For Ontario insurance brokers

Build organized client files without the email chase.

Hivi-X helps RIBO-licensed brokers collect application documents, track what's missing, and keep organized records on Canadian servers — alongside Applied, Epic, SIG, or your current BMS.

Start free trial Book a 15-min demo

Free trial · or view the Ontario auto checklist

Hosted in CanadaSelf-hosted AIAES-256-GCM at rest · TLS in transit14-day free trialWorks alongside your BMS

app.hivi-x.ca / clients

Personal auto — new business

MKClient · M. Kim

5 missing

17%

Intake checklist · 6 items1/6 received

Driver's licence

Government photo ID

Received

Prior policy dec page

Or letter of experience

Pending

Driver's abstract

Motor vehicle record

Pending

Signed application

CSIO auto application

Pending

TAC quote log

Premium · market · comments

Pending

CISRO / Fact Sheet

Delivery record

Pending

Kim_Auto_NB_Package.pdf

6 documents · ready for BMS

What is Hivi-X document-collection software for Ontario insurance brokers?

Hivi-X is Canadian document-collection software for Ontario insurance brokers. Organize client intake with reusable checklists, secure Canadian-hosted storage, automatic reminders, and exportable file packages — alongside your existing BMS.

Hivi-X is Canadian document-collection software for Ontario insurance brokers. Use reusable checklists to request ID, prior policy documents, driver abstracts, and application forms; track what is still missing, with automatic reminders; and export an organized package for your BMS. Plans from $39 CAD/month with a free trial. Hosted in Canada with self-hosted AI.

Reusable Ontario intake checklists for auto, renewal, and commercial.

Missing-item dashboard with approve/reject on client uploads.

Automatic reminders naming the documents still missing.

Exportable PDF package for Applied, Epic, SIG, or your BMS.

Hosted in Canada; secure guest link (no account needed) or my-id.ca portal.

57%

of Ontario brokerages in RIBO's 2023–24 spot checks lacked written disclosure documentation in client files

Source: RIBO Spot Check Findings

6 years

minimum statutory retention for RIBO member records (plus current fiscal year in handbook guidance)

Source: O. Reg. 991, s. 17(9)

20,678

active individual insurance broker licensees in Ontario (Jul 31, 2024)

Source: RIBO Annual Report

The document chase

Chasing documents quietly costs you binds

Every incomplete file is admin time you cannot bill and a quote you cannot place on time.

Functional

Dec pages in email, photos in text, loss runs in a carrier portal — nothing shows whether the file is complete before you quote or bind.

Emotional

RIBO spot checks found more than half of brokerages missing written disclosure records in client files. Scattered intake makes it harder to show what was collected before a spot check.

Financial

Every follow-up email is time you are not placing risk. Incomplete packages delay binders and renewals.

How it works

How do insurance brokers collect client documents?

Five steps: pick a checklist template, open a client file, collect documents via the my-id.ca portal, track gaps with approve/reject, and export a package for your BMS.

Pick a template

Start from an Ontario client-intake checklist — personal auto, renewal, or commercial submission.

Open a client file

Attach the checklist to the client record your team already manages in Hivi-X.

Collect documents

Share the checklist; clients can upload via a secure guest link (no account needed — they verify email with a one-time code) or sign in to the my-id.ca portal. Your team can add files as they arrive.

Track the gaps

See completed vs outstanding items; approve or reject client submissions.

Export the package

Generate a PDF summary for your BMS client folder or principal file review.

Use cases

One tool, every client file

From personal auto new business to Principal Broker oversight.

Primary

Personal auto — new business

Driver's licence, prior policy dec page, driver abstract, vehicle details, signed application, and TAC quote log evidence — tracked in one client file.

Renewal

Updated dec page, change requests, CISRO/Fact Sheet delivery proof, and disclosure-at-quote records organized for the renewal bind.

