CRM for Insurance Distributors (Part 2)

This follow-up is about the Zapier layer that keeps the Airtable CRM tidy without manual work. The automations watch Google Drive for new policy and KYC files, extract the key fields (via OCR/GPT), create or update the right records, keep each contact’s active verticals in sync, and file expired documents in the right place. The goal is straightforward: fewer edits, fewer misses, and a base that stays clean as the book grows.

• Policy doc → structured record (Drive → Airtable, ends with webhook).When a new policy PDF lands in Google Drive, Zapier converts it to text, uses GPT to extract the key fields (contact, policy no., insurer, dates, premium, vertical) and a short summary, parses the JSON, then creates or updates the matching record in Airtable. If the policy already exists, it updates in place and attaches the file/links; if not, it creates a fresh record. The Zap ends with a webhook call to notify downstream flows (e.g., recalculating verticals or sending a confirmation).

  
  

  

• Keep a contact’s active verticals in sync.This Zap receives a webhook with the contact ID, looks up all active policies for that person (Motor/Life/Health), and writes a clean, de-duplicated list back to the contact’s “Active Verticals” field. It’s a small housekeeping step, but it powers filters, dashboards, and segmented reminders without manual updates.

  

  

• KYC: Aadhar OCR and update.A new file in the KYC folder triggers the Zap, which filters for Aadhar documents, extracts the likely name/ID from the filename or OCR text, finds the matching contact, and then updates the row with Aadhar number and attachment links. A short GPT pass normalizes the text (removes spaces/dashes, handles OCR quirks) before the final Airtable update, keeping KYC fields tidy.

• KYC: PAN (and RC for Motor) OCR and update.A sibling automation handles PAN cards (and a similar branch/process for Motor RC documents). It follows the same pattern—Drive trigger → filter → light parsing/OCR → contact lookup → update PAN/RC fields + store the file as an attachment. Paths let PAN/RC use slightly different extraction rules while keeping the flow maintainable.

  

• Archive expired policy documents to the contact. This built in air table automation finds policies that have crossed their end date and moves their attached documents into the contact’s “Other Policies / Historical” field. It appends (doesn’t overwrite) so prior records remain visible, and can optionally clear the “current policy docs” slot on the expired policy. The result: clean active records, with older paperwork still one click away.