Keeping track of clients as an insurance broker can get complicated, especially when managing multiple policies, renewal dates, and contact details. A simple client tracker in Google Sheets can help you stay organized and provide better service.
What Is the Best Way to Organize Insurance Client Information?
The best way to organize client information is by creating a system that’s easy to update, accessible from anywhere, and flexible enough to include key details like policy numbers, payment status, and renewal dates. Google Sheets is perfect for this because it’s free, cloud-based, and user-friendly.
Step 1: Open a New Google Sheet
Go to Google Sheets and click “+ Blank” to create a new spreadsheet. For proper organization, you may also rename your spreadsheet “Insurance Client Tracker.”
Step2: Set Up Your Columns
Label the first row with the information categories you planned earlier. For example:
- Client Name
- Contact Info (Phone Number & Email)
- Address
- Policy Number
- Policy Type (Basic, Upgraded, Premium)
- Policy Status (In force & Lapse)
- Benefits (Policy Package, for example accidental benefits, hospitalization, etc.)
- Sum Assured
- Expiration Date
- Renewal Date
- Payment Status (Monthly, Quarterly, Annually)
- Notes
Make sure each column header is clear and concise.
Step 3: Format the Sheet
To make your tracker easy to read, bold the headers. Highlight row 1, then click the toolbar’s bold icon (B).
You can also freeze the header row. To do so, go to View > Freeze > 1 Row. This keeps the headers visible as you scroll.
Then, adjust column widths: Hover over the lines between columns, then drag to widen or narrow them.
Step 4: Add Drop-Down Menus
Make data entry faster by using drop-down menus. Select the cells under your preferred column and go to Insert > Dropdown. Under “Criteria,” choose Dropdowns, then type options.
Step 5: Input Your Client Data
Enter the information you already have. If you’re importing data from another system, copy and paste it into the corresponding columns.
Step 6: Add Filters
Filters help you quickly find specific clients or policies. Click on the filter icon in the toolbar.
Enable filters for each column. Now, you can sort by renewal dates, filter unpaid clients, or check specific policy types.
Step 7: Add a Summary Section
Now that you have filled your template with all the needed information, you can add a summary section above your table. Here, you can use the following formulas to easily know how many policies are still In Force and Lapsed.
TOTAL IN FORCE:
=COUNTIF(G11:G40, “In Force”)
TOTAL LAPSED:
=COUNTIF(G11:G40, “Lapsed”)
You can also add charts to visualize your data. For example, I will use chart to see which policy type is more common. To do that, select the cells where you data is, then click Insert > Chart.
If you work with a team, share the tracker. Click Share in the top-right corner. Add email addresses and adjust permissions (Viewer or Editor).
Get the Free Insurance Broker Client Tracker
Get a copy of the free Insurance Broker Client tracker. I’ve already populated some cells as examples, but you can customize them as needed.
Final Thoughts
A well-organized tracker isn’t just about staying on top of details and building trust. When your clients see you’re organized and attentive, it strengthens your professional relationships.
The key is consistency; even the best system is only as good as how often it’s updated. Stay proactive, and you’ll thank yourself later when your workflow feels smoother, and your clients feel valued.
Frequently Asked Questions
How do I protect certain parts of the sheet from accidental edits?
Select the range you want to protect. Go to Data > Protect Range. Set permissions to allow only specific users to edit.
How can I create automated alerts for upcoming renewals?
Use a formula to flag renewals. In a new column, enter =IF(E2-TODAY()<=30,”Renew Soon”,””). Apply conditional formatting to highlight rows with “Renew Soon.”
How do I count the number of overdue payments?
You can use the COUNTIF formula. In an empty cell, type =COUNTIF(G2:G100, “Overdue”) where column G contains the payment status. This counts all cells labeled “Overdue.”
