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Insurance Overview

This article provides an overview of the Insurance module, detailing how to upload your insurance policies and seamlessly track them within PropertyTools.

1. Overview

Keeping insurance documents up to date is critical for protecting your properties and staying compliant with lenders and local regulations. Property Tools makes it simple to upload, review, and approve insurance policies so you never miss an expiration date. Once uploaded, insurance details link directly to the property record and calendar reminders.

2. Accessing the Module

To access the Insurance module:

  • Navigate to Insurance from the left sidebar navigation.
  • Or open a specific property and go to the Insurance tab.

3. Main Dashboard

Viewing Your Insurance Policies

The dashboard displays all your insurance records in a structured table. For each record, you’ll see:

  • Property Address: The property covered by the policy
  • Status: Policy status (Active, Expiring Soon, Expired)
  • Policy Dates: Start and end dates of coverage
  • Premium Amount: Annual or recurring premium
  • Payment Frequency: Monthly, Quarterly, Semi-Annually, Annually
  • Document Count: Number of attached files

Actions

Each record supports:

  • View Details – Open the full insurance record
  • Edit – Modify terms, provider, or dates
  • Delete – Remove the policy (with confirmation)
  • Upload Documents – Attach insurance documents
  • Create Forecast – Generate premium cost projections

Filtering and Search

You can filter insurance policies by:

  • Property: View policies for a specific property
  • Status: Filter by Active, Expiring, or Expired
  • Payment Frequency: Filter by Monthly, Quarterly, etc.
  • Premium Range: Filter by cost thresholds

Tips:

  • Combine filters for precise queries
  • Use the reset button to clear all filters

4. Adding Insurance Policies

Manual Entry

To add a policy manually:

  1. Click Add Insurance
  2. Complete the form:
    • Property: Choose from your properties
    • Provider: Optional insurance company name
    • Policy Start and End Dates
    • Premium Amount: Annual or periodic cost
    • Payment Frequency: Monthly, Quarterly, etc.
  3. (Optional) Upload policy documents
  4. Click Add to save

Required Fields

  • Property
  • Premium amount (greater than $0.01)
  • Start and end dates
  • Payment frequency

Payment Frequency Options

  • Monthly
  • Quarterly
  • Semi-Annually
  • Annually

AI-Powered Document Upload

  1. Click AI Upload
  2. Upload insurance documents (PDF, DOC, JPG, PNG)
  3. AI extracts:
    • Provider and policy number
    • Premium amount and schedule
    • Start/end dates, deductible, coverage info
  4. Review and adjust fields
  5. Approve to save the policy

5. Insurance Detail View

Each insurance policy includes the following sections:

Policy Information

  • Property address and provider
  • Start and end dates
  • Premium amount and frequency
  • Renewal timeline (days remaining)

Financial Summary

  • Annual premium and payment breakdown
  • Monthly cost calculation
  • Forecast totals (if enabled)

Status Tracking

Status categories and their conditions:

  • Active: More than 90 days until expiration
  • Due for Renewal: 30–90 days until expiration
  • Expiring Soon: Less than 30 days remaining
  • Expired: Policy end date has passed
  • Replaced: Renewed policy entered but isn't active yet

Inline Editing

  • Most fields can be updated directly
  • Changes are auto-saved after validation

6. Payment Schedule Integration

The system can generate automatic schedules based on policy terms.

Schedule Features

  • Due date calculations based on frequency
  • Track paid vs. outstanding payments
  • Payment history and upcoming alerts

Status Indicators

Payment statuses include:

  • Paid: Payment completed
  • Upcoming: Due in more than 7 days
  • Due Soon: Due within 7 days
  • Overdue: Past the due date

7. Document Management

Supported file types include PDF, Word, JPG, and PNG.

Features:

  • Upload multiple documents
  • View/download existing files
  • Track upload history
  • Delete or replace old documents

8. Troubleshooting

Policy Won’t Save

  • Ensure required fields are filled
  • Check that premium is greater than $0.01
  • Verify start date is before end date
  • Confirm a property is selected

AI Upload Issues

  • Check file format and size (max 20MB)
  • Ensure readable text in uploaded document
  • Try uploading one document at a time

Forecast Creation Fails

  • Ensure all numeric fields are valid
  • Check policy dates and premium are filled
  • Avoid overlapping forecast ranges

Status Not Updating

  • Verify that end date is current
  • Refresh the page to update
  • Re-save the policy if needed

Payment Schedule Not Showing

  • Confirm payment frequency and dates are set
  • Refresh page to regenerate schedule