Ongoing retainer. Client name withheld at their request.
A US insurance agency was drowning in client documents arriving by email and straight into shared drive folders. We built a self-serve portal on Zoho Creator where clients request and upload documents, staff review each file before it is filed, and the full history of every document stays attached to the client record in Zoho CRM.
Documents came in from everywhere — email attachments, direct uploads into a drive folder, photos from phones. If a file went straight to storage, its history was lost. If it landed in a shared "client uploads" location, a staff member had to open it, judge whether it was the right document, drag it to the correct client folder, and manually chase the client when it wasn't.
Tedious at ten clients. Unmanageable at scale — and risky when a document couldn't be found later.
An insurance agency lives on paperwork: applications, declarations, proof of prior coverage, claim evidence. Every misfiled or missing document is a delayed policy, a slower claim, or a compliance gap. The agency needed documents to arrive in the right place, already checked, without anyone dragging folders around.
Rather than bend a standard module to fit, we built the portal in Zoho Creator around the way the agency actually handles documents — a custom route, not a template.
Clients log in, see what the agency has asked for, upload files, and receive documents the agency sends back — all in one place, no email threads.
Staff raise a request against the client record; the client sees a clear checklist of what's outstanding and what's been accepted.
Every upload lands in a review queue. Staff accept or reject it with a reason before anything reaches the drive — so storage only ever holds approved files.
A rejected or missing file triggers a notification to the client with what's wrong and what to send instead. No manual chasing.
Each document keeps its versions, who uploaded it, who reviewed it and when. Nothing is lost when a file is replaced.
The portal reads and writes the client record in Zoho CRM, and document work items flow into Zoho Projects so the team sees them alongside everything else.
Zoho Creator · Zoho CRM · Zoho Projects
Swap "applications and claim evidence" for "disclosure documents, scope of service and client instructions" and this is the same build a New Zealand brokerage needs: documents requested, received, checked and filed against the client record, with a history you can produce on request.
Let's build a portal that collects, checks and files it for you.
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