VMK Insurance Brokers

Insurance broker VMK boosts efficiency & works remotely

Discover how the "Versicherungen mit Kopf" brokerage saved over 16 working days per year by digitising its incoming post, while also enabling its team to work remotely.

Munich-based VMK Versicherungsmakler GmbH ["VMK"] provides fully digital advice to customers across Germany on choosing insurance products. True to their motto "Versicherungen mit Kopf" (Insurance with a brain), the focus is on educating customers – understand first, insure later. VMK is digitally driven, with a YouTube channel, online consultations, and a team that collaborates remotely. To make the latter possible, founder Bastian Kunkel decided to digitise their incoming post with Caya in 2018.

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Challenge

The insurance business involves a flood of paperwork. Primarily, this means an enormous amount of time spent ensuring proper processing, as well as an increased risk of errors in internal workflows. When it comes to insuring people's belongings, it is vital to ensure that no errors or document losses occur during processing. As the VMK management team also needed remote access to incoming documents while on the move, they decided to digitise their incoming post with Caya at the start of 2018.

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Requirements

The goal was to stop receiving post physically. The aim was to digitise all mail and make it available in a central interface for further internal processing. Delivery of the original documents was not required. Instead, any post not needing to be archived for legal reasons was to be destroyed to keep the office as paperless as possible. This process change was intended to ensure efficient and secure handling of letter mail, eliminating the time spent on manual processing and reducing process risk. Furthermore, enabling remote work and cutting costs through time savings were key objectives.

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Solution

Caya handles the redirection of all daily incoming post via Deutsche Post to their scanning centre in Berlin. Caya then manages the daily processing of incoming mail, including automated opening, preparation, and scanning. Furthermore, text recognition (OCR) and AI-driven data extraction, such as sender and subject, are used for additional preparatory steps. Within the same day, VMK's incoming post is made available digitally on the Caya platform. Employees can then view and process the mail directly on the platform. The post is not only viewable on a PC but can also be read via the Caya app, making it accessible even when there is no space or time to open a laptop.

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Result

The introduction of digital mail processing has resulted in a significantly simplified administrative workflow, relieving the burden on both employees and the VMK management team. Thanks to Caya, they save over 10 working hours per month – equivalent to approximately 16 working days per year. By digitising daily incoming post, VMK not only saves time and stress but also ensures that mail is always processed promptly. Digital archiving further simplifies work for everyone involved, especially in accounting and management, as there is no longer any need to search through filing cabinets for old documents. For VMK, Caya has become an indispensable tool for daily administrative tasks.

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About Versicherungen Mit Kopf

VMK (www.versicherungenmitkopf.de) is a highly digitised insurance broker whose top priority is customer education. This is reflected in the company's online presence: with over 24,000 subscribers and more than 2 million video views, it runs the #1 insurance YouTube channel and the #1 insurance podcast (called "Versicherungsgeflüster"), which has already been downloaded nearly 1 million times.