> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Policy Proposal
> Capture a new insurance enquiry, record the applicant's details and desired coverage, and submit it for manager approval before issuing a policy.
**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](./insurance-policy).
***
## 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.
***
## Who Uses This Feature
| Role | What They Do |
| -------------------------------- | ---------------------------------------------------------------------------------------------- |
| **Customer Service Team** | Creates new proposals, fills in applicant details, uploads documents, and submits for approval |
| **Insurance Billing Specialist** | Reviews proposals, can create and submit them |
| **Insurance Manager** | Reviews submitted proposals and approves or rejects them |
***
## 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.
***
## How to Create a Policy Proposal
From your home screen, go to the **Insurance Management** workspace. Under the Insurance Management section, click **Policy Proposal**, then click **New**.
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.
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.
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
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.
Enter the applicant's full residential address. This is used for correspondence and official records.
If the policy covers more than one person (for example, a family plan), scroll to the **Co-Applicants** section and add their details.
Go to the **Documents** section and attach any required paperwork - identity proof, address proof, medical certificates, or anything else the insurance company needs.
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.
***
## Field Guide
| Field | Purpose |
| ------------------------------- | ----------------------------------------------------------------------------------- |
| **Policyholder Type** | Whether the applicant is a Customer (external client) or an Employee (staff member) |
| **Policyholder** | The specific person applying - select from the customer or employee list |
| **First Name / Last Name** | Applicant's full legal name as it should appear on the policy |
| **Date of Birth** | Used to calculate the correct premium based on age |
| **Age** | Applicant's current age - must match the date of birth |
| **Email Address** | Where correspondence and policy documents are sent |
| **Phone Number** | Contact number for the applicant |
| **Insurance Company** | The insurance provider offering this plan |
| **Proposal Date** | The date this application is being made |
| **Proposal Status** | Current state: Open, Approved, or Rejected - updated automatically |
| **Insurance Product** | The type of plan being applied for (e.g. term plan, group health) |
| **Coverage Amount** | The sum insured - how much the applicant wants to be covered for |
| **Premium Calculation Mode** | How often premiums are paid: Monthly, Quarterly, or Yearly |
| **Premium Amount** | The amount due each payment cycle - auto-calculated |
| **Total Premium** | Total amount payable over one year - auto-calculated |
| **Total Premium (Policy Term)** | Grand total payable over the full duration - auto-calculated |
| **Policy Duration** | How long the policy runs (e.g. 12 months, 5 years) |
| **Address** | Applicant's registered residential address |
| **Co-Applicants** | Any additional people to be included on the proposal |
| **Documents** | Supporting identity, address, and medical documents |
***
## Workflow Journey
```mermaid theme={null}
%%{init: {'theme':'base','themeVariables':{'fontFamily':'DM Sans','primaryColor':'#e7fdf6','primaryBorderColor':'#14f1b1','primaryTextColor':'#0f172a','lineColor':'#14f1b1'}}}%%
flowchart TD
A[Draft] -->|Submit| B[Submitted / Under Review]
B -->|Approved| C[Approved
Ready to become a policy]
B -->|Declined| D[Rejected]
```
| Stage | What It Means |
| ------------- | ----------------------------------------------------------------------------------------------------------------- |
| **Draft** | The proposal has been started but not yet submitted. You can still edit it. |
| **Submitted** | The proposal has been submitted and is waiting for the Insurance Manager to review it. You can no longer edit it. |
| **Approved** | The Insurance Manager has reviewed and approved the proposal. It is ready to become a policy. |
| **Rejected** | The Insurance Manager has declined the proposal. The applicant may reapply with corrected information. |
***
## 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](./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.
***
## 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.
***
## Best Practices
### 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
### 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
***
## 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.
***
## Workspace Access
You reach Policy Proposal through the **Insurance Management** workspace.
**Path:** Insurance Management workspace → **Insurance Management** card group → **Policy Proposal**
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.
***
## Number Cards - What to Watch
Two number cards on the workspace relate directly to Policy Proposals:
### 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.
### 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.
***
## 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:
| What You Want to See | Filter To Apply |
| ------------------------------------------------- | ----------------------------------- |
| Proposals waiting for manager approval | Proposal Status = Open |
| All approved proposals (ready to become policies) | Workflow State = Approved |
| All rejected proposals | Workflow State = Rejected |
| Proposals for a specific insurance product | Insurance Product = \[product name] |
| Proposals created this month | Proposal Date = This Month |
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.
***
## 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.
***
## Related Features
* [Insurance Policy](./insurance-policy) - the formal contract created after this proposal is approved
* [Insurance Premium Schedule](./insurance-premium-schedule) - the payment schedule created automatically when the policy is issued
* [Insurance Claim](./insurance-claim) - how policyholders make a claim against their active policy