The digitization of insurance processes means that paper-based claims files, approvals circulating via email, and isolated legacy systems are replaced by a single process-driven platform. BürOffice offers exactly that: it manages incoming documents, workflows, and outgoing communications—from claims reporting to policy renewals—all within a single system.
The results are measurable. At one of our insurance partners, administrative staffing requirements have been cut by more than half over the past 15 years. At another partner’s customer service center, calls that used to take 15 minutes are now resolved in 5 minutes. If your team also switches between five different systems every day, read on: we’ll show you how the digitization of insurance processes works in practice.
In the morning, the clerk opens four or five applications. He logs the case in the claims system, searches for the client’s email in his inbox, looks for the scanned document on a network drive, and maintains his own records in Excel. He types the same data three times, and a typo slips in on the third entry.
Meanwhile, the manager can only guess where the team stands. They can’t see how many cases are waiting to be processed, who is overworked, or where an approval has stalled. And the client waits on the other end of the line while the clerk searches for the information they need.
Filling in missing information is a whole other story. The case worker drafts the request for additional information, sends it out, and then keeps track—either in an Excel spreadsheet or in their head—of whether a response has come back. If the client mails in the missing statement two weeks later, there’s a good chance another colleague will open it—one who doesn’t know which case it belongs to.
The symptoms are similar across all insurance companies:
The digitization of insurance processes addresses these issues—not by introducing a new system, but by integrating existing ones. The goal is not to replace the software, but to ensure that the process moves forward on its own, so that no one has to keep track of it.
BürOffice is more than just a document management system for insurers: it is an integrated platform that combines the functions of a DMS, a workflow engine, a rules engine, and an archive into a single system. Its three subsystems cover the entire information flow.
You do not need to replace your existing specialized systems. BürOffice integrates with your claims system, file management system, and billing system via REST API, web services, and SQL connections, and can even work with multiple document repositories simultaneously. The digitization of insurance processes thus does not create another silo, but rather builds a bridge between existing systems.
Paper won’t disappear overnight—we’re counting on that. Physical policies and claims files are replaced by a barcode-based archival registry that tracks documents from the claims adjuster through the temporary archive to the central archive. Anyone can find out in seconds where a document is located and how long it must be retained.
The best proof is reality. BürOffice has been in use since 2010 in the administrative department of one of the largest domestic insurance companies; the staff has been reduced from 5,000 to 800, while the portfolio under management has continued to grow.
Another benefit of insurance back-office automation is measurability. KPI reports show who closed how many cases and in how much time. Building on this, the company also introduced performance-based pay, and the team’s overall performance has increased significantly.
The digitization of insurance processes continues on the outgoing side, where there is also a great deal of manual work. Much of the insurance correspondence is repetitive: notifications, reminders, and anniversary notices. BürOffice generates these from approved, version-controlled templates and populates them with data from line-of-business systems—the clerk doesn’t type; they just hit “send.”
The system sends the letters via the customer’s preferred channel: by mail, email, or through the Company Gate portal. It automatically generates the mailing list, processes returned receipts, and attaches them to the case file. Even with thousands of recipients, the entire process requires just one click.
A digital claims process from report submission to payment, featuring automatic case filing and deadline tracking. Automating claims settlement is the area with the fastest return on investment.
The entire bond lifecycle, featuring version-controlled documents, template-based generation, and digital signatures.
Workflows, dynamic task allocation, and KPI measurement in life insurance administration.
Workflows, dynamic task allocation, and KPI measurement in life insurance administration.
Insurance companies are subject to the strictest regulations, which is why we’ve built compliance into the very foundation of our platform. BürOffice meets the high-level system requirements of the DORA and NIS2 regulations, complies with the GDPR, and its certified archiving preserves the evidential value of documents for decades.
Every action is logged: you can retrieve at any time who did what with a document and when. You can set permissions even at the document level, ensuring that only authorized personnel have access to confidential matters. This is invaluable during an MNB inspection or internal audit: the complete audit trail can be produced in minutes.
The first phase typically goes live within a few weeks. You determine the pace of the full rollout.
No. BürOffice is added to your existing claims management system, case management system, and billing system, and integrates with them.
BürOffice is modular, so it’s not just for the largest companies. Even at a medium-sized insurance company or branch office, the first one or two processes will already yield a return on investment, and the rest can be implemented at your own pace.
The document management system stores documents. In contrast, the digitization of insurance processes covers the entire workflow: receipt, processing, approval, dispatch, and archiving—all on a single platform.
The digitization of insurance processes is not a multi-year IT project, but a change that can be implemented step by step and pays for itself starting with the very first process. Request a free consultation, and in just one hour, we’ll show you where the greatest potential for improvement lies in your processes.
Lower costs.
Transparent operation.
Excellent CX.