The verdict in three sentences
For a regulated insurance brokerage managing 2,000 to 20,000 policies in property, casualty and health with several insurers, Excel hits its limits once renewals and commissions run into the thousands. Imported broker software is expensive to adapt to local insurers, statement formats and data protection rules, while custom software (EUR 28,000 to 60,000, about USD 31,000 to 66,000, 4 to 5 months) fits your processes. The first gain is financial: unclaimed commissions, estimated at 2 to 5 % of revenue, often fund the project within a year.
What an Excel-managed book costs
A mid-size brokerage works with 5 to 12 insurers, each with its own commission statements, formats and timelines. Motor, commercial property, fleet and group health policies renew on scattered dates, and a missed renewal often means a client lost to a competitor.
| Indicator (brokerage with 8,000 policies) | Excel and paper files | Fit-for-purpose broker software |
|---|---|---|
| Renewal rate | 78 to 84 % | 86 to 92 % |
| Unclaimed or mismatched commissions | 2 to 5 % of revenue | Under 0.5 % |
| Monthly statement reconciliation time | 4 to 8 days | 1 day |
| Renewal reminders sent at D-45 | 30 to 60 % | 100 %, automated |
| Time to notify a claim to the insurer | 3 to 7 days | Same day |
| Response time to a client request | 1 to 2 days | Instant via the client portal |
| Preparing a regulator review | 1 to 2 weeks | 1 to 2 days |
Excel, imported software or custom: the 2026 comparison
| Criterion | Excel | Imported broker software | Custom software |
|---|---|---|---|
| Upfront cost | Almost zero | EUR 23,000 to 55,000 licences and adaptation | EUR 28,000 to 60,000 |
| Recurring cost | Staff time | EUR 5,500 to 14,000 a year | EUR 3,700 to 7,400 a year |
| 5-year cost | Hidden but high | EUR 51,000 to 125,000 | EUR 46,000 to 97,000 |
| Timeline | Immediate | 6 to 12 months with adaptations | 4 to 5 months |
| Local insurer statements | Manual entry | Connectors to build | Imports built for each insurer |
| Language and formats | Free-form | Often designed for another market | English, French, Arabic, local currency and formats |
| Data protection compliance | Uncontrolled | Hosting to check | Hosting and access designed for GDPR or local law |
| Process changes | Fragile | Depends on the vendor | On your roadmap |
Imported software is not necessarily cheaper: adapting it to local statements, taxes and group health products often doubles the initial budget.
Broker software modules
| Module | Content | Indicative 2026 budget |
|---|---|---|
| Clients and policies | Individuals, companies, fleets, endorsements, documents | EUR 6,500 to 12,000 |
| Renewal schedule | Reminders at D-60, D-45, D-15 by email, SMS and WhatsApp | EUR 3,700 to 7,400 |
| Claims | Notification, documents, insurer follow-up, deadlines | EUR 4,600 to 9,200 |
| Commission reconciliation | Statement imports, variances, insurer chasers | EUR 5,500 to 11,000 |
| Client portal | Certificates, policies, online claim notification | EUR 4,600 to 11,000 |
| Dashboards | Production by insurer, product, account handler | EUR 2,800 to 6,500 |
A first release around EUR 28,000 covers clients, policies, renewals and commissions. The client portal and advanced claims follow in a second release.
Mini case study
Omar, managing director of a brokerage in Dubai, handles 8,000 policies and EUR 830,000 of annual commissions with 7 insurers. He estimates unclaimed commissions at 3 %, EUR 25,000 a year, and his renewal rate at 82 %.
- Custom software: EUR 41,500, plus EUR 5,500 a year.
- Automatic reconciliation: two thirds of lost commissions recovered, EUR 16,600 a year.
- Renewals: from 82 to 87 % thanks to automated reminders, 5 points on EUR 830,000, or EUR 41,500 of commissions retained.
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Estimated annual gain: EUR 58,000. The project pays back in under 10 months, recurring costs included.
FAQ
What budget for custom broker software?
Allow EUR 28,000 to 60,000 depending on the number of insurers, products and whether a client portal is included. Then plan EUR 3,700 to 7,400 a year for hosting and changes.
Can the software import each insurer's statements?
Yes, each statement format (Excel, CSV, structured PDF) gets its own import template. Variances between expected and received commissions surface automatically, line by line.
How do we stay compliant with data protection rules?
The software restricts access by role, logs every view and uses hosting matched to your obligations under GDPR or local law. Health data gets stricter access rights.
How long does it take to migrate our Excel book?
Migrating 8,000 policies takes 3 to 5 weeks, including duplicate and renewal date checks. It runs in parallel with development, without stopping the business.
Can clients download their certificates themselves?
Yes, the client portal provides certificates, policies and claim tracking 24/7. Brokerages see 30 to 50 % fewer calls about these requests.
Let's scope your project. Tell us your number of policies, partner insurers and current tools: we will price custom broker software between EUR 28,000 and 60,000, delivered in 4 to 5 months. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
