For Belgian insurance brokers
Most of your business starts as an email. A quote request, a policy change, a renewal question. Penbox runs inside Outlook and turns each inbound message into a structured response the client can complete on their phone. The reply that used to take two days goes out the same morning, and the case lands on a handler's desk ready to close.
Trusted by 300+ insurance teams, including Allianz, Groupama, and Qover. Official Brio partner.
EMAIL ARRIVES
Outlook, with Penbox
Yesterday
Car accident this morning
Hi, I've had an accident on my way to work. Photo attached…
Penbox reads the email and auto-picks the claim template.
CLIENT SUBMITS
Easy flow on their phone
Today
Motor claim declaration
Other driver's ID
Accident report
IBAN for reimbursement
Documents validated on submission
CASE RETURNS
Ready to process
Tomorrow
Type
IBAN
ID Card
Report
Motor claim
✓ valid
✓ extracted
✓ attached
Documents validated on submission
300+ insurance teams run on Penbox
HOW PENBOX WORKS
A layer on top of the tools your office already uses.
Your broker management system stays the record. Penbox runs the work, between your clients and your team, inside the inbox you already live in.
Where Penbox sits
Penbox runs inside Outlook, where the work already happens. When a client email lands in the inbox, one click turns it into a structured response. The client receives a link, opens the flow on their phone, and submits what you need. Penbox validates the documents, compiles the case, and returns it to the same email thread.
A client writes in asking about cover for a new car. The handler clicks Penbox, the right template has already been selected, the client fills in the flow in a few minutes, and the quote goes out the same morning. The same pattern runs for policy changes, renewals, and claims.
Built for the Belgian context
FSMA, MIFID, AML. Official Brio partnership, with deeper system-of-record integration on the roadmap. Hosted on your own domain. Flows in the language your clients expect, written by your team, not by us.
The broker who answers first wins the contract.
Answer new business in minutes, not days.
Quote requests and new enquiries land in Outlook the same way they always have, and they move at the speed of whoever gets to the message first. In most offices, that is hours. Often days. By the time the reply goes out, the client has already heard back from someone else.
Penbox changes that moment. The Outlook add-in reads the inbound email and auto-picks the right template. One click sends the client a structured flow that collects exactly what the quote needs. The response that used to wait for a handler's afternoon goes out in minutes, while the client is still in the inbox thinking about it.
WHAT IT REPLACES
Quote requests waiting in a queue until someone has time. Clients cooling off while they wait. Contracts lost to the broker down the road who happened to open their inbox first.
OUTLOOK, WITH PENBOX PANEL
INBOX
Quote for my new car
From: marie.dupont@domain.be
Hi, I just picked up a new Clio last weekend. Can you put together a quote for insurance? I had my previous policy with AG. Thanks.
SUBMISSION, VALIDATED AND EXTRACTED
UPLOADED
ID card
✓
Accident report
✓
Bank statement
✓
Photo of damage
✓
EXTRACTED
Name
M. Dupont
Address
Brussels
Licence
B-ref
IBAN
✓ valid
Quotes, renewals, policy changes, claims. One inbox, one pattern.
Every inbound email becomes a structured case.
Your team does not separate their day by message type. Quote requests, renewal questions, policy changes, and claims all arrive in the same inbox, and they all need structure before they can be processed. The difference between a good office and a great one is how quickly that structure gets applied.
Penbox applies it automatically. Every inbound email the add-in recognises is routed to the right template, sent to the client as a flow they complete on their phone, and returned to the handler as a case that is already half closed. The revenue-generating flows and the operational ones move through the same pipeline.
WHAT IT REPLACES
Manual triage. Templates chosen by hand. The gap between "the email arrived" and "the case is started."
The document work, done before the case reaches a human.
Documents arrive ready to work on.
A case file is only as good as the documents inside it. Phone screenshots of ID cards. Unreadable PDFs. Bank statements that are actually a photo of a browser window. Handlers spend real time checking, rejecting, and asking again.
