# Financi — full content > Financi is a CRM for insurance and pension agencies, by Shavve. It brings leads, WhatsApp, forms and e-signing, the pension clearing house and Har HaBituach, call recordings and operations into one place, with an AI team inside that explains, analyses and suggests, and you approve. Index of pages: https://www.financi.co.il/llms.txt --- # English ## What Financi is Financi is a CRM for insurance and pension agencies, by Shavve. It brings leads, WhatsApp, forms and e-signing, the pension clearing house and Har HaBituach, call recordings and operations into one place, with an AI team inside that explains, analyses and suggests, and you approve. - Website: https://www.financi.co.il/en - Tagline: From lead to signature, without switching systems. ## Financi at a glance - **What it is:** A CRM for insurance and pension agencies, by Shavve. It runs in production and carries agencies' daily work. - **Who it is for:** Insurance and pension agencies, their agents, and the operators who work with them. - **What is inside:** Six modules on one client card: CRM and processes, WhatsApp, forms and e-signing, clearing house and Har HaBituach, operations (Ops), recordings and transcription. - **Forms and e-signing:** The customer fills in and signs with a finger on a phone, with no login and no app. A signed PDF comes back with an AWS KMS seal and a 7-year WORM ledger. - **AI team:** Asi, Keren and Rafi work inside the CRM. The AI never writes numbers, and a human approves every field the AI writes. - **Connections:** The pension clearing house and Har HaBituach, WhatsApp, your PBX, and ChatGPT and Claude through MCP with an OAuth sign-in. - **Data and access:** CRM and Ops on the same database, role-based permissions, and a data processing addendum (DPA) published on the site. - **Language:** Hebrew-first, right-to-left. The site and the product are also available in English. ## Capabilities - CRM and processes: leads, customers, policies, processes and tasks, with commissions, calendar and role-based permissions - WhatsApp: a shared team inbox with campaigns, chat assignment, document requests and analytics - Forms and e-signing from a phone, no login, with a signed, sealed PDF (AWS KMS seal and a 7-year WORM ledger) - Clearing house and Har HaBituach: order and pull the customer's pension and insurance data, unified in one client card - Operations (Ops): processes, tasks and statistics with operators, on the same database as the CRM - Recordings and transcription: calls ingested from the PBX, matched to the customer and transcribed - An AI team (Asi, Keren and Rafi) with human approval of every field the AI writes - MCP with an OAuth sign-in for ChatGPT and Claude - Hebrew-first, right-to-left ### The six modules - **CRM & processes:** Leads, customers, policies, processes and tasks — with commissions, calendar and role-based permissions. - **WhatsApp:** A shared inbox for the team: campaigns, chat assignment, document requests and analytics. - **Forms & e-signing:** The customer fills in and signs with a finger from a phone, no login — and a signed, sealed PDF comes back. - **Clearing house & Har HaBituach:** Order and pull the customer's pension and insurance data — unified in one card. - **Operations (Ops):** Work management with operators: processes, tasks and statistics — wired straight into the CRM. - **Recordings & transcription:** Calls are ingested from the PBX, matched to the customer and transcribed. ### What already runs in production - 6 modules, one client card - 19 MCP tools for ChatGPT and Claude - 17 topics Asi answers on - 7 years of lock on the signing ledger ## A digital team inside the CRM Three characters, three jobs — not one bot in three colours. - **Asi (Financi assistant):** Answers "how do I…" across 17 topics, and suggests questions based on the screen you're on. - **Keren (Portfolio analyst):** Works on one client at a time. "Keren noticed" shows rule-based findings, and "Keren on…" gives a two-sentence brief before a meeting. - **Rafi (Process assistant):** Reads notes and client data and proposes values for fields. You approve each value, and there's undo. We banned our own AI from writing numbers. Keren rephrased real figures — and a language model that rephrases drifts. Today she only names which figure she means, and the system shows it from exactly the same source. The AI phrases. The system owns the facts. ## From a link to a sealed PDF No login, no app. The customer gets a link, and you get a signed document where any change is detectable. 1. **Link by SMS:** The agent or operator creates a link and sends it. 2. **Fill in on mobile:** Guided fields, with suggestions and completion. 3. **Sign with a finger:** The signature is embedded in the document itself. 4. **KMS seal:** An AWS KMS asymmetric signature over the PDF. 5. **WORM ledger:** A hash chain with a 7-year object lock. 6. **Webhook to the CRM:** A signed event reaches the CRM and the ops card. **AI Magic: PDF field mapping.** Point it at a blank insurer form in Hebrew and it maps the fields — even on scanned documents that aren't fillable. ## CRM and Ops on the same database When an agency hands work to a back office, it's a data read — not an integration. No syncing, no duplicates, no "who updated whom". ## Security and privacy, as the site states it - E-signing with a KMS seal and a 7-year WORM ledger - The AI never writes numbers — the system shows them - A human approves every field the AI writes - MCP for ChatGPT and Claude - Hebrew-first, right-to-left Financi processes client data on the agency's behalf, as set out in the data processing addendum (DPA) published on this site. - Data Processing Addendum (DPA): https://www.financi.co.il/en/data-processing-addendum - Privacy Policy: https://www.financi.co.il/en/privacy-policy - Terms of Use: https://www.financi.co.il/en/terms-of-use ## Your CRM inside ChatGPT and Claude Connect with a regular OAuth sign-in and they work inside your book — with the permissions you grant. 19 tools: leads, production, referrals and information-order links. 1. **Add a connector:** Claude: Customize → Connectors · ChatGPT: Apps → Developer mode 2. **Paste the address:** and choose OAuth sign-in. 3. **Sign in and approve:** The Financi sign-in screen — pick which permissions to grant. Disconnect in one click: delete the app under Developer API. ## Supported sources and connections The pension clearing house and Har HaBituach (order and pull pension and insurance data), WhatsApp (a shared team inbox), your PBX (calls are ingested, matched to the customer and transcribed), and ChatGPT and Claude through MCP with an OAuth sign-in. ## Limits: what Financi does not do - The AI never writes numbers: Keren only names which figure she means, and the system shows it from the same source. - Nothing is written to a field without human approval, and there is undo. - The AI inside a customer file works on pre-defined fields only. - A migration from Excel or another system is not promised before the data has been seen. - Demos and illustrations on the site show the process; they are not customer data. - The articles are general information, not financial, pension, legal or tax advice. ## Frequently asked questions ### Who uses Financi? Insurance and pension agencies, their agents, and the operators who work with them. ### Is it live today? Yes. Financi runs in production and carries agencies' daily work. ### What does Financi connect to? The pension clearing house and Har HaBituach (order and pull pension and insurance data), WhatsApp (a shared team inbox), your PBX (calls are ingested, matched to the customer and transcribed), and ChatGPT and Claude through MCP with an OAuth sign-in. ### Do my clients need an app or an account to sign? No. The customer gets a link, fills in and signs with a finger on their phone, with no login and no app. A signed, sealed PDF comes back to you. ### How is privacy handled with the AI? The AI inside a customer file works on pre-defined fields only. The defence has three layers: an allowlist of fields, tests over thousands of real clearing-house files, and an egress scanner that redacts rather than fails. ### Can the AI be wrong? That's why Keren doesn't write numbers, and Rafi doesn't write to a field without your approval. The AI phrases, and the system owns the facts. ### How is the data I put into Financi handled? Financi processes client data on the agency's behalf, as set out in the data processing addendum (DPA) published on this site. ### Who can see client data? Permissions are role-based: everyone on the team sees what the role you gave them allows. When you hand a process to an operations team, the operator works on it directly in the same database, not on a copy sent along. A ChatGPT or Claude connection works only with the permissions you approve, and you can disconnect in one click. ### How do we start? Book a demo, walk through the system with your team, and match the plan to the agency's size. ### Can we move over from Excel or another system? It's a common starting point. In the demo we'll look at where your data lives today (Excel, another system, a clearing-house file) and walk through what can be brought over and how. We don't promise a migration before we've seen the data. ## Support centre: questions and answers https://www.financi.co.il/en/support ### Who uses Financi? Insurance and pension agencies, their agents, and the operators who work with them. ### Is the system live today? Yes. Financi runs in production and carries agencies' daily work. ### How do we get started? Book a demo, walk through the system with your team, and match the plan to the agency's size. ### How do I sign in? Use the “Sign in” button at the top of the site, or go straight to crm.financi.co.il. ### How much does it cost? The plan is matched to the size of the agency. Book a demo and we'll propose the right one. ### How does a customer sign a form? The agent or operator creates a link and sends it (for example by SMS). The customer fills in and signs with a finger from a phone, with no login and no app, and the system returns a signed, sealed PDF in which any later change is detectable. ### What can I do with WhatsApp inside the system? There is a shared inbox for the team: campaigns, chat assignment, document requests and analytics. ### What is PDF field mapping (AI Magic)? Point it at a blank Hebrew insurance-company form and the system maps the fields, even on scanned documents that can't be filled in. ### How do recordings and transcription work? Calls are ingested from the PBX, matched to the customer and transcribed. ### What is the difference between the CRM and Operations (Ops)? The CRM is the agent's work: leads, customers, policies, processes and tasks. Ops is work management with operators: processes, tasks and statistics. Both sit on the same database, so handing work to the back office is a data read, not an integration. ### What can I pull from the clearing house and Har HaBituach? You order the information and pull the customer's pension and insurance data, unified in one card. ### Who is responsible for customer consents? When an agency activates connections to the clearing house, Har HaBituach or other sources, or uploads files, the agency is responsible for the legal basis and for documented consents. Financi processes the data on its instructions. Full details are in the privacy policy and the data processing addendum. ### Can I upload files and import data? Yes, you can upload files, including importing CSV and XLSX files. If your data has an unusual structure, tell us in the demo. ### How is privacy handled with the AI? The AI inside a customer file works on pre-defined fields only. The defence has three layers: an allowlist of fields, tests over thousands of real clearing-house files, and an egress scanner that redacts rather than fails. ### Can the AI be wrong? That's why Keren doesn't write numbers, and Rafi doesn't write to a field without your approval. The AI phrases, and the system owns the facts. ### How do I connect the CRM to ChatGPT or Claude? Add a connector, paste the server address and sign in with OAuth. On Financi's sign-in screen you choose which permissions to grant. You can disconnect any time: delete the app under Developer API. ### How do I contact support? Use any of the channels at the bottom of this page: email, phone or WhatsApp. When you write, mention your agency's name and what you were trying to do. ### I have a problem signing in Write to us from the address you registered with and describe what happens (for example what the screen shows). Please don't send passwords in a message. ### How do I submit a privacy request? Contact us through any of our channels and describe the request. Rights and how to exercise them are set out in the privacy policy. ## Contact - Email: support@financi.co.il - Phone: 08-385-0399 - WhatsApp: 055-211-9329 (https://wa.me/972552119329) ## Notice The site publishes no regulatory-status statement beyond its legal documents. This notice applies to the articles: > The information in this article is general only and is not financial, pension, legal or tax advice, nor a substitute for personal advice. Demos and calculators are illustrative models: your numbers will differ. # Category page and comparisons ## A CRM for insurance agents: one system from lead to signature URL: https://www.financi.co.il/en/crm-for-insurance-agents A CRM for insurance agents is a system that gathers an agency's leads, clients, policies, processes and documents in one place. Financi is a CRM for insurance and pension agencies, by Shavve: it brings leads, WhatsApp, forms and e-signing, the clearing house and Har HaBituach, call recordings and operations onto one client card, with an AI team inside that explains and suggests, and you approve. ### What sets a CRM for insurance agents apart from a generic CRM A generic CRM manages contacts and sales opportunities for any business. An insurance and pension agency also needs the industry's concepts: policies, commissions, permission to reach pension data, forms and signing, and processes with steps and owners. The table summarises a general difference and does not describe any specific system. | Need | Generic CRM | CRM built for insurance agencies | | --- | --- | --- | | The industry's fields and processes | Usually configured by hand | Built in: policies, commissions, pension and insurance processes | | Clearing-house and Har HaBituach data | Usually a custom connection or a manual file | A built-in or dedicated connection, with the client's consent | | Forms and signing | Usually an outside tool | Forms and signing as part of the system | | WhatsApp for the team | Varies by vendor | A shared inbox on the client card | | Permissions | By general settings | By role in the agency, with privacy as a central consideration | ### What an insurance agency needs from a system - **Leads** with a source, an owner and a follow-up date, so no lead waits with nobody responsible. - **One client card** with policies, documents, conversations and tasks in one place. - **Processes** with steps, owners and due dates for what recurs: a new pension, a coverage change, a renewal. - **Clearing house and Har HaBituach** to see what the client has, with their consent and on record. - **Forms and signing** the client completes from a phone, and a signed document with evidence. - **Shared WhatsApp** where conversations belong to the agency and not to a person's phone. - **Role-based permissions, commissions and reports**, so the team sees what it needs and management sees the picture. ### What Financi gives you: six modules on one client card An AI team (Asi, Keren and Rafi) works inside the system: a human approves every field the AI writes, and the AI does not write numbers. | Module | What it does | | --- | --- | | CRM and processes | Leads, customers, policies, processes and tasks, with commissions, calendar and role-based permissions. | | WhatsApp | A shared team inbox: campaigns, chat assignment, document requests and analytics. | | Forms and e-signing | The customer fills in and signs from a phone with no login. A signed, sealed PDF comes back (AWS KMS seal and a 7-year WORM ledger). | | Clearing house and Har HaBituach | Order and pull the customer's pension and insurance data, unified in one card. | | Operations (Ops) | Processes, tasks and statistics with operators, on the same database as the CRM. | | Recordings and transcription | Calls ingested from the PBX, matched to the customer and transcribed. | ### How to start - **Book a demo.** You are shown a flow on a real agency process, from lead to signature. - **Pick one process.** Start with one you know, and do not move the whole agency in a day. - **Set permissions.** Who sees whose clients and who exports. - **Connect what you need.** WhatsApp, PBX and clearing house, as the agency works with them. - **Test in a pilot.** [The guide to choosing a CRM](https://www.financi.co.il/en/articles/choosing-crm-insurance-agency) lays out a two-week pilot. ### Who it suits, and who it suits less Financi is for insurance and pension agencies, the agents in them, and the operators who work with them. It suits less a single agent with few clients who manages with a tidy sheet, and someone looking for a signing tool alone for a large organisation. [The free readiness check](https://www.financi.co.il/en/tools/crm-readiness-check) gives a first answer in a few minutes. ### FAQ **What is a CRM for insurance agents?** A system that gathers an insurance agency's leads, clients, policies, processes and documents in one place, usually with a clearing-house connection, forms and signing, and communication with clients. **What is the difference between a generic CRM and one built for insurance agencies?** A generic CRM manages contacts and sales opportunities for any business. A dedicated one usually includes the industry's concepts: policies, commissions, clearing house, forms and signing, and role-based permissions. **Is Financi suitable for a single agent?** It is built for agencies and teams. A single agent with few clients may manage with a tidy sheet, and the free readiness check helps decide. **Does Financi connect to the clearing house and Har HaBituach?** Yes: you order data with the client's consent and it is unified in one client card. The exact rules on authorisation and who may order what are confirmed with the Authority and a compliance adviser. **Does the client need an app to sign?** No. The client fills in and signs from a phone with no login and no app. **How much does Financi cost?** The prices are published on the site, in the pricing section of the home page. **How do I compare systems?** Start from the agency's needs and compare the total first-year cost. See [the guide to choosing a CRM](https://www.financi.co.il/en/articles/choosing-crm-insurance-agency) and the comparison pages against Surense, Roeto, Bafi and SMS. ## Financi vs Surense: a fair comparison for insurance agencies URL: https://www.financi.co.il/en/compare/surense Financi and Surense are both systems for running an insurance and pension agency. According to their own sites, Surense presents dedicated apps for the agent and the client and describes a clearing-house connection and power-of-attorney issuing, while Financi presents a shared WhatsApp inbox, forms and signing from a phone with no login, an AI team with human approval, and operations (Ops) on the same database. The table below lays it out, with a link to the source of every claim about Surense. ### At a glance: Financi vs Surense Every claim about Surense in the table comes from its public site (links at the end of the page). “Not mentioned” is not a claim that the capability does not exist. | | Financi | Surense | | --- | --- | --- | | What it is | A CRM for insurance and pension agencies, by Shavve. Six modules on one client card. | A CRM for insurance and financial agents. SurenseFire (cloud, in the browser), SurenseGo (agent app) and SurenseOne (client app). | | Pension clearing house | Orders data from the clearing house and Har HaBituach with the client's consent and merges it into one client card. | Its site mentions a connection to the clearing house and Ministry of Finance databases, power-of-attorney issuing and automatic retrieval of information and files. | | Har HaBituach | Orders data from the clearing house and Har HaBituach with the client's consent and merges it into one client card. | Not mentioned on the pages reviewed. | | WhatsApp for the team | A shared team inbox: campaigns, chat assignment, document requests and analytics, tied to the lead and the card. | WhatsApp is mentioned as a contact channel in the agent app. A shared team inbox: not mentioned on the pages reviewed. | | Forms and signing | The client fills in and signs from a phone with no login and no app. A signed, sealed PDF returns (AWS KMS seal and a 7-year WORM ledger). | Power-of-attorney signing and digital issuing of a selected savings policy are mentioned. General forms and signing: not detailed on the products page. | | AI | An AI team (Asi, Keren and Rafi) inside the CRM. A human approves every field the AI writes, and the AI does not write numbers. | Not mentioned on the pages reviewed. | | Mobile app | The system works in the browser. A dedicated mobile app is not mentioned on Financi's site. | Yes: SurenseGo for the agent and SurenseOne for the client, according to its site. | | API and integrations | PBX, WhatsApp, and ChatGPT and Claude through MCP with an OAuth sign-in. | API access as a paid add-on, and connections to Zapier, Make and n8n, according to its site. | | Pricing | Published on its site. | Not published. According to its site there are three plans (Basic, Pro and Enterprise), and the price depends on plan and number of users, given in a demo. Monthly commitment. | | Security and privacy | A data processing addendum (DPA) is published on the site. CRM and Ops on one database, role-based permissions. | Its site mentions periodic penetration tests and compliance with Amendment 13 of the Privacy Protection Law. | ### How Financi is different - **Six modules on one client card:** CRM and processes, WhatsApp, forms and signing, clearing house and Har HaBituach, operations (Ops), recordings and transcription. - **A shared WhatsApp inbox** with chat assignment, campaigns and document requests, tied to the lead and the card. - **Forms and signing from a phone** with no login and no app, with a signed, sealed PDF and a 7-year WORM ledger. - **An AI team with human approval:** a person approves every field the AI writes, and the AI does not write numbers. - **CRM and Ops on one database**, with no syncing between systems. ### What Surense presents about itself From Surense's own site, as read on 25 October 2026: - Lead management, client file, tasks, reports and analytics, and role-based permissions (per the products page). - Calendar sync with Google and Outlook (per the products page). - A client app where the client sees policies, documents, reports and meeting summaries (per the products page). - Personal onboarding and training, and support by chat, WhatsApp and email (per the home page). ### When Surense may suit you better - If a dedicated client app plus an agent app matters to you, which Surense presents as part of the offer. - If you want digital issuing of a selected savings policy from inside the interface, as its site presents. - If you work with Make, Zapier or n8n and are willing to pay for an API add-on, as published. ### What to ask every vendor in a demo - Is there a Har HaBituach connection, and how does the data reach the client card? - What does a team's WhatsApp work look like: a shared inbox, assignment, or conversations from phones? - What is included in each plan, and what does an API add-on or extra users cost? ### About this comparison We are Financi, and Surense is a competing system, so we wrote this comparison under strict rules: every claim about Surense comes only from its public site, with a link, and whatever we could not find written there is marked “not mentioned”. That is not a statement that the capability does not exist, only that we did not see it published. The information was read on 25 October 2026 and may change. Found an inaccuracy? Write to support@financi.co.il and we will fix it. ### FAQ **What is the main difference between Financi and Surense?