Policy administration, built in New Zealand

Your policies live in nine places. They should live in one.

Applications, rating, underwriting review, quotes, binding, documents, invoicing, renewals and mid-term changes. Policy Manager keeps all of it on one record, from the first application to the last day of run-off, and your team, your customers and your auditors all read from that same record.

Book a 30-minute walkthrough Count what it costs you now

Enterprise functionality at small-business pricing. In production since July 2026, running a real insurance book every day.

POL-2026-0418 · v4

Kōwhai Engineering Ltd

Professional Indemnity · Public Liability

In force

Limit: $2,000,000
Premium: $4,812.50
Renews: 1 Oct 2027

14 Aug
Application submitted · customer, online
14 Aug
Priced on rate card 2026-27 r3 · rating engine
19 Aug
Referred, discussed, approved 4–0 · underwriting committee
21 Aug
Two quote options issued · broker
02 Sep
Bound. Invoice raised in Xero · broker → Xero, to the cent
02 Sep
Schedule and certificate issued · to customer portal
11 Mar
Mid-term change: new staff added · started by customer

Example record. Every line above is a real step the platform records.

Sound familiar

Where does one policy actually live in your business today?

Most policy books we see are held together by a rating workbook, a shared drive, an inbox, an accounting system and the memory of one or two people. Every handover between them is someone copying something by hand.

Today

Rating_2026_v7_FINAL(2).xlsm Inbox: RE: RE: FW: renewal docs? S:\Clients\2025\Kowhai\Schedule_signed.pdf Xero: INV-0412 (amount differs by 3c) Application form (scanned, page 3 missing) Sticky note: “don’t forget the excess change” Renewals_tracker.xlsx Phone: “Can you resend my certificate?” The one person who knows how the loadings work

With Policy Manager

One record.

The application, the price and the rate card it came from, the review, the quote, the bind, the invoice, every document and every change, on one record, in order, with who did what and when.

Nothing re-keyed between rating, documents and accounts
Customers fetch their own documents
Every change is attributed and kept

Three uncomfortable questions

Answer these honestly before your next renewal season.

If the author of your rating spreadsheet left tomorrow, could anyone else price a renewal?

In Policy Manager the rate card is configuration, not a workbook. Each policy keeps a stamp of the exact rate card it was priced on, so last year’s price can always be explained.

Who changed that premium last March, and why? Could you show an auditor today?

Every change to a policy, a price or a rate card is written to an append-only audit trail, with who did it, when, and what changed.

How many hours did your last renewal season take? How many were spent copying?

Renewals in Policy Manager go out in bulk, prefilled with last year’s answers. Customers confirm what changed, and the price, documents and invoice follow from the record.

Do the sum yourself

We won’t tell you what you’ll save. Count what you spend now.

Every time someone retypes a figure, chases a form, re-sends a document or reconciles an invoice, that is a touch. Put in your own numbers.

Hours a year 640

That is 16 working weeks a year spent moving information between places it already exists.

Your inputs, your answer. Weeks assume 40 hours.

What it does

The whole life of a policy, in the order it happens.

These are not plans on a roadmap. Each step below is live in production today.

Apply
Online applications that save and resume. At renewal, last year’s answers come prefilled so customers only change what changed.
Rate
A rating engine driven by your rate card, held as configuration. Every change to the rate card is recorded, and every policy remembers which version priced it.
Review
Referrals go to your underwriters or committee, with a discussion thread, votes and internal notes. Reviewers only see what they are assigned.
Quote
Several quote options per proposal, broker adjustments by amount or percentage, and quote documents generated from the record.
Bind
Binding writes the policy, raises the invoice in Xero to the cent, and prepares the schedule and certificate for issue.
Issue
Documents land in the customer’s own portal, versioned, encrypted and available when they need them. Te reo Māori prints correctly.
Renew
Renewal runs for the whole book, a renewal window you set, and pre-renewal questionnaires sent by email with a report on who has answered.
Change
Mid-term changes priced pro rata. Customers can start a change themselves, and the amended record supersedes the old one with nothing lost.
End
Lapse with a recorded reason, or run-off cover quoted, bound and invoiced, so the record stays complete after cover ends.

Everyone, one record

Four kinds of people. Each sees what they need and nothing else.