Commercial

Commercial lines

Loss runs, SOV, financial statements, schedules, and ACORD supplements — checklist-driven instead of scattered email threads.

Claims

Claims intake (FNOL)

Photos, police report, proof of loss, and correspondence log collected on the client record your team already manages.

Principal

Principal Broker oversight

Standardized intake across producers; co-agent visibility; exportable file index for spot-check readiness.

Features

Everything you need to stop chasing

Checklist-driven intake alongside your BMS — not a replacement for it.

Reusable Ontario templates

Build personal auto, renewal, and commercial intake checklists once; reuse per client.

Client file per policyholder

Keep documents, checklists, and notes scoped to each client — not scattered in email.

Missing-item tracking

Checklist progress, due dates with overdue flags, client submission states (to do / submitted / approved / rejected) and automatic reminder emails that name the items still missing.

Item-level review

Approve or reject client uploads; client can resubmit after rejection. Guest-link uploads also show automatic warnings; clients can replace the file or send anyway.

Automatic reminders

Clients on a guest-link checklist get up to three emails naming what is still missing: a few days in, before the due date and just after it.

Correction requests

Ask the client to fix metadata documents; tracked on the client record.

Secure Canadian hosting

Data on Canadian servers; AES-256-GCM at rest; TLS in transit.

Self-hosted AI

Client data is not sent to OpenAI, Google, or Anthropic.

Co-agent collaboration

Loop in a CSR or secondary producer with scoped access.

Exportable PDF package

Generate and download checklist PDF reports.

Ontario-specific

Built for Ontario insurance broker workflows

Hivi-X aligns intake checklists to the artifacts Ontario brokers actually collect — disclosures, TAC quote logs, CISRO distribution, and exportable client-file packages.

RIBO client fileMandatory disclosures at quoteCISRO PrinciplesRIBO Fact SheetTAC quote logO.E.F. endorsementsO.A.F. commercial forms6-year retentionPIPEDA safeguards

Comparison

Email vs DocuSign vs BMS vs Hivi-X

Hivi-X fills the pre-bind intake gap — it does not replace policy admin.

Capability	Email / shared drive	DocuSign	BMS only	Hivi-X
Tracks missing intake documents			policy-centric	checklist-centric
Reusable broker intake templates
Organized export for BMS upload		signed docs only	native	package export
Client document portal	unsecured	signing		encrypted
Hosted in Canada / self-hosted AI			varies
Policy admin / eDocs / rating				(by design)
One secure link, no login				secure link (OTP)

Example workflow

A producer at an Ontario brokerage sends a new-business checklist before bind. The checklist shows whether the dec page and driver abstract are still outstanding, and the producer exports a PDF checklist report to file in the brokerage's BMS.

Illustrative example of how the workflow runs, not a customer quote.

RIBO & client-file compliance

Documentation RIBO spot checks actually look for

RIBO spot checks review whether brokerages maintain organized client files — including written evidence that mandatory disclosures were provided by the time of quote. In the 2023–24 fiscal year, RIBO reported that 57% of spot-checked brokerages lacked written disclosure documentation in client files. In RIBO's 2024–25 report, 75% were compliant with disclosure requirements.

Hivi-X does not replace your BMS or automate RIBO filings. It helps your team collect, organize, and export the documents and notes that belong in the client file you already must maintain under O. Reg. 991.

Read the mandatory disclosures guide

General information for Ontario insurance brokers only. Not legal or compliance advice. Not affiliated with RIBO, FSRA, or any insurance brokerage. Hivi-X is document-collection software — it is not a registered insurance broker, does not provide insurance advice, and does not guarantee RIBO or O. Reg. 991 compliance. Consult qualified counsel and your E&O carrier.