** According to their sites, Surense stands out for agent and client apps and for power-of-attorney issuing and a clearing-house connection, and Financi for a shared WhatsApp inbox, forms and signing from a phone with no login, an AI team with human approval, and operations on the same database. What matters to you decides. **How much does Surense cost?** The price is not published on the pages reviewed. According to its site there are three plans and the price depends on the plan and the number of users, given in a demo. Ask for a written quote and compare the total first-year cost. **Can I move from Surense to Financi?** We do not promise an automatic import without seeing your data. In a demo we will check what can be moved and in what format, and what is left to do by hand. **Is Financi cheaper?** A price Surense does not publish cannot be compared. Compare the total first-year cost at each vendor: licence, users, onboarding and training. ### Sources - [Surense: דף הבית](https://www.surense.co.il/) - [Surense: מוצרים](https://www.surense.co.il/products/) ## Financi vs Roeto: a fair comparison for insurance agencies URL: https://www.financi.co.il/en/compare/roeto Financi and Roeto are both systems for professionals in insurance and pensions. According to Roeto's site it emphasises a holistic client view, an automatic clearing-house connection, periodic client reports and a branded client portal, while Financi presents a shared WhatsApp inbox, forms and signing from a phone, an AI team with human approval, and operations (Ops). The table lays it out, with a link to the source. ### At a glance: Financi vs Roeto Every claim about Roeto in the table comes from its public site (links at the end of the page). “Not mentioned” is not a claim that the capability does not exist. | | Financi | Roeto | | --- | --- | --- | | What it is | A CRM for insurance and pension agencies, by Shavve. Six modules on one client card. | A workspace for financial and insurance professionals. According to its site, from the IBI investment house. | | Pension clearing house | Orders data from the clearing house and Har HaBituach with the client's consent and merges it into one client card. | Its site mentions an automatic pension clearing-house connection: automatic pulls, Form B-1 submission and single-client orders. | | Har HaBituach | Orders data from the clearing house and Har HaBituach with the client's consent and merges it into one client card. | Not mentioned on its site. | | WhatsApp for the team | A shared team inbox: campaigns, chat assignment, document requests and analytics, tied to the lead and the card. | A shared team inbox: not mentioned. WhatsApp appears on the page as a contact channel for sales. | | Forms and signing | The client fills in and signs from a phone with no login and no app. A signed, sealed PDF returns (AWS KMS seal and a 7-year WORM ledger). | A forms or e-signature product: not described on its site. | | AI | An AI team (Asi, Keren and Rafi) inside the CRM. A human approves every field the AI writes, and the AI does not write numbers. | Not mentioned on its site. | | Mobile app | The system works in the browser. A dedicated mobile app is not mentioned on Financi's site. | A mobile app: not mentioned on the page reviewed. | | API and integrations | PBX, WhatsApp, and ChatGPT and Claude through MCP with an OAuth sign-in. | Roeto Connect for linking tools and automations, API documentation for developers, and importing backups from other systems, according to its site. | | Pricing | Published on its site. | Not published. The route is through sales. | | Security and privacy | A data processing addendum (DPA) is published on the site. CRM and Ops on one database, role-based permissions. | Its site mentions cloud servers and continuous backups, without naming a specific standard. | ### How Financi is different - **Six modules on one client card:** CRM and processes, WhatsApp, forms and signing, clearing house and Har HaBituach, operations (Ops), recordings and transcription. - **A shared WhatsApp inbox** with chat assignment, campaigns and document requests, tied to the lead and the card. - **Forms and signing from a phone** with no login and no app, with a signed, sealed PDF and a 7-year WORM ledger. - **An AI team with human approval:** a person approves every field the AI writes, and the AI does not write numbers. - **CRM and Ops on one database**, with no syncing between systems. ### What Roeto presents about itself From Roeto's own site, as read on 25 October 2026: - A holistic client view showing pension, finance, insurance and investments in one place. - Standard task templates and a shared task board for the team. - Periodic client reports generated automatically, and a branded client portal. - Lead management, landing pages and campaign setup, and routing email into the client file. - A team-oversight dashboard and a customer success manager for larger organisations. ### When Roeto may suit you better - If a branded client portal and automatic periodic reports matter to you, which Roeto's site presents as part of the system. - If you are a large organisation wanting an oversight dashboard and a customer success manager, according to its site. - If you want API documentation for developers and the option to import backups from other systems. ### What to ask every vendor in a demo - What does a client forms-and-signing process look like, and which outside tools does it need? - Is there a Har HaBituach connection, and how is WhatsApp with clients managed by the team? - What does the licence cost, and what do onboarding and training include? ### About this comparison We are Financi, and Roeto is a competing system, so we wrote this comparison under strict rules: every claim about Roeto comes only from its public site, with a link, and whatever we could not find written there is marked “not mentioned”. That is not a statement that the capability does not exist, only that we did not see it published. The information was read on 25 October 2026 and may change. Found an inaccuracy? Write to support@financi.co.il and we will fix it. ### FAQ **What is the main difference between Financi and Roeto?** According to their sites, Roeto stands out for a holistic client view, periodic client reports and a branded portal, and Financi for a shared WhatsApp inbox, forms and signing from a phone, an AI team with human approval, and operations on the same database. **How much does Roeto cost?** The price is not published on its site. The route is through sales. Ask for a written quote and check the total first-year cost. **Does Roeto include digital signing?** A forms or e-signature product is not described on its site. That is not a claim the capability does not exist, so ask in a demo. **Can I move from Roeto to Financi?** We do not promise an automatic import without seeing your data. In a demo we will check what can be moved and in what format. ### Sources - [Roeto: אתר הספק](https://www.roeto.co.il) ## Financi vs Bafi: a fair comparison for insurance agencies URL: https://www.financi.co.il/en/compare/bafi Financi and Bafi are both systems for insurance agencies, but built differently. According to Bafi's site, it offers separate modules (office management, Ulead, an online clearing house, forms with signing, a motor-insurance simulator and more) and a price list per module, while Financi presents six modules on one client card in the browser, including a shared WhatsApp inbox, an AI team and operations (Ops). The table lays it out, with a link to the source. ### At a glance: Financi vs Bafi Every claim about Bafi in the table comes from its public site (links at the end of the page). “Not mentioned” is not a claim that the capability does not exist. | | Financi | Bafi | | --- | --- | --- | | What it is | A CRM for insurance and pension agencies, by Shavve. Six modules on one client card. | An insurance-industry platform from B-COM (Haifa) that calls itself “the technology home of the insurance sector”, with separate modules. | | Pension clearing house | Orders data from the clearing house and Har HaBituach with the client's consent and merges it into one client card. | An “On-Line clearing house” module (with its own page on the site). | | Har HaBituach | Orders data from the clearing house and Har HaBituach with the client's consent and merges it into one client card. | Not mentioned on the main page. | | WhatsApp for the team | A shared team inbox: campaigns, chat assignment, document requests and analytics, tied to the lead and the card. | A shared WhatsApp inbox: not mentioned on the main page. It has multichannel contact systems and online SMS. | | Forms and signing | The client fills in and signs from a phone with no login and no app. A signed, sealed PDF returns (AWS KMS seal and a 7-year WORM ledger). | A DOX module: online forms with electronic signature. | | AI | An AI team (Asi, Keren and Rafi) inside the CRM. A human approves every field the AI writes, and the AI does not write numbers. | Not mentioned on the main page. | | Mobile app | The system works in the browser. A dedicated mobile app is not mentioned on Financi's site. | Yes, apps (office management and Bafi Plus) on the App Store and Google Play, according to its site. | | API and integrations | PBX, WhatsApp, and ChatGPT and Claude through MCP with an OAuth sign-in. | An open API where the customer creates their own access details, and an Outlook add-in, according to its site. | | Pricing | Published on its site. | Published on its site per module, excluding VAT, and subject to change (per the page). | | Security and privacy | A data processing addendum (DPA) is published on the site. CRM and Ops on one database, role-based permissions. | Its site shows ISO 9001 and ISO 27001 logos. | ### How Financi is different - **Six modules on one client card:** CRM and processes, WhatsApp, forms and signing, clearing house and Har HaBituach, operations (Ops), recordings and transcription. - **A shared WhatsApp inbox** with chat assignment, campaigns and document requests, tied to the lead and the card. - **Forms and signing from a phone** with no login and no app, with a signed, sealed PDF and a 7-year WORM ledger. - **An AI team with human approval:** a person approves every field the AI writes, and the AI does not write numbers. - **CRM and Ops on one database**, with no syncing between systems. ### What Bafi presents about itself From Bafi's own site, as read on 25 October 2026: - Office management, Ulead and a motor-insurance simulator, as separate products (per the product list on its site). - An online clearing house and forms with signing (DOX), per the product pages. - Online SMS, online fax and online backup (per the product list). - Mobile apps, and a desktop installer (Bafi_setup.exe) offered on the site. ### When Bafi may suit you better - If you prefer to buy separate modules and see a published price before approaching a vendor. - If you need a motor-insurance simulator, which it offers as a product. - If you are used to software installed on a computer and not only in the browser, as its site offers. ### What to ask every vendor in a demo - Which modules do we need, and what do they all cost together for the first year? - Is Har HaBituach connected, and how does clearing-house data reach the client card? - How is a team's WhatsApp managed, and where are conversations stored? ### About this comparison We are Financi, and Bafi is a competing system, so we wrote this comparison under strict rules: every claim about Bafi comes only from its public site, with a link, and whatever we could not find written there is marked “not mentioned”. That is not a statement that the capability does not exist, only that we did not see it published. The information was read on 25 October 2026 and may change. Found an inaccuracy? Write to support@financi.co.il and we will fix it. ### FAQ **What is the main difference between Financi and Bafi?** According to their sites, Bafi offers separate modules with a price list per module, and Financi presents one system in the browser with six modules on one client card, including a shared WhatsApp inbox, an AI team and operations. **Are Bafi's prices published?** Yes, according to its site, per module and excluding VAT, and they may change. We do not quote them here so as not to show an outdated price; see the price list on its site. **Does Bafi include digital signing?** According to its site there is a DOX module for online forms with electronic signature. **Can I move from Bafi to Financi?** We do not promise an automatic import without seeing your data. In a demo we will check what can be moved and in what format. ### Sources - [Bafi: אתר הספק](https://www.bafi.co.il) - [Bafi: מחירון שפורסם באתר](https://www.bafi.co.il/mehiron/) - [Bafi: מסלקה On-Line](https://www.bafi.co.il/mislaka-on-line/) - [Bafi: DOX, טפסים עם חתימה](https://www.bafi.co.il/dox/) ## Financi vs SMS (SMS2010): a fair comparison for insurance agencies URL: https://www.financi.co.il/en/compare/sms Financi and SMS (SMS2010) are both systems for insurance and pension professionals. According to SMS's site, it presents a client library, simulators, digital forms with remote signing by SMS, clearing-house orders and a client analysis booklet, while Financi presents a shared WhatsApp inbox, forms and signing from a phone with no login, an AI team with human approval, and operations (Ops). The table lays it out, with a link to the source. Note: SMS's site uses the name “SMS” and does not mention the name “SMS2010”. ### At a glance: Financi vs SMS (SMS2010) Every claim about SMS (SMS2010) in the table comes from its public site (links at the end of the page). “Not mentioned” is not a claim that the capability does not exist. | | Financi | SMS (SMS2010) | | --- | --- | --- | | What it is | A CRM for insurance and pension agencies, by Shavve. Six modules on one client card. | An operations and data-analysis system for insurance and pension professionals, presented as a “virtual office”. Run by S.M.S Service Management Systems. | | Pension clearing house | Orders data from the clearing house and Har HaBituach with the client's consent and merges it into one client card. | Its site mentions clearing-house orders and building a client analysis booklet from insurance, financial and clearing-house data. | | Har HaBituach | Orders data from the clearing house and Har HaBituach with the client's consent and merges it into one client card. | Uploading a Har HaBituach file is mentioned on its site. | | WhatsApp for the team | A shared team inbox: campaigns, chat assignment, document requests and analytics, tied to the lead and the card. | WhatsApp: not mentioned on its site. | | Forms and signing | The client fills in and signs from a phone with no login and no app. A signed, sealed PDF returns (AWS KMS seal and a 7-year WORM ledger). | Digital forms with remote signing by SMS, online policy issuance and process management with status tracking. | | AI | An AI team (Asi, Keren and Rafi) inside the CRM. A human approves every field the AI writes, and the AI does not write numbers. | Not mentioned on its site. | | Mobile app | The system works in the browser. A dedicated mobile app is not mentioned on Financi's site. | A mobile app: not mentioned on the page reviewed. | | API and integrations | PBX, WhatsApp, and ChatGPT and Claude through MCP with an OAuth sign-in. | Insurers' and investment houses' forms and simulators, and a link to vSign for remote signing, according to its site. | | Pricing | Published on its site. | Not published. | | Security and privacy | A data processing addendum (DPA) is published on the site. CRM and Ops on one database, role-based permissions. | Its site mentions SSL encryption and ISO 27001. | ### How Financi is different - **Six modules on one client card:** CRM and processes, WhatsApp, forms and signing, clearing house and Har HaBituach, operations (Ops), recordings and transcription. - **A shared WhatsApp inbox** with chat assignment, campaigns and document requests, tied to the lead and the card. - **Forms and signing from a phone** with no login and no app, with a signed, sealed PDF and a 7-year WORM ledger. - **An AI team with human approval:** a person approves every field the AI writes, and the AI does not write numbers. - **CRM and Ops on one database**, with no syncing between systems. ### What SMS (SMS2010) presents about itself From SMS (SMS2010)'s own site, as read on 25 October 2026: - A client library that consolidates and analyses data from insurers and financial bodies. - Pension and personal simulators for checking, matching and planning. - Clearing-house orders, policy copy orders, commission review and sending proposals to insurers. - Support and training by phone, video and meetings, Sunday to Thursday according to its site. ### When SMS (SMS2010) may suit you better - If insurers' simulators and forms matter to you, as its site presents. - If you want a client analysis booklet built from clearing-house, insurance and financial data. - If you prefer support and training by phone and in-person meetings. ### What to ask every vendor in a demo - How does a team's WhatsApp work, and where are conversations stored? - What exactly do you receive after signing: a signed document, a seal and an audit trail? - What do the licence and users cost, and what is included in training? ### About this comparison We are Financi, and SMS (SMS2010) is a competing system, so we wrote this comparison under strict rules: every claim about SMS (SMS2010) comes only from its public site, with a link, and whatever we could not find written there is marked “not mentioned”. That is not a statement that the capability does not exist, only that we did not see it published. The information was read on 25 October 2026 and may change. Found an inaccuracy? Write to support@financi.co.il and we will fix it. ### FAQ **What is the main difference between Financi and SMS?** According to their sites, SMS stands out for simulators, a client analysis booklet and forms signed by SMS, and Financi for a shared WhatsApp inbox, forms and signing from a phone with no login, an AI team with human approval, and operations on the same database. **Are “SMS2010” and SMS the same system?** We were asked to compare against smscrm.co.il. The site there uses only the name “SMS” and does not mention “SMS2010”, so we present it as it presents itself. If the name differs for you, tell us. **How much does SMS cost?** The price is not published on its site. Ask for a written quote and check the total first-year cost. **Can I move from SMS to Financi?** We do not promise an automatic import without seeing your data. In a demo we will check what can be moved and in what format. ### Sources - [SMS: אתר הספק](https://www.smscrm.co.il) # Articles in full ## How to Choose a CRM for an Insurance Agency: Buyer's Guide, Checklist and Comparison > A buyer's guide for insurance and pension agencies: criteria, demo questions, and a fair picture of spreadsheets, generic CRMs and insurance-specific systems, sourced from the vendors' own sites. - Published: 2026-10-25 · Updated: 2026-10-25 - Running an agency · 10 min read · The Financi team - Canonical page: https://www.financi.co.il/en/articles/choosing-crm-insurance-agency ### The short version - Before comparing vendors, define what your agency actually does from lead to signature. That list is the yardstick, not the vendor's feature list. - Three questions separate the systems: how clearing-house and Har HaBituach data gets in, how signing works and what is kept, and where the client's WhatsApp conversation lives. - Pricing is not always public. A vendor that does not publish a price is not necessarily expensive, but you only get a quote in a demo, so ask for it in writing. - Test with a short pilot on one real process, not a slide deck. Two weeks of results teach more than ten pages of specifications. Choosing a system for an agency is a decision that stays with you for years: clients, documents, conversations and permissions all end up in it, and leaving costs time and money. The common mistake is to start by comparing features. A better start is a different question: **what does a working day in our agency look like, and where does it get stuck?** This guide is for agency owners and agents considering a move from spreadsheets or from an existing system. It covers criteria, questions to ask in a demo, a fair table of the options Israeli agencies actually use, and a way to test in a pilot. We are Financi, one of the systems in the table, so we wrote it under strict rules: every claim about another system comes from that vendor's own site, with a link, and whatever we could not find written there is marked “not mentioned on its site”. That is not a statement that the capability does not exist, only that we did not see it published. ### What to check before comparing vendors Start from a short list of your own needs and rate each as “must” or “nice to have”. This is the axis that usually separates a good decision from regret: - **Clearing house and Har HaBituach.** Does the system order and pull data, and how does it reach the client card: automatically, as a file you upload by hand, or as a separate screen. - **Forms and signing.** Can you send the client a link to fill in and sign from a phone, and what comes back: a signed document, a seal and an audit trail. - **Communication channels.** WhatsApp, SMS and phone system: are conversations kept on the client card or left on someone's personal phone. - **Role-based permissions.** Who sees whose clients and who may export. In an agency with several people this is a privacy question, not only convenience. - **Processes and tasks.** Can you describe your own process (a new pension, a coverage change) with steps, owners and due dates, or does the system only store records. - **Commissions and reports.** What you can see about income and commissions, and what stays in the bookkeeper's spreadsheet. - **Data and exit.** What happens to the data at the end of the contract, whether you can get a full backup, and in what format. - **Security and privacy.** Is there a public data processing addendum (DPA), where is the data stored and who are the sub-processors. - **Support and onboarding.** Who trains the team, how long onboarding takes, and what happens when something breaks on a Thursday afternoon. > **Weight by pain, not by polish.