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For insurance brokers

Answer emails in minutes, not days.

Answer emails in minutes, not days.

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.

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.

For Belgian insurance brokers

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Trusted by 300+ insurance teams, including Allianz, Groupama, and Qover. Official Brio partner.

Landscape foreground in Penbox zen colors

Powering customer operations at:

  1. 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.

  1. CLIENT SUBMITS

Easy flow on their phone

Today

Motor claim declaration

Other driver's ID

Accident report

IBAN for reimbursement

Documents validated on submission

  1. CASE RETURNS

Ready to process

Tomorrow

Type

IBAN

ID Card

Report

Motor claim

✓ valid

✓ extracted

✓ attached

Documents validated on submission

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.

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.

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.

DETECTED

Motor quote request

Send flow to client

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.

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

WHAT IT REPLACES

Manual triage. Templates chosen by hand. The gap between "the email arrived" and "the case is started."

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.

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.

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.

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.

CASE VIEW, WITH FOLLOW_UP REQUEST

UPLOADED

Car accident this morning

Awaiting signature

✓

Declaration submitted

✓

Documents validated

✓

IBAN verified

…

Signed consent form

Ask for signed consent

WHAT IT REPLACES

Manual data entry from photos. Email threads asking the client to send the document again, in a readable format, please.

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.

WHAT IT REPLACES

Tool fatigue. Change management projects. The weekly reminder that the team is paying for a product they do not open.

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.

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.

Why brokers trust Penbox

Built for the work 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

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

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 broker context

Built for the broker 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.

  • Vincent Delghust, Property and Casualty Claims Director at Allianze

    “Penbox saves us valuable hours every day. Adoption via Outlook was very fast. Penbox is now essential to our operations.”

    Vincent Delghust

    Property and Casualty Claims Director

  • Lionel Letrillard, Deputy CEO at Uneo

    “Penbox allowed us to digitize our subscription process for military personnel in 1 month“

    Lionel Letrillard

    Deputy CEO

  • Ed Ackerman, Chief Customer Officer at Qover

    "Penbox allows us to automate up to 75% of our claims, including the most complex ones. Customers love it!“

    Ed Ackerman

    Chief Customer Officer

  • Anaïs Dumas, Head of Operational Performance and Innovations at Groupama

    “With Penbox, we’ve literally halved the processing time of our cases.“

    Anaïs Dumas

    Head of operational performance and innovations

  • Julien Ben Lahcen, CEO at Ascentiel Groupe

    “Penbox is a flexible, fully customizable tool that integrates simply with management tools, but also a responsive team that is close to its clients.“

    Julien Ben Lahcen

    CEO and Executive Chairman 

  • “Penbox saves us valuable hours every day. Adoption via Outlook was very fast. Penbox is now essential to our operations.”

    Vincent Delghust

    Property and Casualty Claims Director

  • “Penbox allowed us to digitize our subscription process for military personnel in 1 month“

    Lionel Letrillard

    Deputy CEO

  • "Penbox allows us to automate up to 75% of our claims, including the most complex ones. Customers love it!“

    Ed Ackerman

    Chief Customer Officer

  • “With Penbox, we’ve literally halved the processing time of our cases.“

    Anaïs Dumas

    Head of operational performance and innovations

  • “Penbox is a flexible, fully customizable tool that integrates simply with management tools, but also a responsive team that is close to its clients.“

    Julien Ben Lahcen

    CEO and Executive Chairman 

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.

Secure and compliant. By design.

Book a demo

ISO27001 certified

ISO27001 certified

GDPR-ready

GDPR-ready

Data stored in Europe

Data stored in Europe

Every case action is logged, traceable, and auditable.

Everything logged, traceable, and auditable.

From first customer interaction to cases that run themselves.

From first customer interaction to cases that run themselves.

Start with one case. Launch in weeks, not quarters.
See the difference. Expand as you grow.

Start with one case. Launch in weeks, not quarters. See the difference. Expand as you grow.

Start with a case

Book a demo

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Rue des Pères Blancs 4
1040 Etterbeek

Penbox

Home

Why Us

Solution

Product features

Use Cases

Penbox for Brokers

Product

Documentation

Guides

API Reference

Changelog

Legal

Privacy Policy

Cookie Policy

Terms & Conditions

© Penbox, 2026

Rue des Pères Blancs 4
1040 Etterbeek

Penbox

Home

Why Us

Solution

Product features

Use Cases

Penbox for Brokers

Product

Documentation

Guides

API Reference

Changelog

Legal

Privacy Policy

Cookie Policy

Terms & Conditions

© Penbox, 2026