Frequently Asked Questions
Everything you need to know about CovioIQ
What is CovioIQ?
CovioIQ is a CRM for Canadian insurance brokers and brokerages. It keeps client and policy records in one place, moves every active policy into a renewal pipeline 90 days before it expires, and gives each open renewal a 0 to 100 churn-risk score with the reasons shown. It is made by Brainfy AI Inc. in Edmonton, Alberta, and its data is hosted in Canada.
Who is CovioIQ for?
Independent insurance brokers and brokerages in Canada, from a single broker to multi-user agencies, who want to see upcoming renewals early and decide which clients to call first. It works alongside an existing broker management system: you import clients and policies by CSV and work the renewal book in CovioIQ. It is not a broker management system itself: there is no accounting, rating, carrier download or document generation.
How much does CovioIQ cost for small insurance brokerages?
CovioIQ has four pricing tiers. Solo is $49/month for individual brokers (up to 1,000 contacts) and includes rule-based lead scoring and churn-risk scores. Solo Pro is $79/month and adds advanced analytics, cross-sell recommendations, and up to 2,500 contacts. Team is $149/month for growing brokerages with up to 5,000 contacts and 5 team members. Agency is $349/month for established agencies with unlimited contacts and team members. All plans include unlimited policies, core automation, and no per-contact charges. You can try any plan free for 14 days with no credit card required.
What's included in each pricing plan?
The Solo plan ($49/month) includes up to 1,000 contacts, unlimited policies, rule-based lead scoring and churn-risk scores, the renewal pipeline, and mobile-responsive web access. Solo Pro ($79/month) adds up to 2,500 contacts, advanced analytics & reporting, cross-sell recommendations, and priority email support. Team ($149/month) adds collaboration for 5 users, up to 5,000 contacts, and the Alex AI assistant. Agency ($349/month) adds unlimited contacts and users plus dedicated support. Email integration, automation workflows, white-label options and API access are on the roadmap and are marked Coming Soon on the pricing page — they are not live yet.
Can I upgrade or downgrade my plan at any time?
Yes. You can upgrade to a higher plan instantly to unlock more features, contacts, or team members. Downgrades take effect at the end of your current billing period, and you'll receive a prorated credit toward your next payment. There are no penalties or fees for changing plans—you only pay the difference based on your billing cycle.
Is there a free trial, and do I need a credit card?
Yes, CovioIQ offers a 14-day free trial on all plans with full access to every feature that is currently live. No credit card is required to start your trial. You can import your client data, set up your renewal pipeline, and explore the platform risk-free. If you decide CovioIQ isn't right for you, the trial simply expires with no charges or cancellation hassles.
What is Alex, the AI assistant in the Team and Agency plans?
Alex is the AI assistant on the Team and Agency plans, for asking plain-language questions about your book of business. To answer, it sends the relevant records (client names, policy, renewal, opportunity and task details, but not contact details, dates of birth, notes or documents) to Anthropic, processed in the United States. It only answers questions: it won't send emails, change records or make decisions for you.
What are automation workflows, and how do they work?
Automation workflows are on our roadmap and are not available yet — they're marked Coming Soon on the pricing page. The plan is 'if-this-then-that' rules for repetitive work, for example following up automatically when a renewal quote goes unanswered. Today CovioIQ automatically tracks renewal dates and surfaces at-risk renewals in your pipeline, but it does not yet send automated messages on your behalf.
Can I white-label CovioIQ for my brokerage?
Not yet. White-label options are on the roadmap for the Agency plan and are marked Coming Soon on the pricing page. When they ship, the intent is your brokerage's logo, colours and domain across the product and outbound email. If white-labelling is a requirement for you, tell us and we'll share where it sits on the roadmap.
How many team members can use CovioIQ?
The Solo plan is for one user only. The Team plan supports up to 5 team members for $149/month. The Agency plan includes unlimited team members with no per-user fees—perfect for multi-office agencies or growing teams. Every team member gets their own login and role, and activity is tracked per user so you maintain visibility across your brokerage. Owners and admins invite members and change their roles themselves from Settings, Team.
