The Customer Service team or Billing Specialist can now convert it into an Insurance Policy
  • To convert, open the approved proposal and tick the Create Insurance Policy checkbox, then save
  • The system creates a new Insurance Policy linked to this proposal
  • The Insurance Policy then goes through its own approval process before becoming active
If the proposal is Rejected, the applicant is notified and the process ends here. A new proposal can be created if the issue is resolved.

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Automatic Actions

When you select an Insurance Product and enter the Coverage Amount and Policy Duration, the system calculates the Premium Amount, Total Premium, and Total Premium for Policy Term for you. You do not need to calculate these manually.
When a proposal is created for a Customer, the system stores a reference to this proposal on the customer’s record. This means you can always find a customer’s proposal directly from their customer profile.

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Best Practices

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Do

  • Create the applicant’s customer or employee record first - you cannot create a proposal without it
  • Double-check the date of birth - this affects the premium calculation and eligibility check
  • Upload all documents before submitting - getting everything in one go avoids back-and-forth after submission
  • Use the Proposal Date as today’s date - this is the official start of the application process
  • Add co-applicants at the proposal stage - their details carry forward into the policy

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Don’t

  • Don’t submit until all required fields are complete - you cannot edit a submitted proposal
  • Don’t create duplicate proposals for the same applicant and product - check whether one already exists first
  • Don’t leave proposals in Draft for long periods - stale drafts create confusion about active applications
  • Don’t guess the premium amounts - always let the system calculate them from the product settings

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Common Mistakes & Troubleshooting

If you cannot find the Insurance Product you need in the dropdown, the product has not been set up yet. Ask your Insurance Manager to create it under Insurance Management → Masters → Insurance Product.
If the Coverage Amount or Policy Duration fields do not produce a premium calculation, check that the Insurance Product has its premium slabs and settings configured. Your administrator can verify this.
Once a proposal is submitted, it is locked. If you need to make changes, the Insurance Manager must reject it so you can create a corrected version. Make sure all details are accurate before clicking Submit.
If the Policyholder field is empty after selecting the type, it means no Customer or Employee records exist yet. The record must be created before you can save the proposal.

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Workspace Access

You reach Policy Proposal through the Insurance Management workspace. Path: Insurance Management workspace → Insurance Management card group → Policy Proposal
Insurance Management workspace with the Insurance Management card group highlighted, showing the Policy Proposal link
The workspace also shows you the visual workflow pipeline at a glance. In the Insurance Process lane, Policy Proposal is the second step after Insurance Product - a reminder that the product must be set up before you can create a proposal.

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Number Cards - What to Watch

Two number cards on the workspace relate directly to Policy Proposals:
Insurance Management workspace number cards highlighting Approved Proposals and Rejected Proposals

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Approved Proposals

What it shows: The total number of proposals that have been approved by the Insurance Manager but not yet converted into a policy. Who should act: Customer Service Team. What to do: If this number is greater than zero, open the list and convert each approved proposal into an Insurance Policy. An approved proposal that sits without being converted means the applicant is waiting.
Click the Approved Proposals number card to jump directly to the list of all approved proposals. No need to filter manually.

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Rejected Proposals

What it shows: The total number of proposals that the Insurance Manager has declined. Who should act: Insurance Manager (for review); Customer Service Team (for follow-up with applicants). What to do: Periodically review rejected proposals to check whether applicants were informed. If the same reason keeps appearing (missing documents, age out of range, product not available), use this as input to improve the intake process.

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Monitoring Without Reports

There are no dedicated reports for Policy Proposals. To see a filtered view of your proposals, use the list view directly:
  1. From the workspace, click Policy Proposal to open the list
  2. Use the filter bar to narrow by status, date, product, or applicant
  3. Common filters your team will use:
Save frequently used filter combinations by clicking the filter icon and selecting Save. Your saved filters appear each time you open the list, so you don’t have to set them up every day.

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Notifications & Alerts

There are no automated email notifications triggered by Policy Proposal actions. The Insurance Manager reviews proposals manually through the workspace. How the manager knows a proposal is waiting:
  • The Approved Proposals and Rejected Proposals number cards on the workspace show counts, but do not filter for “pending” specifically
  • The manager should check open proposals daily by filtering the list for Proposal Status = Open
If your organisation needs an email alert sent to the Insurance Manager when a proposal is submitted, this can be configured by your administrator. Contact them if you find proposals are being missed.