** If your pain is chasing documents, forms and signing are the main criterion. If it is leads going cold, it is communication and assignment. A system that excels at something your agency does not need is still a poor decision. ### The options agencies actually use The table has three kinds of entry: general tools (spreadsheets and a generic CRM), systems built for the insurance and pension industry, and a forms platform that is not a CRM but appears in many comparisons. The facts on the industry systems were read from their public sites on 25 October 2026 and may change; each has a link at the end. If you find an inaccuracy, tell us and we will fix it. *What each option says about itself. “Not mentioned on its site” is not a claim that the capability does not exist* | Option | What it is | Clearing house and Har HaBituach | Signing and forms | Public pricing | | --- | --- | --- | --- | --- | | Spreadsheets | A general tool. Very flexible and no licence cost, but no permissions, audit trail or built-in processes. | Manual: download a file and paste | None. Documents live outside the sheet | Not applicable | | Generic CRM (not insurance-specific) | Lead and client management for any business. The industry's fields and processes usually need setting up. | Usually not built in; depends on a custom connection | Usually through an outside tool | Varies by vendor | | Surense | A CRM for insurance and financial agents: SurenseFire (cloud), an agent app and a client app. | Its site mentions a clearing-house connection, power-of-attorney issuing, and automatic retrieval of information and files. Har HaBituach: not mentioned on the pages reviewed | Power-of-attorney signing is mentioned. General forms and signing: not detailed on the products page | Not published. Three plans; price depends on plan and users, given in a demo | | Roeto | A workspace for financial and insurance professionals, which its site says is from the IBI investment house. | Its site mentions an automatic clearing-house connection, pulls and single-client orders. Har HaBituach: not mentioned | Not mentioned on its site | Not published. Contact sales | | Bafi | An insurance-industry platform from B-COM with many modules: office management, Ulead, an online clearing house and more. | Has an “On-Line clearing house” module. Har HaBituach: not mentioned on the main page | A DOX module: online forms with e-signature | Published on its site, per module (as written, excluding VAT) | | SMS (SMS2010) | An operations and data-analysis system for insurance and pension professionals, run by S.M.S Service Management Systems. | Its site mentions clearing-house orders and a client analysis booklet built from clearing-house data. Uploading a Har HaBituach file is mentioned | Digital forms with remote signing by SMS | Not published | | Almagor | Software for pension and individual-insurance advice and marketing, with a web interface. | Its site mentions importing clearing-house and Har HaBituach data | Smart forms with remote signing, sent by SMS, email and WhatsApp | Not published. A free month of trial is offered | | Formally | A no-code digital forms and signing platform. Per its site it connects to CRM and ERP systems, and it does not present itself as a CRM. | Not applicable: it is not presented as a client-management system | Its core: forms, signing and processes. Per its site, aimed mainly at banks, insurers, investment houses and large organisations | Not published | | Financi | A CRM for insurance and pension agencies, by Shavve. Six modules on one client card, including a shared WhatsApp inbox and operations (Ops). | Orders data from the clearing house and Har HaBituach with the client's consent and merges it into one card | Forms and signing from a phone with no login. A signed, sealed PDF returns with an AWS KMS seal and a 7-year WORM ledger | Published on its site | > **How to read the table.** The table does not rank. You may find a system stronger than Financi in an area that matters to you: for example one with motor-insurance modules or simulators, or a signing platform designed for large organisations. That is why the next step is your own list of needs, not the table. ### Questions to ask every vendor in a demo **Demo checklist** - [ ] Show me one of my processes from start to finish, with sample data, not the home screen. - [ ] How does clearing-house and Har HaBituach data reach the client card, and what do I have to do by hand? - [ ] What exactly comes back after the client signs, and how can I show the document was not altered? - [ ] Where are WhatsApp conversations and emails with the client stored, and who on the team sees them? - [ ] How are permissions set: who sees whose clients and who can export? - [ ] What is the total first-year cost: licence, extra users, onboarding, training, backup and exit? In writing. - [ ] What happens to our data at the end of the contract, and in what format do we get it? - [ ] Which customers can we talk to, agencies our size? - [ ] What does not work today? Ask to hear a list of limits, not only features. ### Which kind of solution suits which agency *A rule of thumb, not a verdict. Every agency should test in a pilot* | Agency situation | What usually fits | Why | | --- | --- | --- | | A single agent, few clients, no team | A tidy spreadsheet or a light tool | The cost and learning of a large system exceed the benefit | | A small agency starting to lose documents and leads | An industry system with clearing house, forms and communication | The pain is process, and process is the industry | | An agency with several staff and permission needs | A system with role-based permissions and an audit trail | Privacy and accountability require separation | | An agency already on a system and satisfied | Stay, and test only one defined gap | Switching costs time, and only a clear gap justifies it | | A large organisation or bank with special signing requirements | A dedicated signing platform next to the client system | Not every CRM is built for such volumes and requirements | ### Common mistakes when choosing - **Choosing on licence price alone.** The real cost includes onboarding, staff time, extra users and payments to sub-processors. - **Being impressed by a generic demo.** A demo on data the vendor prepared always looks good. Ask for your own process. - **Ignoring the exit.** A system you cannot leave is a loan at an interest rate you cannot see. - **Moving everything in one day.** A gradual move, process by process, reduces risk and lets the team learn. - **Forgetting the team.** A system the team dislikes stays empty. Involve two people in the demo and the pilot. - **Skipping privacy.** Ask for a data processing addendum and ask who the sub-processors are before uploading client data. ### A two-week pilot, step by step 1. **Pick one real process** — For example a new pension client, from lead to signature. Not everything the agency does, just one process you know well. 2. **Define four measures before you start** — Time from lead to first conversation, time from conversation to signature, documents returned for correction, and admin hours spent. Record the current state. 3. **Bring on a small team** — Two people, including the most sceptical one. They will find the problems a slide deck will not. 4. **Run in parallel** — Do not switch off the existing system. Work in both and compare. 5. **Summarise in writing** — What worked, what is missing, what it cost and what the team says. The decision rests on measures, not on a feeling. If you are not sure it is time to move, [our free readiness check](https://www.financi.co.il/en/tools/crm-readiness-check) gives a first answer in a few minutes, and [the article on moving off spreadsheets](https://www.financi.co.il/en/articles/why-agencies-outgrow-spreadsheets) lists the signs. ### Frequently asked questions #### Does a small agency need an industry-specific CRM? Not always. A single agent with few clients can work with a tidy spreadsheet. A system becomes worthwhile when you start losing leads or documents, or a second person joins and needs permissions. #### What is the difference between an insurance CRM and a generic one? An industry system usually includes the field's concepts: policies, commissions, a clearing-house connection, forms and signing. A generic CRM can be configured to do them, but that takes work and usually outside tools. #### How long does onboarding take? It varies between vendors and agencies, and we will not publish a number we cannot support. Show the vendor your process and ask for a written timetable with milestones. #### Should I choose by the published price? A public price is convenient for comparison, but it is not the whole picture. Compare the total first-year cost: licence, users, onboarding, training, backup and exit. #### How do I avoid lock-in? Ask in writing how you get your data at the end of the contract and in what format, and check that you can export clients, documents and history. Check for an API too. > **Want to see one of your processes on Financi?** Book a demo and we will walk through a real process from lead to signature. We will also tell you what Financi does not do. [Book a demo](https://www.financi.co.il/en#contact) ### Sources and further reading - [Surense: vendor home page](https://www.surense.co.il/) - [Surense: products](https://www.surense.co.il/products/) - [Roeto: vendor site](https://www.roeto.co.il) - [Bafi: vendor site](https://www.bafi.co.il) - [Bafi: price list published on its site](https://www.bafi.co.il/mehiron/) - [SMS: vendor site](https://www.smscrm.co.il) - [Almagor: vendor site](https://www.almagor.app) - [Formally: vendor site](http://www1.formally.co.il/) --- *The information in this article is general only and is not financial, pension, legal or tax advice, nor a substitute for personal advice. Demos and calculators are illustrative models: your numbers will differ.* ## How to Pull a Client's Clearing-House and Har HaBituach Data With Consent: The Process End to End > The practical process for pulling a client's pension and insurance data with their consent: authorisation, what arrives, unifying it in a client card, what to record, and what to confirm with the regulator first. - Published: 2026-10-25 · Updated: 2026-10-25 - Open banking & data · 10 min read · The Financi team - Canonical page: https://www.financi.co.il/en/articles/clearing-house-data-for-agents ### The short version - There is no pull without the client's authorisation, and it comes before any action in the system, not after. - The clearing house and Har HaBituach are two different sources: the first is pension and long-term savings data, the second is insurance data. A full picture needs both. - What arrives needs checking, not blind trust: gaps, duplicates and stale figures are part of life, and the first document is a “snapshot to verify”. - Record who asked, when, under what authorisation and for what purpose. The record is the agency's protection. - Who may order which data, and under what conditions, is set by licence type and the Authority's rules. Confirm with the Authority and a compliance adviser rather than assume. Once the client card holds a real picture of the client's pension and insurance savings, the conversation changes: you stop asking “what do you have?” and start asking “what should we do with what you have?”. That makes pulling the data one of the most important steps in an agent's work, and one of the most sensitive. This article covers the process itself, from authorisation to the card. [The article on working properly with client consent](https://www.financi.co.il/en/articles/har-habituach-with-client-consent) is mostly about consent and presenting findings; here we focus on what actually happens on the agency's side. > **An important note before you start.** This article is general information, not legal or regulatory advice. Who may order which data, and under what conditions, is set by licence type, the Commissioner of the Capital Market's instructions and the law, and the rules are updated. Before defining a process, confirm it with the Authority and the agency's compliance adviser. ### What you receive, and from where In practice agents work with two sources, and each has a different role. The table summarises broadly; the exact details of each source are set by its operator. | Source | Type of data | Why it is useful | What to remember | | --- | --- | --- | --- | | The pension clearing house | The client's pension products and long-term savings across providers | One unified picture of savings instead of letters from every fund | The data comes from the managing bodies, and its quality depends on them | | Har HaBituach | The client's insurance data | Spotting coverage gaps and overlaps | It is insurance data, not savings data, so it needs a separate check | | Documents the client brings | Reports, policies, confirmations | They fill in a missing figure and verify a doubtful one | Upload them to the card in an orderly way rather than leave them in an inbox | ### The process, step by step 1. **1. Explain to the client what you are asking and why** — In plain sentences: which data, from where, why you need it and what will be done with it. A plain explanation beats a complicated form nobody reads. 2. **2. Obtain authorisation in the form the law and the Authority require** — The wording, the way it is given and identification are set by the rules. Do not cut corners here, and do not assume what was right last year is right today. 3. **3. Record the authorisation before ordering** — Date, who gave it, how, for what purpose and until when, on the client card. That way you can show it a year later. 4. **4. Order only what you need** — Order the data required for the stated purpose. An order wider than necessary is a privacy problem even when it is technically possible. 5. **5. Receive, and check** — Check that the data belongs to the right client, that it is complete, that there are no duplicates and that the dates look reasonable. An unusual figure goes to the client for clarification and does not enter as fact. 6. **6. Unify on the client card** — Put the data in one place next to the documents and conversations, and mark what is verified and what is still to clarify. 7. **7. Present to the client and decide together** — Present as questions and gaps, not verdicts. The decision is the client's; the agent explains and suggests. 8. **8. Keep, and delete when needed** — Decide in advance how long each type of data is kept and who sees it. Data with no remaining purpose is not kept “just in case”. ### Authorisation: what to record There is no single mandatory template in every case, so confirm the wording with the Authority and your compliance adviser. What we can say is which information is worth keeping with each authorisation, so you have an answer to “on what basis did you pull this?”: - The client's name and an identifier as the rules require, and which agent or party received the authorisation. - Which data was permitted to be ordered (pension, insurance, or both) and for what purpose. - When the authorisation was given, how, and until when it is valid. - A copy of what the client saw and approved, or a reference to the wording version that was in force on the day of approval. - Who placed the order and when, and what was actually ordered. > **Authorisation is not forever.** An authorisation is given for a purpose and a period. If the purpose changed, or time passed, ask for a new authorisation rather than keep working on the old one. ### Data quality: why you do not believe everything that arrives Data from many sources does not always arrive tidy. Expect situations that recur in every agency, and build a standing way of handling each: | Situation you meet | What to do | Why | | --- | --- | --- | | A product that appears twice | Check whether it is the same product from different sources or really two products | A duplicate inflates the picture and misleads the recommendation | | A provider the client mentions is missing | Ask the client and request a document; do not assume the savings do not exist | What arrived is not necessarily complete | | A stale figure | Mark the update date and request a current figure before presenting | A decision on an old figure can mislead | | A gap between what the client remembers and what arrived | Go through the documents together and do not draw a conclusion alone | Either the memory or the figure may be wrong | | Data that does not belong to the client | Stop, do not use it, and handle it under the privacy-incident procedure | It is an exposure of another person's personal data | ### From the figure to the client card A figure sitting in a file in the downloads folder is a figure that disappears. For the team to use the information it has to be on the client card, next to documents, conversations and tasks. In Financi the order is made with the client's consent and the data from the clearing house and Har HaBituach is merged into one client card. [The client-card guide](https://www.financi.co.il/en/articles/client-360-playbook) lists what to check before a meeting, and [Financi's clearing house and Har HaBituach page](https://www.financi.co.il/en/clearing-house) describes the module. - **Mark source and date** next to each figure, so it is possible to know where it is from and when it was pulled. - **Separate “verified” from “to clarify”** so that a still-disputed figure is not presented as fact in a meeting. - **Limit access** by role: not every employee needs to see every client's pension data. - **Tie it to conversations and tasks**: the task “complete a document” should sit on the same card. ### And what about AI inside the card? When an AI helps summarise or explain, the right question is which fields it sees. In Financi the AI inside a client file works on pre-defined fields only, a human approves every field the AI writes, and the AI does not write numbers. [The article on a safe AI team in your agency](https://www.financi.co.il/en/articles/ai-team-for-your-agency-safely) sets out the principles. The general rule applies to any system: ask the vendor to explain what data goes where, and check that it appears in the data processing addendum. ### Who does what in the agency A process everyone is responsible for is a process nobody is responsible for. In an agency with several people it helps to define roles, even if one person fills several. The list assumes a small-to-medium agency; adapt it to your structure. | Role | Responsibility | What is recorded on the card | | --- | --- | --- | | Whoever receives the client | Explains, obtains authorisation, makes sure the client understood | The authorisation, when and how it was given, and the stated purpose | | Whoever orders | Places the order strictly under the authorisation | What was ordered, when, and under which authorisation | | Whoever checks | Compares, finds duplicates and gaps, and marks “verified” or “to clarify” | A verification status for each figure and what remains open | | Whoever presents to the client | Presents as questions and gaps and records the decision | What was shown, what the client decided and the next task | | Whoever owns privacy | Sets retention, access and the incident procedure | A written policy and a record of exceptions | **An internal check before every order** - [ ] There is a recorded, valid authorisation that covers the type of data and the purpose. - [ ] The data requested is needed for the stated purpose, and no more. - [ ] Whoever orders is allowed to under the licence and the rules (checked with the compliance adviser). - [ ] It is clear who will check the data that arrives and within what time. - [ ] It is known where the data will be stored and who will see it. ### Common mistakes - **Asking for data “just in case”.** An order wider than needed is a privacy problem. - **Ordering before the authorisation is recorded.** The record comes before the action, not the other way round. - **Presenting a raw figure as fact.** An unusual figure goes to clarification, not to the client as truth. - **Keeping files with employees.** Files on personal computers and in emails are not access control. - **Carrying on with an old authorisation.** A different purpose or elapsed time requires a new one. - **Skipping the regulator.** Rules change; whoever does not check relies on what used to be true. ### The opening conversation with the client: what to say The moment you ask for authorisation sets the trust for everything after. A short, clear conversation beats a long form. The client should leave it knowing four things, in their own words: 1. Exactly which data will be pulled, and from which sources: pension, insurance or both. 2. Why it is needed: what the agency will do with it and what it will not do. 3. Who in the agency will see it, and how long it will be kept. 4. That they may decline or withdraw, and what that means in practice for the service. > **The understanding test.** If the client cannot explain to a family member what they approved, the explanation was not clear enough. Rephrase it in plain words, without professional jargon. **Right after the conversation** - [ ] The authorisation was recorded in the client card the same day. - [ ] The client received a short summary of what was approved. - [ ] It is settled who places the order and when. - [ ] A date is set to present the results to the client. ### Frequently asked questions #### What do we do when a client hesitates to give authorisation? Do not push. Explain again what is pulled and why, offer to start with one type of data, and if they still hesitate, work with documents they bring themselves. An authorisation given under pressure is a problem, not an achievement. #### Who in the agency needs access to the data that was pulled? Only those who need it for their role. Set access by role in the client card, and review from time to time who sees what, including staff who left or changed roles. #### Can I order data without the client knowing? No. It is sensitive personal data and requires the client's authorisation. Working without it can harm the client and the agency and may be contrary to law. #### What is the difference between the pension clearing house and Har HaBituach? The clearing house gathers pension and long-term savings data, and Har HaBituach gathers insurance data. The first is about what has accumulated, the second about coverage. #### Who may order which data? It is set by licence type and the Commissioner of the Capital Market's instructions and may change. Confirm with the Authority and a compliance adviser rather than assume. #### How long can the data be kept? We have no general number to give. Set a retention policy by purpose and law, record it, and delete what has no remaining purpose. #### What do I do if the data received is wrong or belongs to someone else? Stop, do not use it, and handle it under the agency's privacy-incident procedure. Another person's data is an exposure that must be dealt with. #### How do I record the authorisation? On the client card: who gave it, when, how, for what purpose and until when, and what was actually ordered. That lets you show it later. #### Do we need a new authorisation for every order? Authorisation is given for a purpose and a period. An order for a different purpose, or after the period has passed, needs a new authorisation. A further order for the same purpose within the period is recorded against the existing authorisation, subject to the wording agreed and the Authority's guidance. #### What happens if the client withdraws the authorisation? Stop ordering new information and record the withdrawal in the card. What was already received is kept or deleted under the retention policy you set and the law, so the policy should cover the case of withdrawal. > **Want to see a client card with the clearing house and Har HaBituach?** Book a demo and we will walk through the process from authorisation to the card, including what Financi does not do. [Book a demo](https://www.financi.co.il/en#contact) ### Sources and further reading - [Har HaBituach site (Capital Market, Insurance and Savings Authority)](https://harb.cma.gov.il/) - [gov.il: Israel government services and information](https://www.gov.il) --- *The information in this article is general only and is not financial, pension, legal or tax advice, nor a substitute for personal advice. Demos and calculators are illustrative models: your numbers will differ.