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Koffyr Documentation

New-business intake — guiding a prospect from application to active client

Who this is for

Section titled “Who this is for”

Agency producers, managers, and CSRs who handle commercial new-business inquiries. This covers collecting the prospect’s application information, shopping carriers for quotes, and guiding the prospect through acceptance and policy binding.

Before you start

Section titled “Before you start”

You need an active Koffyr account with Owner, Manager, or CSR role. New-business intake requests appear in the Intake page in the sidebar. You can start a request yourself (agency-initiated) or share a self-service link with the prospect (external-initiated).

Step-by-step

Section titled “Step-by-step”

Start a new intake request (agency-initiated):

  1. Click Intake in the sidebar.
  2. Click + New Intake in the page header.
  3. Step 1 — Prospect info: Enter the prospect’s name and contact information.
  4. Step 2 — Form selection: Confirm the intake forms that will be sent to the prospect.
  5. Step 3 — Invite method: Choose how to send the intake to the prospect — send them an email link directly, or copy a self-service URL to share however you like.
  6. Click Submit to create the intake request. Agency-initiated requests start at the Drafting stage; when you send to the prospect it moves to Awaiting client info.

Alternatively — share a self-service link:

  • From Step 3, copy the self-service URL and send it to the prospect by email, text, or your AMS. The prospect opens the link and completes all three questionnaires on their own. The request starts directly at Awaiting client info — no draft stage.

Guide the intake through its stages:

  1. Click any row in the Intake list to open the full request detail page.
  2. The workflow stepper shows the current stage. Advance the intake as work progresses:
    • Awaiting client info — the prospect fills the three questionnaires (Prospect Identity, Coverage Needs, Operations & Premises) in their browser.
    • Click Submit application once the prospect has completed the forms, or the prospect can submit directly from their browser.
    • Reviewing submission — review the submitted information. Click Start quoting to begin shopping carriers, or click Request clarification to send the forms back to the prospect.
    • Quoting — fill and sign the carrier application forms (Koffyr 125, 126, 140) with the prospect’s information pre-filled. Click Send quote to prospect once you have a quote ready. If the carrier declines to quote, click Mark as carrier declined (confirmation required).
    • Awaiting acceptance — the prospect reviews the quote and signs the Quote Acceptance and Binding Authorization. Click Accept quote once the agreement is signed. If the prospect or carrier declines, use the appropriate terminal action.
    • Binding — bind the policy with the carrier. Click Mark policy bound once the carrier confirms binding.
    • Sending welcome packet — upload the Welcome Packet document for the new client. Click Complete intake to close the request.

What happens next

Section titled “What happens next”
  • After completing the intake, the prospect becomes an active client in your book of business.
  • All questionnaire responses, signed application forms, and the accepted quote are stored on the request.
  • The request closes at the Complete terminal stage. The intake stays visible in your Intake archive for reference.
  • If the carrier or prospect declines, the request moves to a terminal stage (Declined by carrier, Prospect declined, or Abandoned) and no further action is required.

Troubleshooting

Section titled “Troubleshooting”

I don’t see the intake I just created. The Intake page filters by template category. If you created the request using a different bundle, it may appear under Other Requests instead.

The prospect has not received their questionnaires. Automated notification emails for the intake workflow are planned but not yet live. Contact the prospect directly and share the self-service intake link from the request detail page.

The Koffyr 125/126/140 forms show as blank PDFs. PDF field placement coordinates are pending the Koffyr-branded form design. The field data from the prospect’s questionnaires is captured and mapped — the visual PDF rendering will be complete once the forms are designed.

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Last verified: 2026-05-28