Website redesign and custom CRM system

We redesigned Valley Insurance Associates' website and built a custom CRM system to help them with surplus lines filings and reporting processes. We used the Product Design Sprint methodology to plan and deliver the project, optimizing time, minimizing burnt hours, and increasing predictability. The technology stack used in the project included Node.js and React (Next.js).

Valley Insurance Associates specializes in filing surplus lines taxes, reports, and staying current on ever-changing tax rates, forms, deadlines, requirements, and laws for insurance agents across the United States. However, their excel-based workflow was causing confusion, errors, and a lot of wasted time, and so they approached The Digital Bunch to build a custom CRM system that could streamline their processes and increase efficiency.

To begin with, we conducted a series of remote workshops with the Valley Insurance Associates team to understand their current processes and identify elements that could be automated. We analyzed and converted their unscalable, spreadsheet-based workflow into an intuitive system that the whole team could work on in real-time and assign tasks to each other. We quickly identified that what VIA needs is a system based on two separate applications - one to track all the reports that need to be generated by the team on behalf of their clients and the other one is used to collect all the filing documents from clients, determine how much taxes and fees need to be paid and allow employees to upload processed files.

We built a custom system that redefines how all the paperwork is organized. Instead of using typical folders, employees are able to preview all the tasks for each month, each state and each client. Comparing this to the previous workflow, every employee had to track at least 3 different spreadsheets to remember the agreements with each client and even know what they needed to do. Moreover, these spreadsheets would change over time depending on a range of different factors. Finding what needs to be filed was an overwhelming task by itself that required a lot of experience and attention. The new system makes the whole process more transparent since everything is in one interactive view and needed information is quick to find. The software guides VIA employees to the tasks that require their attention, finding the outstanding files that are to be submitted. This module saves numerous hours and allows the team to focus on other business activities, minimizing errors, omissions, and allowing for tasks to be done more efficiently. The system also increases security since all the passwords to clients’ accounts are encrypted.

Clients can submit files to their account and preview the status of their filings. The interface is much easier than the traditional way of sending emails and snail mail. The system also automatically sends out emails to clients with processed filings, keeps track of all the files clients have sent, making it easier to track any mistakes in the documents and paperwork. The process is streamlined and more transparent both for clients and for the VIA team. The clients’ feedback has been overwhelmingly positive with many opinions

We used the Product Design Sprint methodology to properly plan and deliver the project. This approach helped us optimize time, minimize burnt hours, and increase predictability. Over a series of remote workshops, we analyzed the existing workflow and suggested ways it can be translated into software. We focused on an optimal delivery. Instead

The tech stack used in the project included Node.js and React. We chose this stack because of its flexibility, scalability, and ease of use. Node.js allowed us to build the backend of the system quickly and efficiently, while React made it easy to build a dynamic and responsive user interface.

The custom CRM system we built for Valley Insurance Associates has streamlined their surplus lines filings and reporting process, saving numerous hours, minimizing errors, and increasing security. The Product Design Sprint methodology helped us plan and deliver the project efficiently, while the Node.js and React tech stack allowed us to build a robust and user-friendly system.

The custom CRM system we built for Valley Insurance Associates has streamlined their surplus lines filings and reporting process, saving numerous hours, minimizing errors, and increasing security. The Product Design Sprint methodology helped us plan and deliver the project efficiently, while the Node.js and React tech stack allowed us to build a robust and user-friendly system.