* ## Digital Signature for an Insurance Agency: Validity, Evidence and What to Check in a Vendor > What counts as an electronic signature in Israel, why legal validity depends on the document and the requirement, what evidence to keep, and a checklist for choosing a signing solution for an insurance and pension agency. - Published: 2026-10-25 · Updated: 2026-10-25 - Insurance · 10 min read · The Financi team - Canonical page: https://www.financi.co.il/en/articles/digital-signature-insurance-agency ### The short version - Israel has an Electronic Signature Law that distinguishes an ordinary electronic signature from secure and certified ones. Not every document needs the same level. - The answer to “is the signature valid?” depends on the specific document and the requirement that applies to it, not on the tool's name. Confirm the requirement with the Authority and a compliance adviser. - Beyond validity, be able to prove who signed, when, on exactly what, and that the document was not changed afterwards. - A good solution returns a signed, sealed document and a ledger you can show, not just a picture of a signature. - Before choosing a vendor ask: what comes back, what is kept, for how long, and how you get it all back. Signing on paper does three things: the client comes to the office or waits for the courier, the agency waits, and the document gets lost on the way. A digital signature shortens all of that, but it raises a question you cannot skip: **can it be relied on, and what is left in our hands if someone disputes it?** This article explains how to think about the question and what to check in a vendor. It continues [the guide to digital forms and e-signing in an agency](https://www.financi.co.il/en/articles/digital-forms-and-signatures-for-agencies), which describes the flow from link to signed document. > **General information, not legal advice.** This article presents principles and does not determine the legal validity of a specific document. Which signatures are enough for which documents in insurance and pensions is set by law and the regulator's instructions, and is updated. Check the exact requirement with the Capital Market Authority and your compliance adviser. ### What counts as an electronic signature The Electronic Signature Law, 5761-2001, is the framework in Israel, and the Ministry of Justice publishes its text and the 2018 amendment (linked at the end). Broadly, the law recognises that a signature can be electronic, and distinguishes several levels. The table explains the general differences. It is not an assessment of any specific document. *A general distinction. All exact conditions are set by the law and the Authority's instructions* | Type | In plain words | Why it matters to an agency | | --- | --- | --- | | Electronic signature (ordinary) | Any electronic mark or data attached to a message and used to sign, for example a finger signature on a screen | Convenient and fast, and its evidence rests mainly on the records around it | | Secure electronic signature | A signature uniquely linked to the signer that identifies them and lets changes to the document after signing be detected | Makes a claim of “it was not me” or “the document was changed” harder | | Certified electronic signature | A secure signature made with a certificate issued by a registered certifying party | The highest level of certainty, suitable where a specific requirement demands it | > **The level depends on the document.** One document may be satisfied by an ordinary signature with records, and another may require a higher level. Do not assume a solution that suits one form suits all of the agency's forms, and do not rely on a vendor's general claim of “legally valid” without asking: for which document, and on the basis of which requirement. ### Beyond validity: what you should be able to prove Even when the signature is valid, if someone disputes it you will be asked for evidence. Five questions worth having a recorded answer to: 1. **Who signed?** How the client was identified before signing: a personal link, a code, an identity document, or a combination. 2. **When?** A timestamp you can rely on, not a typed date. 3. **On exactly what?** The precise version of the document the client saw, including the wording shown to them. 4. **Did anything change afterwards?** A way to detect a change to the document after signing. 5. **What did they see and approve before signing?** Explanations, declarations and consents shown along the way. ### Seal, audit trail and retention Three mechanisms combine to answer those five questions. It helps to understand them even if the vendor handles them for you: | Mechanism | What it does | What to ask the vendor | | --- | --- | --- | | A seal on the final document | Ties the signed document to a cryptographic check, so a change after it is detected | What exactly is signed, with which key, and where the key is managed | | An audit trail | A chronological record of events in the process: link opened, viewed, signed, sent | Whether the trail can be altered, and who can see it | | Retention | Keeping the document and the trail over time | For how long, where, and in what format you get them back | This is how Financi Forms works, as its module page describes: the client fills in and signs with a finger on a phone, with no login and no app, and the agency receives a signed, sealed PDF with an AWS KMS seal and a 7-year WORM ledger. [The module page](https://www.financi.co.il/en/forms) describes the flow. Whether that is enough for a specific document of yours is a question for the Authority and your compliance adviser, not for the vendor. ### How to choose a signing vendor: seven questions **Questions for a signing vendor** - [ ] Which type of signature is the solution designed for, and for which documents is it used today by similar agencies? - [ ] What comes back to us at the end: a signed document, a seal, an audit trail, and all of them together? - [ ] How is the client identified before signing, and can extra verification be added where a document needs it? - [ ] What does the audit trail look like, and who can change it? - [ ] How long are the documents and the trail kept, and how do we get them in a format we can store ourselves? - [ ] What happens if the vendor disappears or we leave: how do we get all the documents and evidence? - [ ] Does the client need to log in or download an app, and what does that do to completion rates? ### From the client's side: what makes signing a good experience - **One link, from a phone.** Every extra step is drop-off: an app, registration, a password. - **An explanation before the form.** What is being signed, why, and what happens next, in plain sentences. - **Saved progress.** A client who stopped halfway should return to the same point, not start over. - **A copy for the client.** Every signing ends with the client receiving what they signed. - **Accessibility.** Readable text on a phone, contrast, and forms that can be filled in Hebrew and English. ### Recurring scenarios, and how to handle them Signing one document without a hitch is easy. What separates a good solution from a mediocre one is what happens when something deviates. Ask the vendor about each scenario, and try them in a pilot: | Scenario | What should happen | What to clarify with the compliance adviser | | --- | --- | --- | | The client started and did not finish | The link stays active for a defined time and the client returns to the same point | How soon the link expires and what happens to the data already filled in | | The agency corrects a document after sending | A new version is created and the client signs it, not the old one | Whether the old version is kept and in what status | | Several signers on one document | Each signer has separate identification and separate records | Who must sign, and in what order | | Signing on behalf of another person | It is recorded who actually signed and under what authority | Which power-of-attorney or representation documents are required | | A client who struggles with the phone | An option to complete with an agent alongside, without harming the record | Whether extra documentation is needed for the agent's involvement | | A dispute over a signature | A signed document, a seal and an audit trail can be produced | Who represents the agency, and what is handed to the other side | Do not settle for general answers from the vendor. Ask to see each scenario demonstrated in the system, and check what the trail records in each. ### What the law says: four conditions, and who carries the burden of proof The table above describes the levels in plain words. The legal text is more precise, and worth knowing even if an adviser drafts the requirement for you. Under section 1 of the Electronic Signature Law, an electronic signature is electronic data or an electronic mark attached to or linked with an electronic message. To be **secure**, it meets four conditions: it is unique to the holder of the signing device, allows prima facie identification of that holder, was produced with a device under the holder's sole control, and makes it possible to detect any change made to the message after signing. An **approved** signature is a secure signature for which an approving body has issued an approved electronic certificate. - **Admissibility (section 3).** An electronic signature is not rejected merely because it is electronic. A message signed with a secure signature is admissible as evidence and is prima facie proof that it was not altered after signing. - **Burden of proof (section 3A).** Where the agency set the way of signing and the other party says they did not sign, the agency may be required to prove that they did. The section does not apply to an approved signature. That is why the record described above matters. - **A statutory signature requirement (section 2).** Where a law requires a person's signature on a document, it can be met in an electronic message with an approved signature, or with another electronic signature that gives sufficient certainty for the purpose of the requirement. For some document types, such as a will, the First Schedule sets special rules. In practice, ‘which signature do we need?’ has two separate answers: what the law requires for the document type, and what you can prove if asked. The first rests on the law and the rules that apply to the document. The second rests on what the system keeps: who signed, when, what exactly was signed, and that the document was not changed afterwards. > **About the link to the law.** The text linked at the end of this article comes from Wikisource and may lag behind amendments. Before relying on a section, check the current text on the Knesset site or a legal database, and confirm the requirement for the specific document with the Authority and your compliance adviser. ### Common mistakes - **Assuming every digital signature is equal.** Level, identification and evidence differ between solutions. - **Settling for a picture of a signature.** An image of a signature without a seal and a trail is weak evidence. - **Not checking the exit.** Documents you cannot take out are a risk. - **Sending documents on a personal WhatsApp.** The document leaves the agency's access control. - **Skipping the compliance adviser.** The requirement for a specific document is set in law, not in marketing. ### A sample signing journey: from proposal to closed file This is an example of a reasonable process in an agency. The order and steps vary by document type and the rules that apply to it, so confirm it with your compliance adviser before adopting it. - **Before sending** — **Check the version and the fields**: The right document, in its current version, with every field the client has to fill in. - **Sending** — **Send through the channel the client chose**: And record to whom, when and through which channel the document was sent. - **Opening** — **Check that the document was opened**: If the client has not opened it after a reasonable time, reach out through another channel instead of resending the same link again and again. - **Signing** — **Receive the signature and record it**: Who signed, when, and how they were identified, as far as the provider and the rules allow. - **After signing** — **Give the client a copy**: And keep the signed document and its signature record in the client card. - **Closing** — **Update the status and the next task**: The signed document unlocks the next step instead of sitting stuck in an inbox. > **A measure worth tracking.** How many documents stay “sent, not signed” for more than a week. That number shows where the process gets stuck. ### Frequently asked questions #### What do we do when the client cannot sign from their phone? Offer an alternative channel, such as a computer or signing in a meeting, in line with the methods the provider and the rules allow. Record which channel the document was actually signed through. #### Can one document be sent for signature to several people? Yes, for documents meant for it and when the provider supports identification and a signing order for each signer. Make sure the signature record shows each signer separately and that the order is set in advance. #### Is a digital signature valid in Israel? The Electronic Signature Law, 5761-2001, recognises electronic signatures and distinguishes levels. Whether a given signature is enough for a given document depends on the requirement that applies to it, so confirm with the Authority and a compliance adviser. #### What is the difference between an ordinary, secure and certified signature? An ordinary signature is any electronic mark used to sign. A secure one is uniquely linked to the signer and lets a change be detected. A certified one is made with a certificate from a registered certifying party. #### Is signing with a finger on a screen a signature? It is an ordinary electronic signature. Its evidence rests on the identification, the timestamp, the seal on the document and the audit trail around it. #### What should I keep to prove a signature? The signed document, the seal, an audit trail with timestamps, how the client was identified, and the exact version shown to them. #### How long must signed documents be kept? We have no general number. The retention period is set by document type and law, and you confirm it with your compliance adviser. #### Does the client need an app to sign? It depends on the solution. In Financi Forms the client signs from a phone with no login and no app. > **Want to see a signed form with a seal and a ledger?** Book a demo and we will walk through the flow from a link to a signed, sealed PDF, and tell you what Financi does not do. [Book a demo](https://www.financi.co.il/en#contact) ### Sources and further reading - [Electronic Signature Law: the text (Wikisource; check against the current text)](https://he.wikisource.org/wiki/%D7%97%D7%95%D7%A7_%D7%97%D7%AA%D7%99%D7%9E%D7%94_%D7%90%D7%9C%D7%A7%D7%98%D7%A8%D7%95%D7%A0%D7%99%D7%AA) - [Ministry of Justice (gov.il): text of the Electronic Signature Law including the 2018 amendment (PDF, Hebrew)](https://www.gov.il/BlobFolder/generalpage/electronic_signature_law2/he/ELECTRONIC_law%203%202018.pdf) - [gov.il: Israel government services and information](https://www.gov.il) --- *The information in this article is general only and is not financial, pension, legal or tax advice, nor a substitute for personal advice. Demos and calculators are illustrative models: your numbers will differ.* ## A Shared WhatsApp Business Inbox for an Insurance Agency Team: How to Do It Right > From personal phones to a shared inbox: assignment rules, templates, response hours, document requests, marketing consent and metrics. A practical guide for the team of an insurance and pension agency. - Published: 2026-10-25 · Updated: 2026-10-25 - Running an agency · 9 min read · The Financi team - Canonical page: https://www.financi.co.il/en/articles/shared-whatsapp-insurance-agency ### The short version - WhatsApp is the natural follow-up channel for clients in Israel. The problem is not the channel but that the conversation lives on someone's personal phone. - A shared inbox solves three problems: a conversation has no owner, there is no history when an employee leaves, and there is no way to measure response time. - A simple assignment rule everyone knows beats good intentions: every conversation has one owner, and every owner has a stand-in. - A proactive marketing message requires consent, and the rules depend on the channel and the content. Confirm with a lawyer rather than assume. - Metrics worth tracking: first response time, conversations with no owner, and the volume of documents received through the channel. In many agencies WhatsApp already works: the client sends a photo of a payslip, the agent answers from a phone, and it sorts itself out. Then the agent goes on holiday, or leaves, or gets 40 messages a day, and the conversation stays on one phone nobody else can see. **A shared inbox** is the way to keep the channel clients like and take the risk out of it. This article explains how to set one up and what to decide before you connect a number. ### Why a personal phone is not a solution | The problem | What it looks like in practice | What a shared inbox changes | | --- | --- | --- | | A conversation has no owner | Two people answer the same client, or nobody does | Each conversation is assigned to one person and visible to the manager | | History leaves with the employee | An employee leaves and takes the phone and what was agreed | Conversations are kept on the client card, not with a person | | No measurement | There is no way to know how long a lead waited for an answer | Response times and open conversations are measured | | Documents scatter | A payslip and an ID in an employee's gallery | Documents are captured onto the card and controlled by permissions | | Privacy risk | Clients' personal data on a device the agency does not control | Access is managed, and a permission can be removed when someone leaves | ### What to decide before you connect a number 1. **One well-known number** — Decide which number clients know and publish, and keep it to one. A number that belongs to the agency, not to a person. 2. **An owner for every conversation** — Define who receives a new conversation (by queue, by existing client, or by topic), and what happens when the owner is unavailable. 3. **Visible response hours** — Set hours and show them in an opening message. An out-of-hours message confirms receipt and says when you will answer. 4. **Templates for recurring questions** — Requesting a document, setting a meeting, confirming receipt. Short, human, without sounding like a machine. 5. **Content rules** — What is not sent in chat: passwords, card numbers, sensitive details that can go through a secure channel. 6. **Handover** — Who may hand a conversation over, and a handover includes a summary so the client does not have to tell it again. ### Assignment rules that work | Rule | When it fits | What to watch | | --- | --- | --- | | Existing client: the same person | Clients who have a known agent | Needs a defined stand-in for holidays and sick leave | | New lead: a queue | Even load across a small team | Make sure the queue skips whoever is off shift | | By topic | An agency with specialisms: pension, health insurance, property | Define who handles a message with several topics | | By language | A bilingual team | Do not assume the client wrote in the language they prefer to receive | > **The most important rule of all.** Every open conversation has exactly one owner at any moment. A conversation with no owner is a conversation going cold. If you implement only one rule, make it this one. ### Requesting documents through the channel WhatsApp is a convenient channel for requesting a document, but separate the request from the handover. Ask in chat and receive through a secure link that lands on the client card, so the document does not stay in an employee's gallery. In Financi document requests are part of the shared inbox and tied to the lead and the card, and [the WhatsApp module](https://www.financi.co.il/en/whatsapp) describes the flow. Forms and signing go out as a link, as described in [the guide to forms and e-signing](https://www.financi.co.il/en/articles/digital-forms-and-signatures-for-agencies). ### Proactive messages and consent: what to check Replying to a client who contacted you is one thing. A proactive message with marketing content, such as a campaign or an offer, is another. Israel has rules on advertising messages (in the Communications Law, section 30A, known as the spam law) that restrict advertising by SMS, electronic messages (including email), fax and automated calls without prior consent. Whether and how those rules apply to WhatsApp messages, and what exactly counts as advertising, are questions for legal advice. In addition, the WhatsApp Business platform has its own policy on proactive messages and approved templates, so read the company's documentation. - **Record consent.** When and how the client agreed to receive messages, and for which type of content. - **Allow opting out.** Every proactive message includes a simple way to stop receiving them. - **Separate service from marketing.** Answering a client's request is not a campaign, and the reverse. - **Check with an adviser.** Wording, frequency and segmentation are checked before a campaign, not after. ### What to measure | Measure | What it shows | What to do with it | | --- | --- | --- | | First response time | How long passes from a client's message to a human answer | Look at the outliers: hours, days, people | | Conversations with no owner | How many open conversations have nobody responsible | Target: zero at the end of every day | | Conversations open too long | Conversations that got stuck | Go through them in a short weekly meeting | | Documents received | How many document requests were answered | Understand where clients get stuck | | Conversations that became a task | Whether the conversation turns into action | Every conversation that ends in a decision creates a task | Do not publish numeric targets that were not tested in your agency. Let the first weeks' data set a reasonable target for you. [The free response-time model](https://www.financi.co.il/en/tools/lead-response-time-model) helps illustrate the effect, and [the guide to cutting response time](https://www.financi.co.il/en/articles/lead-response-time-insurance) lays out the working method. ### Writing guidelines for the team Without writing rules everyone on the team answers differently, and the client feels they are talking to several agencies. One page everyone knows is enough: - **Open with a name.** “Hi Dana, this is Ronit from the agency” builds trust and tells the client who they are talking to. - **One sentence, one question.** A long message with three questions is answered in part. Ask for one thing at a time. - **Do not promise what is not in our control.** “I will check and get back to you by the end of the day” beats a promise of an outcome. - **Close the loop.** Every conversation ends with a sentence saying what happens now: who does what and when. - **Do not advise in an open chat.** A product recommendation is given in a call or a meeting, with the required documentation. ### When something goes wrong | Situation | What to do | | --- | --- | | A message went to the wrong client | Ask them to disregard it, record it, and check whether personal data was exposed. If so, handle it under the privacy-incident procedure | | A client sends a sensitive document in chat | Move it to the card, ask them to use the secure link next time, and do not leave the image in a gallery | | An employee leaves | Remove access on the last day and reassign their open conversations | | A client asks to stop receiving messages | Record it at once, stop proactive messages, and keep answering service enquiries | ### Templates and the customer service window: what Meta's documentation says According to Meta's developer documentation, template messages are the only type of message that can be sent to a WhatsApp user outside a customer service window. So a first message on your initiative, and a reply after the window has closed, need a template. The documentation adds three constraints worth knowing before you design workflows: - **A category is mandatory.** Every template is classified as authentication, marketing or utility, and the category also affects pricing. - **Approval before sending.