Does CovioIQ work for all types of insurance (P&C, Life, Commercial)?
Yes. You can record personal and commercial P&C, life and health policies, and filter clients by policy type. Renewal tracking works the same way for every line. Cross-sell suggestions currently cover auto, home, life, business and health.
How does CovioIQ automate policy renewals?
When an active policy is within 90 days of expiry, CovioIQ adds it to your renewal pipeline automatically, so upcoming renewals are listed in one place. Each renewal gets a churn-risk score with the reasons behind it, which helps your team decide which ones to work first. CovioIQ doesn't send reminder emails to clients yet; that's on the roadmap.
Can I access CovioIQ on mobile devices?
CovioIQ is fully responsive and works in any modern mobile browser on iOS and Android, so you can check client records, renewal alerts, and respond to leads from your phone or tablet. A dedicated native mobile app is on our roadmap but is not yet available.
What reports and analytics does CovioIQ provide?
The Analytics & Reports page gives an overview of your book: headline metrics, policies by type, opportunities by stage and a commission summary, all exportable as a PDF. Revenue forecasting, team performance dashboards, custom report builders, Excel export and scheduled report emails aren't available yet.
Does CovioIQ comply with Quebec's Law 25?
CovioIQ is designed to support brokers' obligations under Quebec's Law 25 and PIPEDA. Your CovioIQ database is hosted in Canada, each agency's records are visible only to its own users, and you can correct or delete client records. Law 25 compliance also depends on how your brokerage obtains consent and handles personal information, so CovioIQ can't make your brokerage compliant on its own. We have not completed a third-party privacy audit.
Does CovioIQ integrate with insurance carriers and comparison tools?
Not yet. CovioIQ does not currently connect to carrier systems, rating platforms or agency management systems — policies are entered manually or imported by CSV. Carrier connectivity (including CSIO-standard data) and API access are on our roadmap and are marked Coming Soon on the pricing page. This is the capability we're asked about most, so tell us which carriers matter to you and we'll factor it into prioritisation.
Can I send bulk emails and track client communications?
Not today. CovioIQ has no email features live yet: no bulk campaigns, no open or click tracking, and no inbox sync. Gmail and Outlook sync is in progress, and the Integrations page shows its current status.
What tasks can I automate with CovioIQ's AI?
Today CovioIQ handles the tracking side of the work. It adds policies to your renewal pipeline as they approach expiry, gives each renewal a churn-risk score with its reasons, scores leads using rules you can see, and flags clients with common coverage gaps for cross-sell follow-up. It doesn't send messages to clients or route leads for you. On Team and Agency plans, Alex answers questions about your book, and automation workflows are on the roadmap. We don't publish time-saved figures because we haven't measured them across customers.
How long does it take to fully implement CovioIQ for my brokerage?
Most brokerages start by importing clients and policies from CSV, which takes minutes if the spreadsheet is clean. Full setup depends on how tidy your data is and how many people need training. A solo broker may be ready in a day, while a larger agency may need a few weeks. If you're moving from another system, contact us and we'll help plan the import.
Can CovioIQ help me identify cross-sell and upsell opportunities?
Yes. CovioIQ checks which policy lines each client already holds and flags common gaps, such as a client with auto coverage but no home or life policy. You get a list of those clients with a rough estimate of the extra premium. These flags come from simple rules about the lines a client holds, not from coverage advice. Whether a product suits the client is still your call as the licensed broker.
How does CovioIQ predict client churn and retention risks?
Each upcoming renewal gets a churn-risk score based on signals already in your records: how much the premium rises at renewal, how long the client has been with you, how many policies they hold and how long since a call, email, meeting or SMS was logged against them. The reasons are shown with the score, so you can see why a renewal was flagged. The score is an estimate, not a prediction of what the client will do, so use your own judgment.
Can CovioIQ replace my Excel spreadsheets for insurance?