Penbox validates documents on the way in. The AI reads what the client uploads, extracts the fields that belong in the case, checks that the IBAN is well formed, and flags anything that is missing, unreadable, or looks wrong. When a submission is incomplete, the client is asked to fix it before the case arrives on a handler's desk.
WHAT IT REPLACES
Manual data entry from photos. Email threads asking the client to send the document again, in a readable format, please.
CASE VIEW, WITH FOLLOW_UP REQUEST
UPLOADED
Car accident this morning
✓
Declaration submitted
✓
Documents validated
✓
IBAN verified
…
Signed consent form
Your broker stack, with Penbox in the middle
Outlook
Where your team works
Penbox
Runs the intake, validates, follows up
Brio
Your system of record. Official partner.
No new system to learn. Penbox plugs into the place your team already works.
Works with the tools your office already uses.
The office already has a rhythm. Outlook for the day to day. A broker management system as the record. A signature tool, a phone, a habit. Tools that promise to replace all of that are rarely worth the change management they ask for.
Penbox is the layer that runs the work, not the record that stores it. The Outlook add-in means a handler can start a case without switching tools. The Penbox team is an official Brio partner, with deeper system-of-record integration on the roadmap. Emails and forms go out from your own domain, so clients see your office, not ours.
WHAT IT REPLACES
Tool fatigue. Change management projects. The weekly reminder that the team is paying for a product they do not open.
Why brokers trust Penbox
Built for the work a Belgian brokerage actually does.
Your broker management system stays the record. Penbox runs the work, between your clients and your team, inside the inbox you already live in.
Where Penbox sits
Penbox runs inside Outlook, where the work already happens. When a client email lands in the inbox, one click turns it into a structured response. The client receives a link, opens the flow on their phone, and submits what you need. Penbox validates the documents, compiles the case, and returns it to the same email thread.
What it looks like on a quote request
A client writes in asking about cover for a new car. The handler clicks Penbox, the right template has already been selected, the client fills in the flow in a few minutes, and the quote goes out the same morning. The same pattern runs for policy changes, renewals, and claims.
Built for the Belgian context
FSMA, MIFID, AML. Official Brio partnership, with deeper system-of-record integration on the roadmap. Hosted on your own domain. Flows in the language your clients expect, written by your team, not by us.
Frequently asked
Is Penbox a replacement for my broker management system?
No. Penbox runs the work between your clients and the system you already use. The broker management system stays the record. Penbox handles the intake, the follow-ups, and the validation, and the finished case comes back to the handler in the tools they already work in.
Does Penbox work with Brio?
Yes. Penbox is an official Brio partner. Today, Penbox lives inside Outlook, which is where the inbound work starts. A deeper Brio integration is on the roadmap and will be announced separately.
Do we have to learn a new tool?
The handler works from Outlook. The Penbox panel is on the right of the inbox. When a client email arrives, one click starts a structured case. There is no second dashboard to open, no new habit to build for the day to day.
What do clients see?
A short message with a link. They tap the link, complete the flow on their phone, and submit. No app to install, no account to create, no login to remember.
How does Penbox handle poor-quality document submissions?
Penbox reads documents on the way in. AI extracts the fields that belong in the case, and deterministic checks validate formats like IBAN. When a submission is unreadable or missing, the client is asked to fix it before the case reaches a handler.
Does Penbox help with FSMA, MIFID, and AML requirements?
Yes. Penbox is used today by Belgian brokers to collect and update the fields these regulations require, including civil status, national identifiers, and AML data points. Because intake is structured, the compliance trail is consistent, not dependent on individual diligence.
How long does it take to get started?
A first flow can be live in a working day. Most offices start with a single template, usually quote requests or the most common claim type, confirm the workflow on real cases, and add more flows from there. No project management needed to see the first result.
What does it cost?
Penbox is priced per user and scales with volume. A typical broker office can compare the monthly cost to the revenue captured by responding faster to inbound business. The demo call includes a quote against your setup, not a list price.
Is Penbox secure and compliant?
Data is hosted in the EU, encrypted in transit and at rest. Penbox is built for regulated industries and supports enterprise compliance reviews. Security documentation is available before the first case is sent.
