Document standardization for small insurance brokerages
Document standardization for small insurance brokerages
Small brokerages face the same RIBO bar
Ontario has 952 firm licensees and roughly 22 individual licensees per firm on average (RIBO Annual Report).
Many are small shops: a Principal Broker, a few producers, one or two CSRs, and a BMS they have used for years.
RIBO spot checks do not scale expectations to firm size. A five-person brokerage needs the same defensible client files as a fifty-person brokerage — disclosure at quote, CISRO delivery, TAC logs on auto, and six-year retention under O. Reg. 991.
Small teams feel this hardest because everyone does everything and nobody owns IT.
Why standardization fails without a simple tool
Common small-brokerage patterns:
- Each producer maintains their own email templates
- CSRs invent follow-up processes per producer
- "We have a shared drive" — but nobody names files consistently
- Principal Broker reviews files only when a client complains
Enterprise BMS customization is expensive. Spreadsheets do not scale. Email does not track missing items.
A lightweight standardization model
Hivi-X gives small brokerages a repeatable intake layer without a six-month software project:
| Step | What to standardize |
|---|---|
| Templates | One personal auto NB, one renewal, one home, one commercial |
| Portal | All clients upload through my-id.ca — not ad-hoc email |
| Review | Approve/reject on every submission |
| Export | PDF package to BMS on every bind-ready file |
| Notes | Voice summaries on Professional for advice documentation |
Publish templates once. Every producer and CSR uses the same checklist structure.
Pricing that fits small books
| Plan | Monthly (CAD) | Fit |
|---|---|---|
| Starter | $39 | Solo producer, up to 50 clients |
| Professional | $59 | Busy producer or small team, voice + PDF export |
| Enterprise | $99 | Brokerage with co-agent handoffs, unlimited clients |
All plans include Canadian hosting, self-hosted AI infrastructure, and a free trial.
Compare to the cost of one stalled auto bind or one spot-check remediation week.
What you keep in your BMS
Hivi-X does not replace:
- Policy admin and renewals
- eDocs via CSIOnet
- Rating and quoting engines
- Trust accounting
- Commission statements
Small brokerages keep the BMS they know. Hivi-X fixes the pre-bind chase that the BMS was never designed to solve.
Start a free trial and publish your first brokerage-wide auto intake template.
Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.
Frequently asked questions
- Is Hivi-X only for large brokerages?
- No. Starter ($39/month, up to 50 clients) targets solo producers. Professional and Enterprise scale to small teams with co-agent and unlimited clients.
- Do we need to change our BMS to use Hivi-X?
- No. Hivi-X sits in front of your BMS for pre-bind intake. You export PDF packages and upload to the BMS client folders you already use.
- How long does setup take?
- Most brokerages build one personal auto template and reuse it per client. Clone from admin global templates when available, or build from the free Ontario auto checklist PDF.
Organize broker client files without the email chase
Hivi-X helps Ontario insurance brokers collect application documents with reusable checklists, a Canadian-hosted client portal, self-hosted AI summaries, and exportable PDF packages for Applied, Epic, SIG, or your BMS. Hivi-X is document-collection software — it does not replace your BMS or guarantee RIBO compliance.
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