Your team

A workspace that runs the book

Proposals, policy records, renewals and documents in one place
Support View: see the customer’s portal exactly as they see it, read-only, while they’re on the phone
Every email the platform sends is kept on the record, with whether it arrived

Your customers

A portal under your name

Their policy, quotes, renewals and documents, any time
Renew, request a change, and download their own application
Sign-in with passkeys and multi-factor authentication, at your own web address

Your underwriters

Review that leaves a record

Referred proposals with full context, including last year’s discussion
Votes, comments and internal notes on the proposal itself
Access set by list membership, checked on the server

Your board and auditors

Answers without a reconciliation

Income, financial, premium, policy and board reports, refreshed daily or on demand
An append-only audit trail with no expiry, kept for at least seven years
Opening the audit report is itself recorded

Proof, not promises

Our first customer moved eight years of policies onto it. Then the price had to match to the cent.

The Veterinary Professional Insurance Society runs its scheme on Policy Manager, branded as MyVPIS. Here is what that took.

5 months from engagement to go-live, in time for the 1 August renewals Engaged March 2026 → live 24 Jul 2026 (16 weeks from first code)

25,994 documents migrated from the legacy system, each checked against its file 3,718 policy records, insured years 2018–2025

To the cent every in-force policy re-priced and reconciled against the old system 2025/26 book. Fully auditable, and signed off by VPIS

100+ new features added since go-live Every release security-reviewed, signed off, and recorded with a rollback point

Then the first renewal round ran on it. Against the year before:

62% faster for practices to submit their renewal median 23.3 → 8.8 days

86% faster from quote to bound median 2.8 → 0.4 days

73% faster for the slowest one in ten to bind 22.9 → 6.1 days

39% faster committee decisions median 21 → 12.9 days

+9% more invoiced by the same day of the round day 38 of each round

2026 renewal round on MyVPIS against the 2025 round on the previous system, as at 2 October 2026, with the 2026 round still in progress.

The migration was rehearsed, then repeated. The whole move from the legacy system was run end to end a second time and reproduced production record for record. Your history comes with you, and you can check it.

It improves every week, not every year. Fixes and features ship as they are ready, with a security review built into the release process. Customers see what changed on a What’s New page inside the product.

Not just insurance

If it has a renewal date, the same pattern applies.

Insurance came first because it is the hardest version of the problem: rating, referrals, regulated documents and money. The same pattern runs well beyond insurance, and Policy Manager is designed to extend to it.

apply→assess→approve→issue→invoice→change→renew

Insurers, schemes and brokersProfessional indemnity, liability, mutuals and member schemes

Professional bodiesRegistrations, practising certificates and annual returns

Memberships and associationsApplications, approvals, subscriptions and renewals

Licences and permitsApplications, conditions, issue and renewal

Warranties and service plansCover terms, claims history and renewals

Accreditation and certificationAssessments, committee decisions and periodic review

Security

Built to be asked hard questions by a risk committee.

Controls are mapped to NIST SP 800-53 and the NIST Cybersecurity Framework 2.0, in a documented review of the code and infrastructure (not a penetration test or a certification). We will walk your security team through the evidence.

Multi-factor for everyone

Everyone who signs in uses a passkey or a second factor. Passkeys are supported for staff and customers.

Encrypted with managed keys

Documents and data are encrypted at rest with a customer-managed key that rotates automatically.

An audit trail you can’t edit

Written only by the server, append-only and protected from deletion, with no expiry: kept for at least seven years.

Uploads scanned for malware

Every new upload is scanned for malware before it can be opened.

Short-lived document links

Documents are released only after access is checked and recorded, and download links expire after two minutes.

Security in the release process

Changes are reviewed against the control set as part of releasing them, not once a year.

Where your data lives. Customer data is stored and processed in Amazon Web Services’ Sydney region: the database, documents, backups, sign-in and email all run there. The web app is delivered through Cloudflare and Amazon CloudFront, and invoices are raised in your own Xero.

Next step

See your own policy book running on one record.

Thirty minutes. Bring one real policy and the steps it goes through today. We will show you the same policy in Policy Manager, end to end, and you can decide if the way you work now still makes sense.

hello@policymanager.nz