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Sector · Insurance

“As the volume grows, we can no longer handle claims processing with the team we have.”

DMS for insurance: Manage claims files and incoming mail as a process

Incoming documents, appraisals, correspondence and official notices belong in one claims file. When the agent calls back weeks later, the file has to be complete. OXS.eco assigns incoming communication to the matching claims file by rule. Unclear cases go to manual clarification. That keeps back office effort down as claim volumes rise, without headcount having to grow in step.

Discuss your insurance process See digital files
Claims files complete soonerIncoming documents are assigned to the right case with OCR support, even when a query comes back weeks later.
Contract files and policies in one placeInsurance contracts, policies, supporting evidence and broker mail in a role-based file structure that stays traceable even when the broker changes.
Incoming mail distributed by ruleE-mail, scan and upload are distributed by rule, so broker mail and correspondence reach the clerk in charge, with far less manual sorting.
Insurance
Claim notice Policy system § External appraisal € Repair shop Claims file Motor · 2026/4711 Day 1 Notice Day 5 Policy Day 18 Appraisal Day 51 Repair Day 73 Settled ✓ SETTLED
Pain points

Four things we hear from claims handling every day

You will probably recognize one or more of them.

“Every time there is a query about a claim, we spend 15 minutes looking for the last letter from the broker.”

“Policy documents sit in the policy system, claim photos in SharePoint, correspondence in Outlook.”

“Every day we match assessor and repair shop invoices to the right claim by hand before they go into approval.”

“GDPR deletion obligations often arrive as an Excel list. Manually.”

Use Cases

Claims and policy administration rethought

Specific processes that become measurably faster and safer with OXS.eco.

1

Digital claim file: from notification to closure

Problem

Claim documents arrive by post, e-mail and fax. Clerks search several storage systems by hand for assessments, photos and repair invoices.

Solution

Incoming claim documents are assigned to the right case by rules, unclear cases go to manual clarification, and missing documents are requested through a workflow.

Result
Noticeably

less handling time per claim (from experience), faster settlement thanks to a complete file.

2

Policy archiving aligned with GDPR

Problem

Insurance policies and customer data have to be retained under strict GDPR rules and deleted on request, which is hard to keep under control by hand.

Solution

Automatic deletion deadlines and retention rules, a subject access workflow for data subject rights, and traceably logged document access.

Result
Aligned with GDPR

Supports the Article 5 requirements. Data subject rights can be handled in a structured way (from experience).

3

E-invoicing for service providers and repair shops

Problem

Incoming invoices from assessors, repair shops and service providers arrive in different formats. Since 2025, insurance companies too have to be able to receive and process e-invoices.

Solution

Automatic validation of XRechnung and ZUGFeRD, a direct link to the claim case, and documented handover to approval and accounting.

Result
Complete

incoming invoices assigned to the right claim, less back office effort.

Integrations & interfaces

Ready to connect to your policy administration system

Your policy administration system is connected on a project basis. Claim documents are assigned to the right case by rules, deletion deadlines run per policy type, and e-invoices are imported in structured form.

Discuss interfaces →Interfaces & API →
Systems in this industry BiPRO (on request) GDV data record msg.Insurance Suite in|sure Cogitanda OpenText Diamant/4 DATEV XRechnung / ZUGFeRD REST API Diamant is connected in production and is highlighted here. Other systems we connect on a project basis, through the documented REST API or file-based transfer such as SFTP, including systems not listed here. XRechnung, ZUGFeRD, PEPPOL and EDI are processed directly by OXS.eco.
Process block · Insurance

Incoming mail, claim file and invoice approval in one traceable process

Insurance companies work with many document types: broker mail, claim documents, invoices, supporting evidence and policy documents. OXS.eco structures these documents, takes roles into account and makes cases quicker to find.

Digital mailroom

Capture incoming items from e-mail, scan or upload in a structured way and hand them over to the matching case.

Claim file

Bundle claim-related documents, evidence and communication in one digital file, findable through full text search.

Role-based permissions

Control access by role, team or case so that sensitive content is not visible more widely than necessary.

Accounts payable

Process e-invoices, supplier invoices and internal approvals with workflow support.

Traceability

Follow processing steps, document versions and approvals in a structured way, archived audit-proof and aligned with GoBD.

Document dispatch

Send claim decisions and documents digitally, with proof of dispatch.

FAQ

Frequently asked questions

OXS.eco reads incoming documents with OCR, whether they arrive by email, scan or upload, and assigns them to the right file by rule using the claim number, case number or sender. Anything unclear goes to manual clarification.

OXS.eco supports an audit trail, access logging, separation of roles and immutable archiving, the core technical requirements for supervised insurance companies. What that covers in your setting is something we clarify in the demo.

Retention periods are defined per document type. Expiry, deletion and subject access requests are logged. Before a period expires, OXS.eco reminds the responsible team, and your team makes the decision to delete.

Yes. OXS.eco offers open REST APIs and connectors to policy administration systems, on a project basis on request. Broker mail is processed in structured form and assigned to the right case. No change of system, no loss of data. We go through the actual integration effort in the demo.

Typical usage scenarios

Three insurance scenarios that OXS.eco covers

Illustrative scenarios of how OXS.eco structures typical insurance document processes. Not an existing customer reference.

Insurance · mid-sized business

Broker mail workflow & BiPRO

Broker mail workflow with structured processing of incoming mail. Rule-based case assignment, escalation when mandatory fields are missing.

Insurance service provider

Claim file consolidation

Files from three legacy systems brought together on one platform. Archiving aligned with GoBD, with deletion logic per file type.

Insurance company · DACH

Audit-ready policy files

Policy and claim data kept separate through a role model. Audit trail exports for regulatory audits, read-only access for auditors.

Related industries

Also of interest

Related industries with a similar document and compliance profile.

Financial services

Loan files, e-invoices and an audit trail ready for review.

View financial services solutions →

Healthcare

Administrative documents and invoices, without patient data.

View healthcare solutions →

Or see all 9 industries →

Hélène TinetInitial call, demo & onboarding

Next step

See the insurance process in the demo.

We walk through the claim file, broker mail routing, policy archiving and GDPR deletion logic based on your use case. A 15-minute process check with a person from the MAAS team.

MAAS Filderstadt · since 1986
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