Manage clients, policies, renewals and documents – with a private client portal.
Insurance Client Management System is a lightweight web application for independent insurance advisers, agents and small agencies. It brings client records, policy details, renewal reminders, documents and follow-ups into one organised workspace.
A built-in client portal lets clients sign in, check their policies, download shared documents and securely upload files for their adviser.
Why use this app?
Managing insurance information across spreadsheets, emails and paper files makes it difficult to track renewals and find documents. This app gives your team a central place to work while giving clients convenient access to their own information.
Client and policy management
Maintain client profiles with contact details, nominees, notes and renewal-email consent. Add multiple policies per client, including insurer, policy number, insurance category, premium, sum insured and coverage dates.
Track upcoming and expired policies, record new policy terms while preserving renewal history, and organise follow-up tasks with due dates.
Private client portal
Clients receive a secure password-setup invitation and use the same login screen as your team. Their dashboard gives them access to:
- Their own policies, coverage dates and previous policy terms.
- Documents shared against their client record.
- Secure document downloads and uploads.
- Account settings and password changes.
Clients can upload Aadhaar cards, passports, ID proof, PAN cards, address proof, policy documents and other supporting files. PDF, JPG, PNG and WebP files are supported, up to 10 MB per file.
Document-category tabs with file counts make files easier to find. Administrators can add, rename or disable categories under Settings → Document types. Disabling a category preserves existing documents.
Clients remain restricted to their own records. Internal notes, staff follow-ups, reports and administration screens are available only to authorised team members. Client uploads also queue an email notification to workspace administrators.
Renewal reminders and automatic email delivery
Email reminders notify workspace administrators at the 30-day, 7-day and expiry reminder windows. Clients receive renewal reminders when their consent is enabled and a valid email address is recorded.
SMTP settings support account verification, invitations, password resets, upload notifications and renewal reminders. Account emails trigger delivery automatically after submission, with queue status, retries and error tracking available in Settings.
No cPanel cron setup is required. Renewal checks and delayed retries run through app activity; when nobody visits the app, they wait until the next visit.
Reports and Excel tools
Review monthly policy expiries, associated premium amounts and portfolio distribution by insurer. Import clients and policies using supplied Excel or CSV templates, and export records for reporting or backup.
Premium totals reflect recorded policy amounts, rather than payments collected.
Registration and team access
Choose invite-only access or enable public registration from the administrator panel. Public registration requires email verification and creates a separate workspace.
Invite colleagues to an existing workspace and assign administrator, team-member or read-only access. Client invitations provide access to the individual client portal. Staff can resend pending client invitations or disable portal access from the client profile.
Privacy and security
The app includes workspace and client access restrictions, authenticated document downloads, securely hashed passwords, expiring account links, CSRF protection, public authentication-form spam checks, attempt throttling and session timeout.
Documents attached to a client record are visible to that client once portal access is enabled.
How to use
Install the application, configure SMTP, then add clients and their policies. Send client portal invitations, upload supporting documents and create follow-up tasks. Use the dashboard, renewal screens and reports to organise daily work while clients manage their document submissions through the portal.
Technology and hosting
Built with PHP, PDO, MySQL/MariaDB, HTML, CSS and JavaScript, with a responsive dashboard and dark mode.
Requires PHP 8.1 or later with the required extensions and suitable PHP/MySQL hosting.
Ideal for
Independent insurance agents, financial advisers and small insurance agencies seeking a straightforward system for managing client relationships, policy renewals and document sharing.
Insurance Client Management System v1.0.0 gives your team an organised workspace and your clients a convenient place to access their policies and documents.