** Only a template with status APPROVED can be sent. Review is automatic on creation and on editing, and according to the documentation can take up to 24 hours. - **Editing triggers a new review.** So do not edit a template in the middle of a campaign or a running routine. In practice: prepare the templates before they are needed, not while a client is waiting. Build a small set, for example acknowledging an enquiry, scheduling a call, requesting a document and a reminder, and decide who in the agency approves new wording. Separating service templates from marketing templates also makes the rules in the consent section easier to follow. ### The spam law: what section 30A says Section 30A of the Communications (Telecommunications and Broadcasting) Law prohibits sending an advertisement by fax, automatic dialling, an electronic message (a message sent over the internet, which includes email) or SMS without the recipient's prior express consent in writing. The law makes an exception for an existing customer on three cumulative conditions: the recipient gave their details during a purchase or negotiation for one and the advertiser told them the details would be used to send advertisements, was given a chance to refuse and did not, and the advertisement concerns a similar type of product or service. Every advertisement must state the right to refuse and how to do it, and for a knowing breach the court may award damages that do not depend on proof of loss, up to ₪1,000 per advertisement. In template terms: a marketing template goes only to recipients who agreed, and the agreement is recorded in the client card with date, channel and wording, so it can be shown if asked. > **WhatsApp is not listed in the section.** The section lists fax, automatic dialling, email and SMS. Whether and how it applies to WhatsApp is a question for legal advice. Until you have an answer, it is common to treat every marketing message on the channel as if the rules apply to it. ### Common mistakes - **Connecting a number without defining owners.** A shared inbox with no assignment rules just moves the mess. - **Mixing a personal and a business number.** The client needs one known number that does not change when an employee leaves. - **Sending a campaign without recorded consent.** Legal risk and reputation damage. - **Asking for sensitive documents in an open chat.** A secure link is better. - **Ignoring measurement.** What is not measured does not improve. ### A sample working day on a shared number This is how a day might look in a small agency that works well. These are examples of a routine, not a standard: hours and responsibilities are set by the agency. - **Start of day** — **Go through the overnight messages**: Whoever is on duty assigns every conversation an owner, so no conversation is left without someone responsible. - **During the day** — **The owner replies and records**: A short note in the conversation about what was promised to the client, so a colleague can continue if needed. - **Handing over** — **Hand over with context**: The person handing over writes a line of context, and the person receiving confirms to the client that they are continuing, so the client does not have to explain again. - **End of day** — **Check open conversations**: A conversation waiting for the agency's reply gets an owner and a time, instead of waiting for the morning with nobody responsible. > **And when someone is missing.** Decide in advance who covers holidays and sick days, and what the client sees outside hours when nobody answers. ### Frequently asked questions #### What do we do when an employee leaves the agency? Move their open conversations to other owners before they go, remove their access to the shared number, and make sure the history stays in the client card and not on their device. #### Do all employees need to see all conversations? Not necessarily. Set permissions by role so each person sees what their work needs, and review from time to time who sees what. #### Can I use WhatsApp Business on the agency's number instead of a personal phone? Yes, and it is recommended: a number that belongs to the agency and not to a person, so conversations do not leave with an employee. #### What is the difference between a shared inbox and a WhatsApp group? A group is a conversation between people. A shared inbox manages conversations with clients: assignment, history, permissions and measurement. #### Am I allowed to send clients a campaign on WhatsApp? That is a legal question. The advertising-message rules restrict messages without prior consent, and how they apply to WhatsApp and to specific content is something to confirm with a lawyer. #### How do we avoid a conversation with no owner? A clear assignment rule and a defined stand-in for each person, and an end-of-day check of open conversations with nobody responsible. #### Is it a good idea to receive documents on WhatsApp? You can ask in chat, but it is better to capture the document through a secure link onto the client card rather than leave it in an employee's gallery. > **Want to see a shared inbox on the client card?** Book a demo and we will show conversation assignment, templates and document requests inside the CRM, including what Financi does not do. [Book a demo](https://www.financi.co.il/en#contact) ### Sources and further reading - [Meta for Developers: WhatsApp message templates (documentation)](https://developers.facebook.com/documentation/business-messaging/whatsapp/templates/overview) - [Communications (Telecommunications and Broadcasting) Law, section 30A: the text (Wikisource; check against the current text)](https://he.wikisource.org/wiki/%D7%97%D7%95%D7%A7_%D7%94%D7%AA%D7%A7%D7%A9%D7%95%D7%A8%D7%AA_(%D7%91%D7%96%D7%A7_%D7%95%D7%A9%D7%99%D7%93%D7%95%D7%A8%D7%99%D7%9D)) - [Kol Zchut: compensation for advertising messages sent without consent (the spam law, Hebrew)](https://www.kolzchut.org.il/he/%D7%A4%D7%99%D7%A6%D7%95%D7%99_%D7%91%D7%92%D7%99%D7%9F_%D7%9E%D7%A9%D7%9C%D7%95%D7%97_%D7%93%D7%91%D7%A8%D7%99_%D7%A4%D7%A8%D7%A1%D7%95%D7%9E%D7%AA_%D7%9C%D7%9C%D7%90_%D7%94%D7%A1%D7%9B%D7%9E%D7%94_%D7%A9%D7%9C_%D7%94%D7%A0%D7%9E%D7%A2%D7%9F_(%D7%97%D7%95%D7%A7_%D7%94%D7%A1%D7%A4%D7%90%D7%9D)) - [WhatsApp Business Platform: developer documentation (Meta)](https://developers.facebook.com/docs/whatsapp) --- *The information in this article is general only and is not financial, pension, legal or tax advice, nor a substitute for personal advice. Demos and calculators are illustrative models: your numbers will differ.* ## How to Cut Lead Response Time in an Insurance Agency: Measurement, Routing and a Routine > Not just “answer faster”: how to measure response time, route leads, handle after-hours leads, and build a weekly routine that shortens it. With a free calculation model. - Published: 2026-10-25 · Updated: 2026-10-25 - Running an agency · 9 min read · The Financi team - Canonical page: https://www.financi.co.il/en/articles/lead-response-time-insurance ### The short version - You cannot shorten what you do not measure. Step one is knowing today's response time, by hour, day and source. - A lead needs an owner the moment it arrives. Automatic routing solves the “who takes it?” question behind most delays. - Most delay arises in the same places: out-of-hours, breaks, holidays, and leads arriving in several channels. Each has a planned answer. - Automation raises speed but does not replace a person. An automatic confirmation is excellent; an automatic sale is not. - A short weekly routine over an exceptions report improves more than a one-off “answer faster” campaign. Almost every agent will agree that answering fast matters. Few know how long a lead actually waits with them. The article [speed to lead](https://www.financi.co.il/en/articles/speed-to-lead-agents) covers the first response itself and its scripts. Here we cover the system around it: **how to measure, how to route, what to do after hours, and how to build a routine that shortens the time over months.** ### Measure first Without measurement every conversation about speed is an argument about feelings. Three timestamps per lead are enough, and in the first two weeks you can record them in a spreadsheet: | Timestamp | What it is | What you calculate from it | | --- | --- | --- | | Lead arrives | The moment the details came in, by source (form, WhatsApp, phone, referral) | Time to assignment: how long until there is an owner | | First response | The first human message or call, not an automatic confirmation | First response time: the main measure | | First actual conversation | The first time you spoke with the client | Time to conversation: how fast the lead moved on | Cut the data by hour of day, day of week and lead source, and look for outliers rather than the average. An average hides the worst cases, and most of the problems are in them. Do not set a target before you have seen your own agency's data. A number copied from another agency does not reflect your team, channels and hours. ### Routing: a lead with no owner goes cold Most delays start with the question “who takes this?”. When an owner is set for every lead without human involvement, it disappears. Three common methods: | Method | How it works | Advantage | Drawback | | --- | --- | --- | --- | | Queue (round-robin) | Leads are shared in turn among active staff | Simple and fair | Ignores specialism and load | | By topic or source | Pension to one person, health insurance to another, by lead source | Matches lead to agent | Needs a rule for an enquiry that spans topics | | By existing client | A known client's lead returns to their agent | Continuity and personal service | Needs a stand-in when the agent is unavailable | > **Always define “what happens when they do not answer”.** Good routing includes a fallback rule: if the owner has not responded within a time you set, the lead goes to a stand-in and a manager is alerted. Without a fallback, routing just moves the delay to one person. ### Where the delay actually arises | Situation | Why it delays | Planned answer | | --- | --- | --- | | After working hours | The lead waits until morning | An orderly confirmation saying when you will answer, and a morning queue that starts with the night's leads | | Peak-hour load | The whole team is on calls | A queue that distributes, and an on-duty person for first response only | | Holiday or sick leave | The lead stays with someone who is not there | A stand-in defined in advance and routing that skips whoever is absent | | Several channels in parallel | The same lead arrives by form and by WhatsApp | Merge into one card so nobody answers twice | | A lead that lands in an inbox nobody checks | There is no alert | An immediate alert to the owner and a daily exceptions check | ### Automation: what yes and what no Good automation shortens the time before the person, not instead of the person. What suits automation: confirming receipt, assignment, alerting the owner, a reminder when time has passed, and asking for one missing detail. What does not: advice, a recommendation and a promise about a product. [The article on automating the admin](https://www.financi.co.il/en/articles/automate-the-admin-hours-saved) details what is worth handing to a machine. In Financi the shared inbox and the processes are tied to the lead and the card, as described in [the WhatsApp module](https://www.financi.co.il/en/whatsapp) and [the CRM module](https://www.financi.co.il/en/crm). ### A calculation model: what it is worth to you The model below is based on the figures you enter, and is not a statistic about the market or other agencies. It is meant to illustrate the direction, so the conversation in the team is about your numbers: *Interactive tool on the web page: Lead response-time model* The result only means something if your input assumptions are real. Try a few scenarios: what happens if the conversion rate of quickly answered leads is ten points higher, and what if it is the same? Sometimes “almost no change” is the important result, because it shows the problem lies elsewhere. You can also run the model [as a standalone page](https://www.financi.co.il/en/tools/lead-response-time-model). ### A 20-minute weekly routine 1. **Open an exceptions report** — Leads that waited longer than the threshold you set, sorted by hour, source and owner. 2. **Ask “why?” not “who?”** — Look for a pattern: hour, day, channel, a stand-in who was not there. The aim is to change a rule, not blame a person. 3. **Change one rule** — Routing, fallback, a template or an on-duty hour. One change a week, so you know what worked. 4. **Check conversations with no owner** — On Friday, every open conversation has someone responsible. If not, assign it before the weekend. 5. **Record the decision** — What changed, from when, and what is expected to improve, so you can check it next week. ### What a useful exceptions report looks like A good report is short and action-oriented. It does not show every lead, only the ones that exceeded the threshold, so the weekly meeting deals with problems rather than scrolling a table. The columns worth having: | Column | Why it is there | Example use | | --- | --- | --- | | Lead source | Shows whether the problem is in a specific channel | Form leads are answered more slowly than WhatsApp leads | | Arrival hour and day | Reveals time patterns | Every Thursday-afternoon lead waits until Sunday | | Owner | Shows load and specialism | A lead that reached an employee on holiday | | Time to assignment | Separates a routing problem from a response problem | The lead waited long before it had an owner | | Time to first response | The main measure | Compare with the threshold you set | | Current status | Shows whether the lead is still alive | A lead answered late and closed | Set the threshold from your own data. In the first weeks set it so only a few leads exceed it, and tighten it gradually as the rules improve. That keeps the report a working tool and not a list of blame. ### The first WhatsApp message: a template ready in advance A lead who left details in a form usually has not yet written to you on WhatsApp, so the first message to them comes from your side. According to Meta's developer documentation, a template is the only type of message that can be sent outside a customer service window, and only an approved (APPROVED) template can be sent. Review is automatic and can take up to 24 hours, and editing an existing template triggers a new review. So the template is written and approved before the first lead arrives, not while they wait. - **One template per lead source,** so the message fits the context in which the lead left their details. - **Correct classification.** The documentation requires every template to be classified as authentication, marketing or utility, and the category affects pricing. Do not mix marketing content into a service template. - **A short template:** an acknowledgement, the owner's name, and what happens now. - **Do not edit in the middle of a campaign,** so it does not go back into review. - **One person approves new wording,** so a template does not stall between two people who each assume the other dealt with it. Measure the template too: how many leads replied after it, and how fast. A template nobody answers is a sign to rewrite it, not a reason to change channel. Add to the exceptions report any lead whose first message did not go out because there is no approved template, so this delay is visible in the weekly meeting and not discovered from the client. ### What the law says about marketing messages to a lead Speed does not excuse the consent rules. Section 30A of the Communications (Telecommunications and Broadcasting) Law prohibits sending an advertisement by fax, automatic dialling, an electronic message (a message sent over the internet, which includes email) or SMS without the recipient's prior express consent in writing. The law makes an exception for an existing customer on three cumulative conditions: the recipient gave their details during a purchase or negotiation for one and the advertiser told them the details would be used to send advertisements, was given a chance to refuse and did not, and the advertisement concerns a similar type of product or service. Every advertisement must state the right to refuse and how to do it, and for a knowing breach the court may award damages that do not depend on proof of loss, up to ₪1,000 per advertisement. Acknowledging an enquiry the lead sent themselves is not the same as a campaign, but that distinction, and how it applies to WhatsApp, is a matter for legal advice and not an assumption for the sales team. To stay out of trouble: separate operational messages (confirmation, scheduling, a document) from marketing messages, keep a record of when and how the lead agreed to receive messages, and add an opt-out to every marketing message. ### Common mistakes - **Setting a target before measuring.** A copied number does not reflect your agency. - **Counting an automatic confirmation as a response.** The client is waiting for a person, not an automatic reply. - **Looking only at the average.** The average hides the cases that lose clients. - **Routing without a fallback.** A rule without “what if they do not answer” moves the delay to one person. - **Blaming people instead of changing a rule.** A recurring delay is usually a process problem. ### How to measure response time without fooling yourself A single number for response time can hide more than it reveals. A few measurement rules prevent a picture that looks too good: - **Define one start point:** the moment the lead is captured in the system, not the moment someone notices it. - **Count the first human response:** an automatic message is not a response. It can come before it but not replace it. - **Separate working hours from the rest:** a lead that arrived at night and was answered in the morning is not the same as a lead that waited an hour in the middle of a working day. - **Look at the median and the tail:** the average is hidden by a few fast replies. The lead that waited longest is the one worth checking. - **Split by source:** different sources behave differently, and an overall measure hides where the problem is. > **Consistency before precision.** The measurement point matters less than consistency. Whoever changes the definition midway loses the ability to compare with last week. ### Frequently asked questions #### Does an automatic message count as a response? Not for measurement. It can tell the client the enquiry was received, but a response is a human reply that moves the enquiry forward. Measure the time to the first human reply. #### How often should we review response time? In a short weekly routine, and separately when something changes: a new lead source, a new employee or a change in working hours. A change without a check is a guess. #### What counts as a good response time? We have no well-founded general number, so we will not publish one. Measure the current state, set a target that suits your team and hours, and check whether it improves. #### Does an automatic message count as the first response? Not for measurement. It is good for confirming receipt, but the measure is the first human response. #### How do we handle leads that arrive at night? An orderly confirmation saying when you will answer, and a morning queue that starts with the accumulated leads, so the first to respond is the right person. #### Does automatic routing suit a small agency? In an agency of two or three people a written rule and an on-duty owner may be enough. Automatic routing matters when the team grows and leads arrive in several channels. #### How do we know whether speed improves conversion? Compare leads that were answered quickly with those that waited, from the same source in the same period. The model shows the effect under your assumptions and does not replace checking real data. > **Want to see lead routing and a shared inbox in one system?** Book a demo and we will show a lead arriving, getting an owner and being measured, including what Financi does not do. [Book a demo](https://www.financi.co.il/en#contact) ### Sources and further reading - [Meta for Developers: WhatsApp message templates (documentation)](https://developers.facebook.com/documentation/business-messaging/whatsapp/templates/overview) - [Communications (Telecommunications and Broadcasting) Law, section 30A: the text (Wikisource; check against the current text)](https://he.wikisource.org/wiki/%D7%97%D7%95%D7%A7_%D7%94%D7%AA%D7%A7%D7%A9%D7%95%D7%A8%D7%AA_(%D7%91%D7%96%D7%A7_%D7%95%D7%A9%D7%99%D7%93%D7%95%D7%A8%D7%99%D7%9D)) - [gov.il: Israel government services and information](https://www.gov.il) --- *The information in this article is general only and is not financial, pension, legal or tax advice, nor a substitute for personal advice. Demos and calculators are illustrative models: your numbers will differ.* ## Commissions and Production Reports in an Insurance Agency: Checking You Get What You Are Owed > What a production report and a commission statement contain, how to match them to your policy list, which gaps recur every month, and a simple monthly routine. - Published: 2026-10-25 · Updated: 2026-10-25 - Running an agency · 10 min read · The Financi team - Canonical page: https://www.financi.co.il/en/articles/commissions-and-production-reports ### The short version - An agency's commission is set by its agreement with each insurer and for each product, so the only way to check it is to compare what should arrive with what did. - A production report says what was recorded under the agency; a commission statement says what was paid. A gap between the two is the first sign of a problem. - Most gaps repeat: cancellations and offsets, a policy moved to another agent, a wrong rate, a policy missing from the report, and timing lag. - A short, fixed monthly routine with one owner finds gaps while the insurer can still be asked to fix them, not six months later. - A spreadsheet is enough at the start. With several insurers and several staff, the matching belongs next to the client and policy record rather than in a separate file. In many agencies commission income is the number everyone can read and almost nobody checks. The money lands in the account, the insurer sends a statement, and accounting closes the month. But **the statement shows what the insurer chose to pay, not necessarily what the agency is owed**. To know whether there is a gap you must know in advance what should arrive, and compare. This article shows how to do that in an orderly way without overcomplicating it: terms, the structure of a report, matching steps, common gaps and a monthly routine. > **Before you start.** Commission rates, payment terms and offset rules are set in each agency's agreement with each insurer and by the regulations that apply to the product, and they change over time. This article shows no rates or amounts, and it does not replace reading your agreement or taking professional advice. ### Why check at all: the report is the insurer's point of view A statement from an insurer summarises what the insurer's system recorded. If a policy was recorded under another agent, a rate was set wrongly, or a deal was not captured on time, the report simply leaves it out, and nothing in it signals that something is missing. A real check starts on your side: the list of policies the agency holds, and the commission each should produce under the agreement. There is also a management reason. An agency that sees commissions only as a monthly total does not know which product, insurer or employee produces income, and cannot decide where time is worth spending. Orderly matching produces an important by-product: a picture of income by insurer, product and employee. ### Terms worth defining across the team Misunderstood terms cause as many gaps as the reports do. Everyone in the agency should use the same definitions, written from the agreement rather than from memory. The table summarises common terms. Exact names and meanings can differ between insurers and products. *Common terms in commission reporting. The binding definition is the one in your agreement with the insurer.