Checklist-driven intake aligned to new business and renewal workflows
Timestamped client activity on the broker-controlled record
Automatic reminders naming the documents still missing
Exportable package for upload to Applied, Epic, SIG, or your BMS client folder
Canadian hosting with encryption and self-hosted AI (no third-party AI vendors)

Security & trust

Canadian hosting, self-hosted AI

Your clients' documents are sensitive. Hivi-X stores them on servers hosted in Canada, encrypts sensitive fields at rest with AES-256-GCM, secures every connection with TLS, and runs AI on infrastructure Hivi-X operates — client data is never sent to OpenAI, Google, Anthropic, or other third-party AI providers. Requests are consent-first, with clear export and deletion.

Hosted in CanadaSelf-hosted AINo third-party AIAES-256-GCM at restTLS in transitConsent-first sharing

Visit the trust page

Pricing

Simple plans, free trial

Billed monthly in CAD — complements your BMS, not a replacement.

Starter

Solo producers

$39CAD/mo

Up to 50 clients
1 GB cloud storage included
10 e-signature requests a month
Unlimited document requests
Ontario intake templates
Email support

Start free trial

Professional

Busy producers & small teams

$59CAD/mo

Unlimited clients
5 GB cloud storage included
50 e-signature requests a month
Exportable file package
Branded client portal, emails and custom domain
Email support

Start free trial

Enterprise

Brokerages

$99CAD/mo

Unlimited clients
10 GB cloud storage included
Unlimited e-signatures
Branded client portal, emails and custom domain
Email support

Start free trial

Prices are per person: each teammate is one more seat at the same price. See the full breakdown on the pricing page.

FAQ

Broker questions, answered

Many personal auto files include government photo ID, prior policy declaration page, driver's abstract, vehicle details, and signed application forms; commercial and high-risk risks often add loss runs and financials. Exact requirements vary by carrier and MGA. Hivi-X provides Ontario intake checklists so producers track each item instead of scrolling email threads.

Many brokerages use encrypted, Canadian-hosted client portals instead of unencrypted email for sensitive files. Hivi-X provides a client portal and checklist tracking so ID, dec pages, and applications stay in one broker-controlled file with access logging.

No. Hivi-X is a document-collection and client-file organization layer. It complements Applied Epic, Vertafore SIG, Power Broker, and similar BMS tools — you export organized packages into the system you already use for policies and eDocs.

Yes. DocuSign is a dedicated e-signature platform. Hivi-X handles collecting documents you do not have yet — applications, dec pages, loss runs — and tracking what is still missing, and also includes e-signature for routine documents.

O. Reg. 991 requires RIBO members to preserve required records for at least six years before their most recent fiscal year-end. RIBO's handbook recommends considering longer periods for commercial lines. Hivi-X helps store electronic records but does not set your retention policy.

RIBO reported that 57% of brokerages in its 2023–24 spot checks (n=61) did not have written disclosure documentation in client files. Organized intake and exportable file packages help principals demonstrate what was collected and when.

On servers hosted in Canada. AI processing uses infrastructure Hivi-X operates — client data is not sent to OpenAI, Google, Anthropic, or other third-party AI providers. Sensitive fields use AES-256-GCM at rest; traffic uses TLS.

$39 CAD/month (Starter), $59/month (Professional), or $99/month (Enterprise). All plans include a free trial, reusable templates, Canadian hosting, and self-hosted AI.

Skip it if your carrier portal already collects every bind document, you are commercial-only, or a one-email bind habit truly works for your book. Hivi-X is the pre-bind intake layer for personal-lines chase and QC — not a BMS, not rating, and not mandatory for every shop. See the honest-boundary guide on /docs/insurance/when-not-to-use-hivi-x-insurance-brokers-ontario.

Book a demo

Book a 15-minute demo

Bring one messy auto file — we'll turn it into a reusable Hivi-X intake checklist live.

See an Ontario intake checklist built end-to-end

Watch missing-item tracking on client uploads

Export a BMS-ready PDF package

Build organized files. Close more submissions.

Organize Ontario broker intake alongside Applied, Epic, SIG, or your current BMS.

Start free trial Book a demo