Zinnia SmartOffice

Formerly Ebix SmartOffice

Practice Management for Agents and Advisors

SmartOffice is a cloud CRM solution designed to help insurance agents and financial advisors deliver client service and create trusted relationships. It is a modular platform designed to address a practice’s immediate needs while providing the flexibility to add features as the practice expands.

Core Features

• Client Tracking used to manage clients’ personal and household data, send correspondence, maintain a history of all interactions, and sync that data across all devices.

• Calendar Management provides tracking of completed activities and unfinished tasks/projects, calendar sync across all devices, and appointment scheduling.

• Dynamic Reports deliver critical business intelligence, with dashboards covering everything from sales and revenue to client birthdays and policy renewal dates.

• Document Storage lets the user upload important documents and access then from any device. Support for external services like Docupace and PaperClip are included.

• Form Filling helps to quickly complete forms by pushing SmartOffice data to apps like Docupace and Laser App.

• Microsoft Office/365 integration used to post e-mail to SmartOffice from Outlook, run SmartOffice reports from Excel, post OneNote notes to SmartOffice, and send SmartOffice correspondence from Word.

• Data Security shields the practice from cyberattacks and helps it to comply with security regulations. Encryption, multi-factor authentication, and backups are included.

• SmartOffice Secure is an optional service that protects users devices from cyberattacks, enhancing SmartOffice’s security features.

• Lead and Opportunity Tracking helps collect and distribute leads throughout a firm and build standardized sales processes to boost productivity and enforce best practices.

• E-mail Marketing helps create compelling marketing campaigns that bring in new business. SmartOffice contact data can be pushed into apps like Constant Contact, FMeX, FMG Suite, and MarketingPro.

Investment Tracking

• Investment Tracking helps manage client accounts and keep positions up to date using data from providers like Albridge, Aqumulate, Broadridge/Investigo, Charles Schwab, DAZL, DST, E*TRADE, Fidelity, LPL, Pershing, Raymond James, Rydex, Securities America, SEI, Sterne Agee, TD Ameritrade, and Walnut Street Securities.
• Financial Planning and Analysis to export accounts and positions to popular planning and assessment apps like eMoney, MoneyGuidePro, and Riskalyze.

Insurance Tracking

• Individual and Group Policy/Pending Case Tracking covers inforce and pending life, disability, medical, LTC, annuity, group, auto, homeowner, umbrella, and other policy types. Manages everything from underwriting to policy service, and sends automatic status updates through the DTCC or directly from major carriers.
• Commission Tracking helps calculate expected commissions and reconcile projections with actual payments from carriers.

Compliance & Reporting

• Automated Archiving of communications, notes, and other interactions between staff and clients not only helps to provide better client service—it also creates a complete audit trail. It works no matter what devices employees use.
• Audit Reports provides tools to quickly extract and compile notes, documents, and correspondence into a report that’s ready to present to compliance officers and auditors.
• Template Administration gives the home office control over the templates their advisors use for client outreach, marketing, and other activities.
• Production Dashboard provides a consolidated view of production numbers for individual advisors, branch offices, or organizations in a clear, easy-to-understand format.
• Standardize and automate sales processes, application/new-business workflows, and other critical activities, making operations faster and less vulnerable to human error.

• Data Repository features allow users to centralize storage of critical data in one secure location and provide access to other applications through its integration hub.
• Data Feeds from providers of insurance and investment data automatically keep users data up to date, eliminating the need for time-intensive manual updates.