* | Term | What it usually means | What to confirm | | --- | --- | --- | | Up-front (volume) commission | A commission paid after a sale or enrolment, usually as a share of the product sold. | For which product, at what stage it is paid, and when it may come back if the policy is cancelled. | | Trail (ongoing) commission | A recurring commission paid over time while the customer stays in the product. | What it is calculated on, how often, and what happens after a transfer or cancellation. | | Production report | A list of what was recorded under the agency in the period: new business, changes and cancellations. | Whether it includes every policy you expect, and in which format it arrives. | | Commission statement | A breakdown of what the insurer actually paid, by policy or by commission type. | Whether each line can be matched to a specific policy. | | Offset or clawback | A deduction from a future payment because of a cancellation, a correction or an earlier error. | On which policy and in which month it arose, and whether it matches the agreement. | | Agent transfer | A customer or policy moving from one agent to another. | From when the commission moves, and what is owed for the period before the move. | ### What each report contains and what it leaves out A production report and a commission file usually come from the same insurer but answer different questions. The first answers **what was recorded**, the second **what was paid**. To match them you need a shared key: a policy number, a customer number or an ID number, depending on what the insurer provides. If the report has no such key, matching is manual and slow, and it is worth asking the insurer for a format that includes one. - **Format:** some insurers send a spreadsheet, some a document, some offer a download from a portal. A different format per insurer is the usual reason matching slips from month to month. - **Period:** confirm whether the report refers to the payment period or the recording period. A one-month shift between them creates false gaps. - **Level of detail:** a summary report gives a total per insurer, a detailed one gives a line per policy. Only the second allows real matching. - **Missing fields:** the customer name, product type or commission rate are not always present. What the report lacks must come from the agency's own records. > **A simple request that saves hours.** Ask each insurer for a detailed report by policy, in the same format every month, with a clear policy number. Consistency of format matters more than any tool you use afterwards. ### How to match: six steps 1. **Collect the reports on a fixed date** — Set a day each month when all reports and files are gathered into one folder, and name who is responsible. A report that did not arrive is already the first gap, and worth recording. 2. **Unify them into one format** — Copy the data into a table with the same columns for every insurer: policy number, customer, product, commission type, amount and period. This is where most of the effort goes, so fix the columns once and do not keep changing them. 3. **Compare against the agency's policy list** — For each active policy that should produce a commission, check whether a matching line exists. Direction matters: start from your list, not from the report, because that is how missing policies are found. 4. **Check each line against the agreement** — For lines that were found, check that the commission type and amount are plausible under the agreement. You do not have to recalculate everything: pick a fixed sample of lines from each insurer every month. 5. **Flag and classify the gaps** — Give each gap a likely cause: missing from the report, different rate, offset, agent transfer, delay. The classification shows whether a problem is one-off or a recurring pattern. 6. **Raise it with the insurer and follow to closure** — Each gap becomes a request with the policy details and the period, and you note when it was sent and what the answer was. A gap that is not closed moves to next month; it does not disappear. ### Gaps that recur in almost every agency You do not need an elaborate list. Most gaps fall into a few fixed categories, and knowing them shortens the time it takes to find a cause. The table below is a starting point for a team conversation, not an exhaustive list. *An example classification of gaps. Each insurer and product may behave differently.* | Type of gap | Possible cause | What to do | | --- | --- | --- | | Policy missing from the report | The deal was not captured, was recorded under another agent, or appears in another period's report. | Check period and attribution, and if needed ask the insurer with the policy details. | | Amount differs from expected | A rate other than the one in the agreement, a product classified differently, or a change in the policy terms. | Compare to the agreement and ask for a written explanation of the calculation. | | Offset | A cancelled policy or a correction to an earlier payment. | Find the original policy and check that the offset matches the agreement. | | Agent transfer | The customer moved to another agent or came back to you. | Check the transfer date and the commission for the periods before and after. | | Late payment | A time difference between recording and payment. | Mark it as an open gap and check next month, without concluding at once that it is an error. | ### A short monthly routine you can sustain Matching only works if it happens every month. An excellent tool used once a quarter gives less than a plain table updated on time. So define a small routine, with one owner and one backup. **Monthly matching routine** - [ ] All reports and files from every insurer were collected by the set date, and anything missing was flagged. - [ ] The data was copied into a unified table, with a policy number on every line. - [ ] The active policy list was compared to the reports, and missing policies were flagged. - [ ] A fixed sample of lines from each insurer was checked against the agreement. - [ ] Every gap was classified and given an owner and a target date. - [ ] Open requests from previous months were checked and updated. - [ ] A short summary went to management: what was found, what was closed and what is still open. ### What to measure You do not need a dashboard with twenty metrics. A few simple, well-defined numbers measured the same way every month are enough. They show whether the process works, not just how much money came in. - **Share of matched lines:** how many report lines were successfully tied to a specific policy. A drop points to a problem with the format or the key. - **Open gaps per insurer:** shows which insurer the work is piling up against. - **Age of the oldest gap:** a gap open for many months is harder to fix, and some insurers limit the period in which you can raise it. Check your agreement. - **Income by insurer, product and employee:** the most valuable output of matching, and the basis for decisions about sales effort. ### Spreadsheet or system: when to move **A separate spreadsheet** - Quick to start, no cost and no rollout. - Fits a few insurers, a few hundred policies and one person doing the work. - The file lives on its own: anyone who updates a customer or policy elsewhere creates a gap between the lists. - Commission is hard to see next to the client record, so questions like who is this customer and what do they produce take a search. **Commission tracking next to the client record** - Policies, customers and commissions live in one place, so the reference list does not go stale. - Fits a team where several people touch policies and need to see them the same way. - Permissions can be set so only those who need it see income data. - In a demo, ask which files can be uploaded and what is automatic versus manual, rather than assuming. In Financi, commission tracking is part of the agency's CRM, alongside leads, customers, policies, processes and role-based permissions. For the exact details of what can be uploaded and matched, it is best to see it in a demo on your own data and insurers. ### Mistakes to avoid - **Assuming the report is right.** The report reflects the insurer's records. Without an independent list there is nothing to compare it with. - **Checking only the total.** A total that looks reasonable can hide a missing policy and a policy paid more than expected. - **Waiting until year end.** The older the gap, the harder it is to document and raise. - **No owner.** When responsibility is shared between several people, each assumes someone else is checking. - **Changing definitions midway.** Changing columns or the table structure without a note breaks comparison with earlier months. ### Questions to ask a vendor before deciding **If you are evaluating a system that manages commissions** - [ ] Which commission types can be defined, and how do I set up a separate agreement per insurer and product? - [ ] How are insurer reports loaded, in which formats, and what stays manual? - [ ] How does the system flag a policy missing from the report, not just a line missing from the matching? - [ ] Can I see income by insurer, product and employee, and who is allowed to see it? - [ ] What happens to the data when a customer moves between employees or agencies? - [ ] Can I export the data at any time, in a format I can open without the system? ### Frequently asked questions #### What is the difference between a production report and a commission statement? A production report summarises what was recorded under the agency in the period, such as new business, changes and cancellations. A commission statement itemises what was actually paid. To check that you receive what you are owed, compare the two, and both against the agency's own policy list. #### How often should I match? Once a month, close to when the reports arrive. More frequent matching lets you approach the insurer while the details are fresh, and usually shortens the work too. #### Can this be done in a spreadsheet? Yes, especially in a small agency with a few insurers. A spreadsheet's weakness is that it is separate from customer and policy data, so the reference list can go stale. With several staff and several insurers, consider keeping the data next to the client record. #### What commission rate am I owed? It is set in the agency's agreement with each insurer and for each product, and may change. This article shows no rates. Check your agreement, and if in doubt, ask the insurer in writing. #### What if the insurer disagrees that there is a gap? Record the request, the insurer's reply and the relevant agreement, and check whether the agreement sets a procedure for resolving disputes. For a material dispute, consult a lawyer. > **Want to see commissions and policies on the same client card?** Book a demo and we will show what commission tracking looks like in the CRM, including what Financi does automatically and what stays manual. [Book a demo](https://www.financi.co.il/en#contact) --- *The information in this article is general only and is not financial, pension, legal or tax advice, nor a substitute for personal advice. Demos and calculators are illustrative models: your numbers will differ.* ## An AI Team for Your Agency: Delegate Without Abdicating > AI assistants on CRM data can save time, but client data needs protecting. What to delegate, where a human approves, and which red flags to know. - Published: 2026-10-06 · Updated: 2026-10-13 - Tech & automation · 9 min read · The Financi team - Canonical page: https://www.financi.co.il/en/articles/ai-team-for-your-agency-safely ### The short version - Delegate drafting, summarising and suggested actions to AI. Not decisions, not numbers and not silent writes to client data. - A core principle: the AI phrases and the system owns the facts. Numbers are displayed from the source, not rephrased. - Permissions are a restriction, not a formality: grant only what is needed, and know how to disconnect. - Client information is subject to privacy and data-protection law. Check with legal counsel and your compliance officer before connecting any AI tool. The promise of AI in an agency is clear: less time on summaries, searches and typing, more time with the client. The risk is just as clear: a system that phrases things confidently, even when wrong, on top of data that must not be wrong and must not leak. The right path is neither to give up nor to get carried away. It is to delegate within limits, and to build the limits before you start. ### What to delegate, and what not | Task | Who does it | Why | | --- | --- | --- | | A client brief before a meeting | AI drafts, the agent reads | A starting point, not a replacement for checking | | Proposing values for fields in a process | AI proposes, a person approves | Saves typing without silent writes | | Answering “how do I” questions about the system | AI answers | Information about the system, not about a client | | Spotting gaps by rules | The system shows, a person judges | A finding is a question, not a conclusion | | Numbers (returns, balances, fees) | The system displays from the source | We don't let AI rephrase a figure | | A pension or insurance recommendation | The agent alone | Professional responsibility and licensing | > **The principle: the AI phrases, the system owns the facts.** In Financi the AI doesn't write numbers. The portfolio analyst “Keren” names which figure she means, and the system displays it from exactly the same source. The reason: when a language model rephrased real figures, the result drifted. That story is the lesson, and it's worth adopting even if you are building something else. ### Human in the loop: where approval must sit The difference between a safe assistant and a risky one is usually who presses the button. If the AI writes straight into client data, every mistake is saved. If it proposes and a person approves, the mistake stops at one step. 1. **The AI proposes** — For example: “Status: waiting for documents”, based on notes in the process. The proposal is displayed, not yet saved. 2. **A person sees the proposal** — Field by field. Whoever approves understands what they are approving. 3. **A person approves or rejects** — In Financi the process assistant “Rafi” proposes values and you approve each one, with undo. Nothing is written without approval. 4. **History remains** — What was proposed, what was approved and by whom. That way you can go back and check. ### Permissions: when connecting ChatGPT or Claude Financi has an MCP connection for assistants such as ChatGPT and Claude. You connect with a regular OAuth sign-in, and the assistant works inside your book with the permissions you grant. The tools cover leads, production, referrals and information-order links. What the assistant can do is limited by the permissions you pick on the approval screen, and you can disconnect at any moment. **Broad, hasty permission** - “Give everything so it works” - No distinction between read and write - Nobody knows which assistant is connected - No offboarding process when an employee leaves **Narrow, documented permission** - Start read-only, widen as needed - Choose per connection which permissions to grant - A list of who connected which assistant and when - A disconnect procedure: delete the app under Developer API > **Rule of thumb.** Every assistant gets the minimum permission needed for the role you defined. If access to leads is enough, don't grant access to information orders. ### Privacy and protecting client data Client details and their pension and insurance position are sensitive personal data. When you connect an AI tool to them, ask three questions: which fields does the tool see, where does the information go, and what happens if something slips. - **An allowlist of fields.** The AI inside a Financi customer file works on pre-defined fields only, not everything on the card. - **Testing on real data.** The defence was tested over thousands of real clearing-house files, to confirm identifying details don't pass. - **An egress scanner.** Before text leaves, a scanner redacts sensitive details rather than failing. - **A data processing addendum.** When a vendor processes data on your behalf, the relationship should be governed by an agreement. Financi has a data processing addendum. > **Your procedures remain yours.** Even a tool with good protections doesn't relieve the agency of its duties under privacy and data-protection law, or the regulator's requirements for pensions and insurance. Before connecting an AI tool to client information, check with legal counsel and your compliance officer what is required: client consent, use of the data, processing location and retention. ### Red flags **A check before connecting an AI assistant** - [ ] We know which fields the assistant sees, and which it doesn't. - [ ] The assistant doesn't write to client data without human approval. - [ ] Numbers are displayed straight from the system, not rephrased by the model. - [ ] Permission is limited to what is needed, and we can disconnect at any time. - [ ] We keep a list of who connected which assistant, and someone owns it. - [ ] A suitable data processing agreement is in place with the vendor. - [ ] We checked with legal counsel and our compliance officer what is required for client data. - [ ] Staff know what must not be pasted into an external assistant that isn't officially connected. - A vendor promising “zero AI errors”. - An assistant that writes straight into client data with no approval and no undo. - No clear answer to “where does the information go?”. - Employees pasting client details into an external chat to “speed things up”. - One blanket permission for everyone, regardless of role. ### Frequently asked questions #### Can the AI be wrong? Yes, always. That's why in Financi Keren doesn't write numbers and Rafi doesn't write to a field without your approval. The AI phrases, and the system owns the facts. #### Can we use ChatGPT or Claude directly on client data? Paste client details into an external chat only if you've checked that it is permitted and protected, with legal counsel. The structured connection in Financi is built on an OAuth sign-in, permissions you choose and one-click disconnect, which differs from pasting information by hand. #### How do we disconnect a connected assistant? In Financi you delete the app under Developer API and access stops. It's worth setting a standing procedure for this, for example when an employee leaves. #### Does the AI make pension decisions? No. It phrases, summarises and proposes. A recommendation to a client is the agent's, under the licensing and professional-responsibility rules that apply. #### What if we suspect a data leak? Follow the agency's incident procedure and contact legal counsel and your compliance officer immediately. Reporting duties depend on the circumstances and the law, so involve them early. > **Want to see the AI team at work?** We'll show how Asi, Keren and Rafi work inside the CRM, and what human approval on every field looks like. [Book a demo](https://www.financi.co.il/en#contact) ### Sources and further reading - [gov.il: Israel government services and information](https://www.gov.il) --- *The information in this article is general only and is not financial, pension, legal or tax advice, nor a substitute for personal advice. Demos and calculators are illustrative models: your numbers will differ.* ## The Six Numbers a Small Agency Should Track > Six simple, well-defined numbers are enough to see where your agency's funnel leaks and what to fix first. - Published: 2026-09-24 · Updated: 2026-10-13 - Running an agency · 8 min read · The Financi team - Canonical page: https://www.financi.co.il/en/articles/agency-funnel-metrics-that-matter ### The short version - Six numbers are enough: lead volume, response time, contact rate, meeting rate, conversion rate and handling age. - A number without a definition is just an opinion. Write down what is counted and where it comes from, and keep the definition fixed. - Read the funnel from the start: the first narrow neck is what is most worth fixing. - The examples and tools here are for illustration. There is no industry average, and your own numbers are the only ones that matter. Many agencies run the business by feel: “this month was quiet”, “I think we converted less”. Feel is a reasonable starting point, but it doesn't help you decide what to fix. To know, you need a few well-defined numbers calculated the same way over time. Let's start with six. ### The six numbers *Metric, definition and how to read it* | Metric | Definition | How to read it | | --- | --- | --- | | Lead volume | How many new enquiries arrived in the period (week or month), split by source | Shows which channels bring enquiries. Doesn't show quality | | First-response time | Time from the lead arriving until a person first replies | Lower and steady is better. Watch the difference between working hours and after hours | | Contact rate | Of the leads, what percentage were actually reached, i.e. a conversation took place | A drop points to a follow-up problem or to lead quality | | Meeting rate | Of those reached, what percentage booked a meeting or review call | Shows how well the first conversation turns into a step | | Conversion rate | Of the period's leads, how many became clients | The top-level metric. Break it into stages to see where you lose | | Handling age | How long a process has been open in its current stage, and what share is stuck | Old processes signal a bottleneck or forgetting | > **A fixed definition above all.** What counts as a “lead”? What counts as “reached”? When did someone “become a client”? Define once, write it down, and don't change it midstream. If the definition moves, you can't compare month to month. ### How to read the funnel A funnel is simply a series of stages: enquiry, contact, meeting, client. At each stage some stay and some drop. The key question isn't “how many dropped” but “at which stage is the drop large relative to what we expected, and can we influence it”. Here is an illustration only: - **100** — enquiries (example) - **70** — reached (example) - **35** — meetings (example) - **12** — clients (example) > **Illustrative numbers only.