Smart Proposal Automation and Digital Wallet Experience

CLIENT

Life insurance and premium financing solutions

INDUSTRY

Financial Services

SERVICE

AI-Powered Proposal Automation, Smart Wallet Development, and Data Integration

Overview

A boutique financial firm specializing in wealth preservation and insurance services partnered with Sphere to modernize its client engagement and back-office operations. The firm had long relied on manual processes to prepare client proposals — resulting in delayed turnaround times, inconsistent quality, and limited scalability. With growing competition and increasing demand for on-demand access to financial information, the firm needed a way to serve clients faster while maintaining personalized service. Sphere implemented a data-driven solution combining AI-generated proposal automation, carrier data normalization, and a smart digital wallet for clients and stakeholders.

Challenge

Manual Proposal Preparation: Proposal creation required days of effort to gather data from multiple carriers, compare offerings, and format reports.

Siloed Data and Rework: Carrier data arrived in mixed formats — spreadsheets, PDFs, and email — slowing down operations and increasing manual labor.

Stakeholder Bottlenecks: Clients, wealth managers, and family offices had limited access to real-time data, creating dependency on internal team.

Lack of Self-Service: No centralized platform existed for stakeholders to retrieve information, communicate, or access relevant documents on demand.

Our Solution

Sphere deployed a multi-layered system architecture, blending cloud infrastructure, AI automation, and user-facing interfaces to drive efficiency across the full client lifecycle.

1. AI Copilot for Proposal Automation

    • Users initiate proposal generation by entering key client or policy objectives.

    • The AI engine pulls carrier offers (structured/unstructured formats), normalizes data, and assembles side-by-side comparisons.

    • Integrated logic tailors recommendations based on client profile (e.g., estate planning goals, risk preferences, financing thresholds).

    • Output is rendered in editable formats (Excel or PDF) and refined through a feedback loop with advisors.

    • Supports multiple iterations and retains training memory for future improvements.

2. Carrier Data Processing and Integration

  • Developed data processors to convert multi-format inputs (spreadsheets, PDFs, XML) into a standardized JSON structure.

  • Automatically loaded into a secure cloud-based environment with indexed search capabilities.

  • Integrated with SugarCRM (current) and structured for migration to MS Dynamics (future).

  • Created a cache layer for rapid retrieval of historical offer data and past proposals.

3. Smart Wallet Application (Mobile-First Design)

  • Deployed a digital wallet for clients and stakeholders with:

    • Secure login and role-based access

    • Real-time portfolio view (life insurance, premium schedules, policy summaries)

    • Notifications and digital document access

    • Embedded messaging (phase II)

    • Advisor communication hub (phase II)

  • The application eliminates reliance on emails or meeting requests to access basic data.

4. AI-Powered Cloud Search Utility

  • Implemented an AI-driven search interface on Egnyte, allowing staff to instantly find relevant documents from historical files.

  • Uses file-level deep scanning to detect content matching search criteria — minimizing manual search time.

  • Integrated with the CRM and file storage systems to support cross-referencing and proposal reuse.

Key Achievements

42% reduction in new client acquisition time

AI-powered proposal automation cut preparation time from days to hours, enabling faster responses to prospects and accelerating onboarding.
38% increase in new client acquisitions per advisor

With AI handling data processing and comparisons, advisors spent more time engaging clients—leading to significantly higher conversion rates.With AI handling data processing and comparisons, advisors spent more time engaging clients—leading to significantly higher conversion rates.
50% improvement in satisfaction scores among clients and external stakeholders

Clients and stakeholders gained real-time access to portfolio data and self-service tools, reducing friction and increasing transparency.
22% increase in market share attributed to ease of onboarding and digital-first access

The digital wallet and seamless proposal flow positioned the firm as a tech-forward leader, attracting more clients through easier, modernized interactions.

Conclusion

By embedding AI into core sales and service workflows, the firm transformed into a modern, client-centric organization—able to scale new business faster while maintaining its boutique-level personalization. Sphere’s approach not only automated proposal generation but introduced a new layer of digital transparency and autonomy for both clients and their financial partners. With measurable results across acquisition, satisfaction, and operations, the project became a foundational step toward the firm’s long-term technology vision.