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◉ Built for SA short-term brokers

The broker CRM that does the boring bits for you.

cafelite is a simple, policy-centric CRM for South African short-term insurance brokerages. It ingests policy PDFs, captures every client email, and turns admin into a kanban board you actually want to clear.

Request a demo → See the product
Policy-centric data model Gmail + Outlook OAuth Multi-tenant & audited
cafelite dashboard
Features

Everything a small brokerage needs. Nothing it doesn't.

cafelite is opinionated on purpose. We removed the half of a traditional CRM nobody touches and doubled down on the half that actually runs the book.

Policy-centric

The policy is the primary entity — navigation, search, and workflows revolve around what's actually covered. Full lifecycle from quoted → active → renewed → lapsed.

PDF extraction

Drop in a policy schedule and the Opus Extractor turns it into structured sections, risk items, and a premium summary — with per-document cost tracking.

Gmail & Outlook OAuth

One-click connect. Threads, reply, forward, attachments. Per-connection backfill of the last 14 days and 100 unread — no credentials to juggle.

LLM email analysis

Every synced email is classified by Claude Haiku — intent, policy/claim links, auto-tasks for claim notifications, quote requests and policy changes.

Record of Advice

Tag-based client timelines with AI-generated, editable summaries. Immutable snapshots. Compliance-ready out of the box.

Claims workflow

44 workflow templates covering every SA short-term section. Register a claim directly from a risk item. Task-driven, document-aware.

Kanban task boards

Inbox, Claims, Renewals boards auto-created. Drag and drop, waiting-review badges, checklist items as first-class agent-ready rows.

Roles & audit trail

4-tier RBAC (system_admin → user). Field-level audit log on every mutation. Multi-tenant, fully segregated brokerage data.

Global search (⌘K)

Command palette with live results across clients, policies and claims. Keyboard-first, because that's how real work happens.

How it works

Four steps from fresh install to clean inbox.

Connect your inbox

Hook up Gmail or Outlook with one click. We backfill the last 14 days so you're live instantly.

Drop in policy PDFs

The Opus Extractor classifies, extracts and maps into structured policy data — no typing.

Work from the board

Inbox, Renewals and Claims boards drive every-day work. AI routes actionable emails into tasks.

Close the compliance loop

Record of Advice compiles the tagged timeline into an editable, immutable AI summary.

By the numbers

Real software, already shipping.

44
Claim workflow templates
22
Claim types covered
191
Unit tests passing
48
End-to-end tests
Roadmap

What's already shipped.

cafelite isn't vapourware. Here's every milestone currently live in the product.

  1. 01 Feb 2025

    Foundation

    Multi-tenant Convex backend with Clerk org auth, Next.js App Router frontend, base schema for clients, policies, documents and tasks.

  2. Policies & Clients

    Full CRUD for individual and commercial clients, policy lifecycle (quoted → active → renewed → lapsed → cancelled), sections and risk items.

  3. Documents & Tagging

    Convex file storage, 3-tier tag system, polymorphic entity linking, immutable upload date tags, list and folder views.

  4. Task Boards

    Kanban boards with drag-and-drop, workflow templates, auto-created Inbox / Claims / Renewals boards, archive and delete.

  5. Claims Management

    Claim lifecycle with task-driven workflow, cascading policy/section/risk-item selectors, inline editing, embedded workflow progress.

  6. Email Integration

    IMAP/SMTP foundation with thread linking, manual auto-link toggle, 10-minute background sync cron.

  7. Dashboard & Live Data

    Real-time Convex-backed dashboard surfacing My Tasks, Stale Tasks, Open Claims, Renewals, Recent Policies.

  8. Insurer Management

    Admin-only Insurers tab on settings with inline CRUD, dropdown on policy form, auto-creation on extraction confirm.

  9. PDF Extraction Pipeline

    End-to-end task-driven pipeline with classification dropdown, extraction review screen, multi-file upload, retry support, 13 SA section types.

  10. Record of Advice

    Tag-based document filtering with AI-generated markdown summaries, immutable snapshots, two-level customizable prompts and audit trail.

  11. Email Auto-Linking

    Per-connection auto-link, dedupe by messageId, thread-aware capture so linking one email links the entire conversation.

  12. Document Folder View & Filters

    Tree sidebar of non-date tags, shared filter bar across entity tabs, date dropdown, tag pills, in-app document viewer.

  13. Claims Workflow Templates

    44 workflow templates (28 domestic + 16 commercial), 22 claim types, 5-priority template matching, register-claim from risk item.

  14. Email Threading & Reply/Forward

    Conversations grouped via In-Reply-To/References, inline Reply, Reply All, Forward with attachments, thread-as-document for ROA.

  15. Global Search (⌘K)

    Command palette with debounced live results across clients, policies and claims, full results page at /search, keyboard navigation.

  16. Role-Based Access Control

    4-tier role system (system_admin → admin → manager → user), centralized permission helpers, full audit trail with field-level diffs.

  17. Policy Renewal Workflow

    Daily 05:00 UTC cron detects expiring policies, auto-creates renewal tasks with 5-step checklist, one-click Complete Renewal action.

  18. ROA Selection & Edit

    Individual document checkboxes alongside tag filtering, editable AI summaries before save, Discard to clear and regenerate.

  19. Toast Notifications

    Sonner-based toasts replace every alert(), silent error and inline error state across the app — success and error standardized.

  20. LLM Email Analysis

    Claude Haiku classifies every synced email by intent, two-pass policy/claim matching, auto-tasks for actionable intents over 70% confidence.

  21. Client Contacts & Relationships

    Multi-contact per client with primary designation, client-to-client relationships across family, business, referral and network categories.

  22. Bulk Folder Upload

    Browser folder picker with subfolder-to-tag matching, batched uploads with progress, server-side .msg-to-HTML conversion with attachments.

  23. Editable Document Dates

    Manager+ users can edit a document's YYYYMMDD tag inline or from the viewer, with audit logging — for placing historical files in the right period.

  24. Gmail & Outlook OAuth

    One-click connect via Google API and Microsoft Graph, automatic token refresh, provider strategy pattern, token revocation on disconnect.

  25. Email Backfill

    Per-connection button that re-seeds the last 14 days of inbox plus the last 100 unread, deduped through the full sync pipeline.

  26. Task System Agent-Readiness

    Promoted checklist items to a real table with explicit status, transition rules, handler metadata and a users.kind slot — substrate for the future agent harness.

  27. Opus Extractor & Cost Tracking

    Migrated extraction to the Opus Extractor service and persist input/output tokens, cache tokens and estimated USD cost per extraction.

  28. Auto-Inbox on Document Upload

    Uploads from the Documents page automatically create a Review: <filename> task in the brokerage Inbox board so unsorted files always land in a workflow.

  29. Existing Client Match Suggestions

    Extraction review now searches by ID number, contact email and name, auto-selecting high-confidence matches to prevent duplicate clients.

  30. Un-Assigned Tasks Metric

    Dashboard tile counts active tasks with no assignee across all boards and deep-links to /tasks?assignee=unassigned for fast triage.

Get started

Ready to ditch the spreadsheet?

cafelite is live in staging and onboarding design-partner brokerages now. If you run a small SA short-term book, we'd love to show you around.

Request a demo →