** The values above are a worked example, not an average, an industry measure or a target. Don't compare your agency to them. Compare yourself to yourself, month against month. In the example, the stage with the largest relative drop is between meeting and client. But look at what you can change: sometimes you raise the contact rate easily and get many more clients, even if the absolute drop there is smaller. The tool below lets you play with your own numbers and see what changes when you improve one stage. *Interactive tool on the web page: Funnel calculator: enter your own numbers* ### Pipeline health: what's stuck and what's cooling A funnel answers “what happened”. A pipeline answers “what is happening now”. When dozens of processes are open, the important thing is knowing which ones aren't moving. The tool below arranges your open processes by their age in the stage and shows which are at risk of getting stuck. *Interactive tool on the web page: Pipeline health: which processes are cooling* ### Common measuring mistakes **Measurement that misleads** - Metrics with no written definition - Looking only at the last number (conversion) and not the stages - Comparing with another agency or an “industry average” - Measuring daily and reacting to fluctuations - Numbers nobody acts on **Measurement that helps** - One fixed definition per metric - A funnel broken into stages - Comparing yourself to yourself over time - A fixed weekly or monthly review - Every metric has an owner and one action if it falls **Start tracking in one week** - [ ] We wrote a definition for each of the six metrics: what is counted and from where. - [ ] Funnel stages are defined and the team uses them the same way. - [ ] The source of enquiry is stored for every lead. - [ ] We set a regular review: who, when, how long. - [ ] Every metric has an owner and one known action if it falls. - [ ] Once a quarter we check whether the metrics are still useful. To see it in practice: [Financi CRM: leads, processes and metrics in one place](https://www.financi.co.il/en/crm). ### Frequently asked questions #### What is a good conversion rate? There is no number that fits everyone. It depends on lead source, product, team and how you define “lead”. Rather than compare with others, track the direction in your own agency and work out which stage is responsible for a change. #### How long do we need to collect data before drawing conclusions? With few leads a month, fluctuation is natural and even a single lead moves the percentages. Look at longer periods, such as a quarter, and avoid conclusions from a single week. #### Can we measure without a CRM? You can start in a spreadsheet, but there's a limit: counting enquiries, stages and ages by hand wears out fast, and a uniform definition is hard to keep. As volume rises, metrics should be derived from the system itself. #### What's the difference between contact rate and conversion rate? Contact rate checks how many enquiries reached a conversation. Conversion rate checks how many became clients. The first points to follow-up quality, the second to the overall result. #### Should we also track renewals and retention? Absolutely, but that's a different funnel with different metrics. Start with these six, and once they stabilise add renewal tracking. > **Want to see these metrics on your own agency?** We'll show how leads, handling stages and processes are counted in one system, without rebuilding a spreadsheet every month. [Book a demo](https://www.financi.co.il/en#contact) --- *The information in this article is general only and is not financial, pension, legal or tax advice, nor a substitute for personal advice. Demos and calculators are illustrative models: your numbers will differ.* ## Automating the Admin: Where the Hours Go and What to Start With > Find where the admin hours go, pick the first thing to automate, and estimate the saving from your own numbers. - Published: 2026-09-16 · Updated: 2026-10-13 - Running an agency · 7 min read · The Financi team - Canonical page: https://www.financi.co.il/en/articles/automate-the-admin-hours-saved ### The short version - Start with a measurement, not a tool: where time really goes in your agency, not where people say it goes. - Automate first what repeats a lot, is simple, and where human error is expensive. - Good automation leaves the person with the decisions and the conversation, and takes away typing, reminders and hand-offs. - The savings calculator in this article is a scenario based on your assumptions. It is not a promise and not an industry average. In many agencies a large part of the working day goes on things that don't require pension expertise: retyping details already typed, chasing a document, checking where a process is stuck, passing a message from one team to another. This work is necessary, but it isn't what the client pays for. That is exactly where automation helps, provided it is aimed correctly. ### Where the hours go There are no universal numbers. Every agency has its own profile. But most admin work falls into a few familiar categories. Go through them and mark where it hurts most for you. *Categories of admin work. Your own ranking will differ* | Category | Example | The pain | | --- | --- | --- | | Re-keying | The same client details in a form, a system and a document | Time and errors | | Chasing documents | Reminders to the client, checking what's missing | Draining, and nobody remembers | | Hand-offs | Agent passes work to back office or operator | Information lost on the way | | Status tracking | Where a process is stuck, who owns it now | Dependence on whoever remembers | | Call write-ups | A recording and a conversation nobody summarised | Knowledge not kept | | Document prep | Forms, sending for signature, filing | Repetitive, manual filing | > **Measure one week.** Before choosing, ask each team member to note for one week roughly how much time went on each category. No need for precision, only order of magnitude. The result is almost always surprising. ### What to automate first Not everything should be automated, and not everything should be automated now. Three tests help choose the first place: 1. **Frequency.** Does it happen daily or weekly, or once every few months? Start with what repeats. 2. **Simplicity.** Is there a clear rule (“when the client signs, open a task”) or does it need judgement each time? 3. **Cost of error.** Does a typo or a forgotten step cost a lot? That's where automation adds the most confidence. **Good candidates to automate** - Reminders for a missing document - Opening a task after a signature - Handing a process between teams with all details - Logging a call and passing a summary to the card - Proposing values for repeat fields, for a person to approve **Leave these to a person** - The first conversation with a lead - Explaining a sensitive finding to a client - A pension or insurance recommendation - A decision when something departs from the rule - Asking for consent and explaining why it's needed ### Estimating savings: from your numbers The tool below lets you enter how often a task happens per week, how many minutes it takes, and what share of that time automation could cut. The result is a scenario based on your assumptions, not a promise, and no comparison with other agencies. If the estimates are rough, so is the result. *Interactive tool on the web page: How many hours might free up in your agency* ### How to roll out without breaking the work 1. **Pick one process** — For example: from a lead asking for a check to a signed form. Document it step by step, including who does what. 2. **Mark the repeating steps** — Where do people retype? Where do they forget? Where do they wait for someone? Those are the candidates. 3. **Automate one step at a time** — For example: when the client signs, a task opens for the operator. Only when that runs steadily do you move to the next step. 4. **Keep a person in the loop** — Wherever important information gets written, add approval. In Financi the process assistant proposes values for fields and you approve each one, with undo. 5. **Review after a month** — Did the time really drop? Did a new problem appear? Fix before you expand. - **Week 1** — **Measure**: Note how much time goes on each category. - **Week 2** — **Choose**: One process, three tests: frequency, simplicity, cost of error. - **Weeks 3-4** — **Switch on**: One automated step, closely watched on real processes. - **Month 2** — **Review and expand**: Compare with the team's feel and the first measurement, then pick the next step. **Before you automate a process** - [ ] We have the process documented step by step, including who does what. - [ ] We identified at least three repeating steps that could be automated. - [ ] For every automated step it's clear who is notified when something fails. - [ ] Where client information is written there is human approval, or at least undo. - [ ] We can check that the automation ran and hasn't failed silently. - [ ] The team has been told what changes and why, before it starts. > **Automation that hides a failure.** The big danger isn't automation that doesn't work, but automation that fails silently. A process that used to break visibly now simply doesn't happen, and nobody notices. Every automation needs a way to see that it ran, and what happened when it didn't. To see it in practice: [Financi OPS: agency operations — processes, tasks and statistics](https://www.financi.co.il/en/ops). ### Frequently asked questions #### How many hours can we really save? We don't have a number that fits everyone, so we don't quote one. It depends on your processes, team size and how much work repeats. The calculator in this article gives a scenario based on the assumptions you enter. #### Will automation replace staff? The aim is to shift time from typing and chasing to the client and the conversation. How the agency uses the freed time is its own decision, separate from the technical question. #### Where do we start if we have no system at all? First bring information into one place: clients, conversations and documents. You can't automate a process scattered across ten places. After that, pick one step. #### Is it safe to use AI to fill fields? As long as a person approves each value before it is written. That's the principle in Financi: the AI proposes and you approve. For any such use, check with your compliance officer what may be processed and under what conditions. #### How do we know the automation is working? Decide on a simple measure in advance: how many tasks opened automatically, how many processes got stuck, the average time to close. Then review them monthly. See also the article on the metrics an agency should track. > **Want to map where the time goes in your agency?** We'll walk through your process and see which steps to automate first without losing control. [Book a demo](https://www.financi.co.il/en#contact) --- *The information in this article is general only and is not financial, pension, legal or tax advice, nor a substitute for personal advice. Demos and calculators are illustrative models: your numbers will differ.* ## Har HaBituach and the Pension Clearing House: Working Properly with Client Consent > How to use Har HaBituach and Pension Clearing House data properly: client authorisation, what you need from the client, and how to present findings. - Published: 2026-09-10 · Updated: 2026-10-13 - Running an agency · 8 min read · The Financi team - Canonical page: https://www.financi.co.il/en/articles/har-habituach-with-client-consent ### The short version - Information about a client's savings and insurance is sensitive personal data. You work with it only with the client's clear authorisation and for a defined purpose. - The client should know what is being requested, why, and what will be done with the information. A plain explanation comes before any complicated form. - Present findings as questions and gaps, not verdicts. The decision is the client's. - The exact requirements for authorisation, identification and records are confirmed with the regulator and your compliance officer, not assumed. One of the strongest tools a pension and insurance agent has is a true picture of what the client holds today: which pension savings, in how many funds, and which insurance, with whom. Without that picture the conversation rests on what the client remembers. With it you can ask better questions. This article covers the orderly way to get it: how the two sources differ, what you need from the client, and how to present what you find. ### Two sources, two kinds of information | Source | What you typically get | Why it's useful | | --- | --- | --- | | Pension Clearing House (Hamislaka) | Information on the client's pension products and long-term savings across different providers | A unified picture of savings instead of letters from every fund | | Har HaBituach (Insurance Mountain) | Information on the client's insurance policies, such as life, health and disability | Spotting duplicates, gaps in cover and policies the client forgot | > **No technical promise here.** This article describes a general working process. Exactly which data you receive, in what format and when, is set by the sources and the rules that apply to them. Check current details on the regulator's sites and with your compliance officer. ### Consent: the foundation of the whole process Information on savings and insurance is highly sensitive personal data. An agent doesn't “pull” it on their own decision. They request it on the client's behalf, with the client's explicit approval. Beyond the regulatory duty it is also a matter of trust: a client who understands why they're being asked feels in control, and that improves the conversation that follows. 1. **Explain before you ask** — Exactly what you are requesting (pension savings, insurance, or both), what for, and what the client gets in return: an organised review and gaps that may be worth handling. 2. **Identify the client as required** — Identification must follow the applicable requirements. Don't use shortcuts such as receiving ID details in an ordinary message that isn't stored properly. 3. **The client gives clear, recorded authorisation** — In line with the procedure, on paper or digitally. The authorisation should be specific: to whom, for which data, and for what purpose. 4. **Order the information** — In Financi you can create an information-order link and send it to the client, and the order and its result are recorded on the client card. 5. **Keep the evidence** — The authorisation, the date and the request are kept on the client card. That way you can answer what you requested, when and on what basis. > **Don't guess the regulatory requirements.** Requirements for the wording of the authorisation, how identity is verified, its validity and how it is kept are set by the Capital Markets, Insurance and Savings Authority and the relevant bodies. Follow current guidance, and consult the agency's compliance officer before introducing a new procedure. ### What the agent needs from the client **Before you order information** - [ ] The client understood what is requested, why, and what they get back. - [ ] The client was identified in the required way, and ID details are stored only somewhere secure. - [ ] The client gave explicit authorisation, recorded on the client card. - [ ] The authorisation is limited to what is actually needed and the purpose explained. - [ ] The client knows how to withdraw authorisation and whom to contact. - [ ] You agreed how and when findings will be presented to the client. - [ ] You know who in the agency may see the information received. ### How to present findings Once the information arrives it's easy to fall into one of two mistakes: flooding the client with tables they don't understand, or rushing to conclusions. A clearing-house and Har HaBituach review is a starting point for a conversation, not its summary. **A presentation that loses the client** - Bombarding with tables and data - A conclusion before a question (“you need to move to another fund”) - Professional language without explanation - Showing every finding at once **A presentation that moves a decision** - Start with one big picture: how many providers, how many policies - Three main findings at most - Each finding as a question: “I noticed that… is that intended?” - End with one next step and the client's decision - **What's old.** Savings in a fund with no deposits for a long time, or information that hasn't been updated. - **What repeats.** Double cover for the same risk, which may justify a review. - **What's missing.** A risk with no suitable cover, considering the client's situation. - **What's unclear.** A missing figure or one that doesn't match expectations. Check with the relevant body rather than conclude. > **An opening line that works.** “I received the review and I'd like to go through three things that looked worth checking. Whatever you decide to pursue, we'll pursue. What you don't, we'll leave.” ### After the presentation: a handling timeline - **Meeting day** — **Present and summarise in writing**: The client gets a short summary of what was discussed and agreed. - **After the meeting** — **Open recorded tasks**: Each agreed action becomes a task on the client card with an owner and a date. - **During handling** — **Request documents and signatures as needed**: Through a form link, not a thread of documents on WhatsApp. - **Later** — **A date for re-checking**: Decide in advance when to refresh the information, with renewed authorisation if required. To see it in practice: [The clearing house and Har HaBituach in Financi: client data in one card, with consent](https://www.financi.co.il/en/clearing-house). ### Frequently asked questions #### Can we order information without the client knowing? No. This is sensitive personal information that requires the client's authorisation. Working without it can harm the client and the agency and may breach the law. The exact requirements are confirmed with the regulator and your compliance officer. #### How long is the authorisation valid? Validity and scope are set by the procedures and requirements that apply. Don't assume; check the current wording with the relevant bodies and your compliance officer. #### What if the client asks us to delete the information? Handle the request in line with privacy law and the agency's procedures. Deletion and retention mechanisms are also subject to record-keeping requirements. Settle this with legal counsel in advance, not in the moment of the request. #### Can we show the client the data as-is, without analysis? You can, but it isn't enough. Raw data overloads. Your value is in choosing what matters, explaining, and asking the right questions. And any recommendation to a client is subject to the licensing and advice rules that apply to you. #### How does Financi help with this process? Ordering information and pulling the client's pension and insurance data happen inside the system, and results are unified on one card next to documents and conversations. Once the information is on the card, gaps are easy to see and meetings easy to prepare. > **Want to see an information order on a client card?** We'll show how a link is sent to the client, how the information unifies on the card, and how to prepare a meeting from it. [Book a demo](https://www.financi.co.il/en#contact) ### Sources and further reading - [gov.il: Israel government services and information](https://www.gov.il) --- *The information in this article is general only and is not financial, pension, legal or tax advice, nor a substitute for personal advice. Demos and calculators are illustrative models: your numbers will differ.* ## Digital Forms and E-Signing for Agencies: Paperless Client Intake > End-to-end digital intake: a link, mobile filling, signing, a seal and an audit trail, and what to settle with your compliance adviser first. - Published: 2026-09-02 · Updated: 2026-10-13 - Running an agency · 7 min read · The Financi team - Canonical page: https://www.financi.co.il/en/articles/digital-forms-and-signatures-for-agencies ### The short version - A good digital process begins with one link to the client and ends with a signed document where any change is detectable. - The real saving isn't just paper, it's the “I'm missing one more detail” rounds and the hunt for documents. - An audit trail (who, what, when) matters as much as the signature itself. - Every form type has its own requirements. Check them with your compliance adviser before giving up paper. Onboarding a new client on paper looks like this: the client comes in or is sent a PDF, prints it, fills it in, signs, photographs it on the phone, sends it over WhatsApp, and an employee retypes the data into the system. Along the way details go missing, photos arrive blurry, and sometimes you start again. A digital process doesn't remove the need for forms, but it shortens the road from enquiry to signature. ### The flow: from a link to a signed document 1. **The agent or operator creates a link** — Choose a form, tie it to the client, and send a link by SMS or WhatsApp. No app and no login. 2. **The client fills in on mobile** — Guided fields, one after another. Details that already exist in the system can be pre-filled, so the client confirms rather than types. 3. **The client signs with a finger** — The signature is embedded in the document itself, not saved as a separate file that can be detached from it. 4. **The document is sealed** — An asymmetric digital signature is applied over the PDF (in Financi: an AWS KMS seal), so any later change to it is detectable. 5. **An audit entry is written** — The event is recorded in a hash chain with object lock, in Financi for 7 years, so history can't be deleted or rewritten. 6. **The CRM is updated** — A signed event reaches the CRM and the operations card, and the next task opens by itself. > **And insurers' own forms?.** Financi has a capability called AI Magic: point it at a blank insurer form in Hebrew and it maps the fields, even on a scanned document that isn't fillable. As with any AI use, review the mapping before sending it to the client. ### What you really save **Paper-and-photo process** - Print, sign, photograph, send - Manual re-entry once the document returns - Missing details only surface after receipt - Documents scattered across email, WhatsApp and folders - Hard to prove who sent what and when **End-to-end digital process** - One link, fill and sign on mobile - Data goes straight into the client card - Mandatory fields prevent incomplete forms - One signed document, in the same place as the client - An audit trail of events The saving is measured less in sheets of paper and more in rounds of back-and-forth. Every time you must go back to the client and ask for “one more detail”, they cool off and the process drags. A form that can't be submitted until mandatory fields are filled saves those rounds. ### The audit trail: what to keep, and why The signature is only part of the picture. When a question arises (from the client, an insurer or a supervising body) you need to show what was sent, to whom, when, what was signed and in which wording. So it's worth knowing what is kept. | What's kept | Why it matters | What to confirm | | --- | --- | --- | | The signed document (PDF) | Evidence of what the client approved | In what format and where it is stored | | Seal and hash of the document | Lets you detect later changes | How integrity is actually checked | | Event log | Who created, who sent, when opened and signed | How long it is kept and who may read it | | The wording shown to the client | Shows what they saw before signing | Whether form versions are retained | | Link to the ops task | Shows the signature led to action | Which events open a task | > **Requirements differ by form type.** Not every form has the same requirements for how it is signed, how identity is verified and how long it is kept. The differences depend on the document type, the body receiving it and the law that applies. You shouldn't decide alone which forms go digital: check each form type with your compliance adviser or the agency's legal counsel. ### How to start - **Stage 1** — **Map your forms**: Which forms you actually send, how often, and which generate the bulk of the work. - **Stage 2** — **Clear it with compliance**: For every form you plan to move: what are the requirements for signature, identification and retention. - **Stage 3** — **Pilot with one form**: The one you send most, with clients comfortable on mobile. - **Stage 4** — **Expand**: Add more forms once the team and clients are used to the process. **Readiness for digital intake** - [ ] We've mapped which forms we send most. - [ ] We checked signing and identification requirements for each form type with our compliance adviser. - [ ] We set mandatory fields so an incomplete form can't be sent. - [ ] We decided how long signed documents are kept and who may access them. - [ ] The client understands what they are signing and why, before they sign. - [ ] The team knows where the signed document lands and how to find it on the client card. - [ ] We tested the link on a real phone, in Hebrew, with a client who is not tech-savvy. To see it in practice: [Financi Forms: forms and e-signing — how it works in the product](https://www.financi.co.il/en/forms). ### Frequently asked questions #### Is a digital signature legally valid? It depends on the document type, the way it is signed and the requirements that apply to it. There is no single answer for all forms. Check with your compliance officer or the agency's legal adviser for each form type before dropping wet-ink signatures. #### Does the client need to download an app or register? In Financi, no. The client receives a link, fills in and signs with a finger from the phone, without logging in. That lowers friction, especially for clients less comfortable with technology. #### What if the client can't finish? Always keep an alternative: a call, phone help or a meeting. A digital process should make things easier, not block. You can also resend the link and check whether they got stuck at a particular step. #### What is kept, and for how long? What is stored and for how long depends on settings and on the requirements for the document type. In Financi the event log is kept with object lock for 7 years. Check with your compliance officer what you need and what you don't. #### Can we send forms we already have as PDFs? Generally yes, you can start from the forms you have. AI Magic mapping is designed for Hebrew insurer forms, including ones that aren't fillable, but review each mapping before sending it to a client. > **Want to see the flow from a link to a signed PDF?