The starting point

A brokerage running just over four thousand commercial vehicles across a handful of insurers. The policy schedule lived in one system, claims in another, commission in a spreadsheet, and correspondence in inboxes. Every fleet change meant touching all four, and reconciling them at month end took two people the better part of a week.

What was actually hurting

Not the software, but the gaps between it. A client adding six vehicles would wait days while the schedule, the insurer submission and the debit order were updated separately. Nobody could answer what a vehicle was covered for on a given date without opening three systems, and claims were routinely logged against cover that had since been endorsed.

What changed

The fleet moved onto a single versioned policy structure, with each vehicle as its own asset record carrying its registration, accessories and claim history. Endorsements became records rather than overwrites, so the schedule as it stood on any date stayed answerable. Referrals to insurers routed through configured approval flows instead of email chains, and commission calculated on the record rather than in a workbook.

What it took

A phased migration over one quarter, starting with the policy and asset data and leaving claims until the schedule was trusted. The reconciliation spreadsheet was kept running in parallel for two months as a check, then retired once the numbers matched three months running.