** We'll walk through the process as the client sees it on mobile, and as the team sees it on the card. [Book a demo](https://www.financi.co.il/en#contact) ### Sources and further reading - [gov.il: Israel government services and information](https://www.gov.il) --- *The information in this article is general only and is not financial, pension, legal or tax advice, nor a substitute for personal advice. Demos and calculators are illustrative models: your numbers will differ.* ## Speed to Lead: Discipline Measured in Minutes, Not Days > A waiting lead goes cold. Set a first-response rule, use WhatsApp for follow-up, and start from ready Hebrew and English scripts. - Published: 2026-08-20 · Updated: 2026-10-13 - Running an agency · 7 min read · The Financi team - Canonical page: https://www.financi.co.il/en/articles/speed-to-lead-agents ### The short version - The first response isn't the sale. It's proof to the client that someone is on the other end. - A simple rule everyone knows beats good intentions: who replies, how fast, and what happens when they're unavailable. - WhatsApp is a natural follow-up channel, but only when the conversation is linked to the client in the system and not stuck on a personal phone. - The simulator in this article is a model driven by the numbers you enter, not a statistic about the market or other agencies. Someone who left details for a pension or insurance check is in a moment of intent. Maybe a payslip just raised a question, maybe a friend mentioned something. That moment doesn't last. Whoever answers first, in a human way and not an automated one, usually gets the first conversation. And whoever gets the first conversation gets the chance to continue. ### What a good first response is A good first response is not a presentation and not an offer. It's short and does three things: confirms the enquiry arrived, introduces a real person by name, and asks one small question that is easy to answer. 1. **Acknowledgement and identity.** Who I am and why I'm reaching out. 2. **Small value.** What we can do together, in one sentence. 3. **One question.** Something answerable in one message, like “When suits you for a short call?”. ### A response rule the whole team knows Agencies that lose leads aren't indifferent. They simply depend on someone noticing in time. The fix is a written, three-line rule placed where people can see it. *An example response rule. Adjust the timings to what you can deliver; these are not benchmark values* | Situation | Who owns it | The action | | --- | --- | --- | | Lead arrives during working hours | The agent or operator on duty | A first WhatsApp message, followed by a call attempt | | Lead arrives after hours | A tidy automatic reply, and the person on duty in the morning | Acknowledge receipt and say when they'll be answered | | No reply after the first attempt | Same person | A second follow-up on another channel, on another day | | Person on duty is unavailable | A pre-agreed backup | No lead is left without an owner | > **The point that matters.** The rule isn't about how fast you can possibly be. It's about every lead always having a clear owner. A lead without an owner is a lead that waits. ### No invented numbers: a model for illustration We don't quote data here about how many leads are lost by response time, because we have no reliable figure that applies to every agency. Instead, the tool below is a model: enter your own agency's numbers (leads per month, what share genuinely progresses, and the gap you assume between a fast and a slow reply) and see the effect in that scenario. The result is only as good as your assumptions. *Interactive tool on the web page: Model: what faster response could mean for your agency* > **Good to know.** Reasonable assumptions start from your own data: how many leads came in last quarter and how many became a conversation. If you don't have those numbers, that is itself the first reason to move to structured tracking. ### WhatsApp first: why it's the natural channel In Israel WhatsApp is the everyday channel, and clients expect an answer there. A short message isn't intrusive, they can reply when convenient, and you can attach a link. There's one condition: the conversation must stay the agency's, not an agent's phone's. **WhatsApp on a personal phone** - Easy to start - History stays with whoever replied - If the agent leaves or changes device, chats vanish - No clear sense of who is answering whom **Shared WhatsApp linked to the client** - One inbox for the team, with chat assignment - History stored on the client card - Document requests and form links inside the chat - You can see what's waiting and what's been answered In Financi, WhatsApp is a shared team inbox: chat assignment, campaigns, document requests and analytics. When all that is tied to the lead, follow-up survives a change of person. Note that proactive messages to clients are subject to consent and messaging requirements, so check with your compliance officer what you may send and to whom. ### Ready-made scripts to start from These are starting points, not fixed wording. Adapt them to your agency's tone and to the reason for the enquiry. > Hi Dana, this is Yossi from [Agency name]. I received your request for a pension check. I'd be glad to go through it with you. When suits you for a short call of a few minutes? > > — First message, during working hours > Hi Dana, we received your enquiry, thank you. We'll get back to you tomorrow before noon. If anything is urgent, you can write to me here. > > — After working hours > Hi Dana, I tried to reach you yesterday. I'll send a short link now where you can approve the information check, and then we can move forward without a long call. Sound good? > > — Second follow-up > Hi Dana, I'm closing your request for now. If you'd like to come back to it later, just write here and I'll pick up where we left off. > > — A respectful close **Response discipline: a weekly check** - [ ] Every open lead has one named owner. - [ ] The first-response rule is written and posted where the team can see it. - [ ] A standing backup covers when the person on duty is away or on holiday. - [ ] Every unanswered lead got at least a second follow-up on another channel or day. - [ ] WhatsApp chats are linked to the client and don't sit on a personal phone. - [ ] I know how many leads came in last week and how many were handled. To see it in practice: [Shared team WhatsApp in Financi: inbox, assignment and campaigns](https://www.financi.co.il/en/whatsapp). ### Frequently asked questions #### Do we have to reply within minutes? Not necessarily, and it depends on the type of enquiry and the team. What matters is a clear rule you can keep, and no lead left without an owner. A reasonable rule you meet beats a brilliant one that falls apart. #### Can we WhatsApp a lead who left their details? It depends on the context, the wording of the consent the client gave and the requirements that apply to you. So check with your compliance officer or the agency's legal adviser what wording and procedure are right before automating any messages. #### What do we do with a lead who never answers? Three attempts across different channels and days, then a respectful close that leaves the door open. Don't keep flooding them. Record in the system that the handling closed, so your numbers stay accurate. #### Can automation answer instead of a person? An automatic acknowledgement is useful, especially after hours. But the response that builds trust comes from a person. Use automation so no lead is left in silence, not to replace a conversation. > **Want a shared WhatsApp inbox with lead assignment?** We'll show how a lead arrives, gets an owner, and records the entire conversation on the client card. [Book a demo](https://www.financi.co.il/en#contact) --- *The information in this article is general only and is not financial, pension, legal or tax advice, nor a substitute for personal advice. Demos and calculators are illustrative models: your numbers will differ.* ## The 360° Client View: An Agent's Playbook > One client card joining pension, insurance, investments and real estate: what to check before every meeting, and which triggers justify reaching out first. - Published: 2026-08-12 · Updated: 2026-10-13 - Running an agency · 8 min read · The Financi team - Canonical page: https://www.financi.co.il/en/articles/client-360-playbook ### The short version - A full picture of a client is four rings: pension, insurance, investments and real estate, plus one timeline of everything said and signed. - Meeting prep shouldn't take more than a few minutes when everything is on one card. - Information gaps (stale data, missing cover, an unfilled detail) are the best opening for a conversation. - Proactive outreach driven by a trigger is real value for the client, not a sales push. A client doesn't think in products. They think “where do I stand”. Pension in one fund, life insurance with another company, a study fund opened a decade ago, and an investment flat nobody has asked about. When the agent must open four places to answer, the meeting leans on memory. The 360° client card is the simple idea that all of this should be in front of you in one place. ### The four rings around the client A convenient way to think about a client is as a centre with four rings around it. Each ring holds a few assets, and each asset a few details worth knowing. *What to look at in each ring* | Ring | What it contains | The question it answers | | --- | --- | --- | | Pension | Pension fund, provident fund, study fund. Clearing-house data when authorised | Is the saving organised, scattered or stale? | | Insurance | Life, health, disability, car and home. Har HaBituach data when authorised | Are there duplicates or a hole in cover? | | Investments | Investment portfolio, deposits, savings for children | Do the investments match the goals? | | Real estate | Home, investment property, mortgage | What is the asset, and what obligation sits beside it? | > **Sources vary, the principle doesn't.** For pension and insurance, information usually comes from the clearing house and Har HaBituach, with the client's authorisation. Investments and real estate are typically entered manually or from documents. The card's value is that everything is visible together, not that everything is automatic. ### What to check before every meeting 1. **Read the timeline: what happened last time** — Conversations, documents, open tasks. What was promised to the client, and what hasn't been done yet? Open the meeting with that; it builds trust. 2. **Check how fresh the data is** — When the information was last pulled. Stale data is a reason to ask for an update, not a reason to draw conclusions. 3. **Look for gaps and duplicates** — Missing insurance cover, two policies covering the same risk, a fund where it's unclear who the beneficiary is. These are conversation topics. 4. **Flag life events** — Marriage, a child, a change of job, buying a home, nearing retirement. Each one changes what is right for the client. 5. **Set one goal for the meeting** — Not everything you could discuss, but one thing the client leaves with as a clear decision or a clear task. In Financi you can ask “Keren”, the portfolio analyst inside the system, for a two-sentence brief on the client before the meeting. Note the split: figures are displayed by the system itself, and the AI only phrases and names which figure it means. The decision, of course, stays with the agent. **Meeting prep checklist (5 minutes)** - [ ] I read the latest entry on the client timeline and the open tasks. - [ ] I checked when clearing-house and Har HaBituach data was last pulled. - [ ] I identified at least one gap or duplicate to discuss. - [ ] I checked for a life event or job change since the last meeting. - [ ] I have one clear goal for the meeting and know what I'll ask of the client at the end. - [ ] Any document I'll need signed is ready and sent as a link, rather than left to “send later”. ### Triggers for proactive outreach Most clients won't call to ask “is everything okay?”. They assume someone is watching. When the card is consolidated, it's easy to spot when to reach out before the client asks. - **Renewal date** — **A policy or agreement is coming up**: Early outreach allows a calm review rather than a rushed decision. - **After a life event** — **Marriage, child, moving, job change**: Cover and savings that fitted before may no longer fit. - **Stale data** — **Clearing-house or Har HaBituach data not refreshed for a long time**: Asking for an update, with the client's authorisation, is a natural, non-salesy reason to call. - **Gap found** — **Missing cover or a duplicate**: Present the finding, explain, and leave the decision to the client. - **A year without a call** — **No documented contact for a long period**: An annual review keeps the relationship alive even when nothing is urgent. > **The right tone.** Outreach works when it opens with a finding or a question, not an offer. “I noticed your policy renews next month, shall we go over it together?” beats any quote. > **No substitute for professional judgement.** The 360° card is a working tool for the agent. It does not replace pension or insurance advice, or the agent's own review. Every recommendation to a client follows the licensing and professional-responsibility rules that apply to you. To see it in practice: [Financi CRM: one client card, leads, policies and tasks](https://www.financi.co.il/en/crm). ### Frequently asked questions #### Do we need clearing-house and Har HaBituach data to work with a 360° view? No. You can start with the client's details and existing documents. But when the client authorises it, that data fills the big rings more reliably than manual typing. #### How long does meeting prep take when everything is on one card? It depends on the client and the depth of the meeting, but the idea is that time shifts from searching to thinking. Instead of gathering information, you spend the minutes on what matters to the client. #### Who in the agency sees the card? That's decided by role-based permissions. In Financi you can define what an agent, an operator or a manager sees. It's worth setting this up front rather than settling for “everyone sees everything”. #### Does the AI change data on the card? Not without approval. The process assistant proposes values for fields and you approve each value separately, with undo. Keren writes briefs and does not write numbers. > **Want to see a 360° card with your own book?** We'll show how one client connects to pension, insurance, investments and real estate in one place, and what meeting prep looks like. [Book a demo](https://www.financi.co.il/en#contact) --- *The information in this article is general only and is not financial, pension, legal or tax advice, nor a substitute for personal advice. Demos and calculators are illustrative models: your numbers will differ.* ## When an Insurance and Pension Agency Outgrows Spreadsheets and WhatsApp > Spreadsheets and WhatsApp work until they don't. Signs your agency has outgrown them, what staying costs, how to move to one system without stopping work. - Published: 2026-08-04 · Updated: 2026-10-13 - Running an agency · 7 min read · The Financi team - Canonical page: https://www.financi.co.il/en/articles/why-agencies-outgrow-spreadsheets ### The short version - Spreadsheets and WhatsApp are good first-stage tools. Trouble starts when one client's information lives in four places. - The clearest sign: you can't answer “where do we stand with this client?” without asking someone. - The main cost is not a software licence. It is time, forgotten leads and dependence on one person who remembers everything. - A good migration is gradual: leads and conversations first, then processes, and history last. Almost every agency starts the same way: a spreadsheet of clients, WhatsApp groups and chats, a folder on a laptop and a calendar on a phone. It works, it's cheap, and at the first stage it makes sense. The problem is that these tools don't grow with the agency. At some point you move from “I remember” to “someone should know”, and that's where things start to get forgotten. ### Signs your agency is past the spreadsheet There is no magic number of clients or employees. What matters is how many people touch the same client and how many places you have to open to understand where they stand. Tick the ones that sound familiar. **How many of these exist in your agency?** - [ ] A lead that came in on WhatsApp “got stuck” because it wasn't clear who should reply. - [ ] There is more than one version of the client spreadsheet and nobody is sure which is current. - [ ] To prepare for a client meeting you open at least three systems or files. - [ ] Signed documents sit in email, on an agent's device or in a client group. - [ ] An agent or operator went on holiday and their work stopped because only they knew where everything was. - [ ] You don't know how many leads came in this month, how many were handled and how many became clients. - [ ] A policy or agreement due for renewal was only noticed when the client called to ask. - [ ] Handing work to the back office or an operator happens through a WhatsApp message and hope. > **The practical rule.** If three or more signs are familiar, the cost of staying is already higher than the cost of switching. If only one or two, you can continue, but decide in advance what the trigger for moving will be. ### What it really costs When people think about a “system” they think about price. But the real cost of the current setup almost never shows up on an invoice. It shows up as time burned, a client who waited two days for an answer, and a policy nobody reviewed because nobody saw it. - **Search time.** Every client question starts with a hunt: where's the form, what was said on the last call, when was it signed. - **Double entry.** The same details are typed again and again into the sheet, the insurer's system and a document. - **Vanishing leads.** With no single place to see what's open, a warm lead goes cold quietly. - **Person dependence.** Knowledge about clients lives in one agent's head or personal phone. - **Exposure.** IDs and documents moving around groups and emails are hard to control and track. **Spreadsheet + WhatsApp + folders** - Quick to start, no rollout effort - Everyone organises differently - No single history for a client - Hard to see what's open and what's stuck - Permissions: everything or nothing **One system (CRM)** - Needs initial set-up and team adoption - One process, uniform fields - One client, one timeline: chats, documents, policies - A process board showing what's in progress and what's waiting - Role-based permissions The comparison isn't saying “a system is always better”. For a very small agency with a handful of clients, a spreadsheet is perfectly legitimate. It shows what changes when the team grows and responsibility is shared between several people. ### Readiness check: is it time? The tool below helps you put your thoughts in order. It is not an official benchmark and does not compare you with other agencies. It simply organises your answers into one picture, so you know where to start. *Interactive tool on the web page: How ready is the agency to move to one system?* ### How to move without stopping work 1. **Start from one pain point** — Pick the one thing that hurts most: vanishing leads, or scattered documents. That is the first line you move over. You don't move everything on day one. 2. **Define short fields and stages** — A short list of mandatory fields and clear handling stages: new, in progress, waiting on client, done. You can extend later; you can't undo a mess once it exists. 3. **Import active clients only** — Clients you haven't touched in years needn't move immediately. Import the ones in motion and keep the archive reachable elsewhere. 4. **Connect WhatsApp to the process** — Without it the team keeps working on personal phones. The conversation should be linked to the client so history stays in the system, not on a device. 5. **Name one adoption owner** — One person in the agency, usually not the owner, responsible for questions and tweaks in the first month. - **Week 1** — **Pick the pain point and define fields**: Who gets in and what each person sees. - **Weeks 2-3** — **Import active clients and connect WhatsApp**: Run in parallel: the new system next to the old method. - **Week 4** — **Stop writing to the old sheet**: The old sheet stays read-only, as an archive. - **Month 2 onward** — **Expand: processes, forms, clearing house**: Add one layer at a time, once the team is used to the last one. > **The common mistake.** Trying to build the “perfect” system before starting. A system the team doesn't use is worth nothing, and a team only uses what is simple. Start small and refine based on what the team really meets. To see it in practice: [Financi CRM: the system for insurance and pension agencies](https://www.financi.co.il/en/crm). ### Frequently asked questions #### How many clients do we need before switching is worth it? There is no numeric threshold that fits everyone. The more telling sign is how many people in the agency touch the same client, and how long a simple question about them takes to answer. If the answer means opening several places or asking a colleague, you've probably arrived. #### Can we keep using the spreadsheet next to the system? Yes, during a transition. The rule is one source of truth for each type of information. If you decided clients live in the system, the sheet becomes read-only and isn't updated in two places. #### What about our old data? Import what is active and useful. Historical data can sit in a separate archive and be imported on demand. The key is to clean duplicates before the import, not after it. #### Our team dislikes change. How do we bring them along? Show them what they gain: less typing, fewer “where is it” questions. Start with a process everyone suffers from, rather than enforcing every feature from day one. #### Is Financi suitable for this kind of move? Financi was built for insurance and pension agencies: leads, a shared WhatsApp inbox, forms and e-signing, clearing house and Har HaBituach, and operations around one client card. The best way to test fit is a demo on your own processes. > **Want to see how this looks on your agency?** We'll walk through your process, from lead to signature, and see which parts to move first. [Book a demo](https://www.financi.co.il/en#contact) --- *The information in this article is general only and is not financial, pension, legal or tax advice, nor a substitute for personal advice. Demos and calculators are illustrative models: your numbers will differ.*