For most day-to-day tracking, yes. CovioIQ keeps clients, policies, renewal dates, commissions and notes in one place that your whole team can access, so there's no need to email spreadsheet versions around. You can import your existing client and policy lists from CSV, and policies are added to the renewal pipeline automatically as they approach expiry.
Where is my data stored and how is it protected?
Your CovioIQ database is hosted in secure Canadian data centers with AES-256 encryption at rest and TLS encryption in transit. Each agency's records are isolated at the database level, document access and Alex requests are logged, backups are encrypted daily, and our privacy practices are built around PIPEDA and Quebec Law 25. We have not yet completed third-party certification audits such as SOC 2 or ISO 27001 — contact our team for current security documentation and our certification roadmap.
Who can access my client data inside CovioIQ?
Only people in your agency can see your agency's records, and the database itself enforces this, not just the app screens. Everyone signs in with their own account and has a role: owner, admin or broker. Owners and admins manage the roles in your agency. If you need more detail for a vendor security assessment, contact our team.
Does CovioIQ complete vendor security questionnaires?
Agency plan customers can request vendor security questionnaires and security documentation for carrier or MGA compliance requirements. CovioIQ does not sign HIPAA business associate agreements (BAAs), which are a US health-data contract. We answer security assessments transparently, including which third-party certifications we do and do not yet hold. Contact our team during onboarding to initiate this process.
How do I migrate from Excel, Salesforce, or Applied Epic?
Export your client and policy lists as CSV from Excel, Salesforce, HubSpot, Applied Epic, Vertafore or whatever you use now, then import them into CovioIQ. The import wizard matches your columns to CovioIQ fields and lets you adjust the matches before anything is saved. CovioIQ can't pull data directly from other systems by API yet. For large or messy exports, contact us and we'll help with the mapping.
Do you provide migration assistance?
Yes. Team plan customers receive migration support via email and screen-sharing sessions. Agency plan customers get hands-on migration assistance where our team handles the entire data transfer, field mapping, and validation process at no extra cost. For brokerages with 5,000+ clients or complex data structures, we schedule dedicated migration calls to ensure zero data loss and minimal downtime.
What training and support is included with each plan?
All plans include email support, video tutorials, and knowledge base access. The Solo plan has email support with responses within 24 hours. The Team plan adds priority email support (2-hour average response time) and a 1-on-1 onboarding specialist. The Agency plan includes phone support, a dedicated account manager, live team training sessions, and quarterly strategy reviews. We also provide pre-recorded training videos for every feature.
Do you offer annual billing or volume discounts?
Yes. Annual billing gives you 2 months free — you pay for 10 months and get 12. Solo annual is $490/year (save $98), Solo Pro is $790/year (save $158), Team is $1,490/year (save $298), and Agency is $3,490/year (save $698). Annual billing changes how often you pay, not what you get: every feature, seat limit and support level stays exactly the same as on monthly. We also offer custom pricing for multi-location agencies with 50+ users—contact us for enterprise quotes.
What happens to my data if I cancel?
You can export all your data in standard formats (CSV, JSON, Excel) at any time, including after cancellation. You keep full access until the end of your paid billing period, and we securely delete your data 30 days after cancellation per PIPEDA requirements. No lock-in, no data hostage situations—your client information is always 100% portable.
Are there long-term contracts or cancellation fees?
No. All CovioIQ plans are month-to-month with no long-term contracts or cancellation penalties. You can cancel anytime with one click in your account settings, and cancellation takes effect at the end of your current billing period. If you prepaid annually and need to cancel early, we provide prorated refunds for unused months—no questions asked.
Is CovioIQ suitable for 1-3 person brokerages?
Absolutely. Our Solo plan ($49/month) is designed specifically for individual brokers and small teams. You get all core features—the renewal pipeline, rule-based lead scoring and churn-risk scores, and policy tracking—without paying for enterprise features you don't need.
Does CovioIQ work for MGAs, financial advisors, or benefits brokers?
CovioIQ is built for P&C brokerages, but it doesn't restrict which lines you track, so life agents, benefits brokers and advisors who sell insurance can use it too. It doesn't support sub-broker hierarchies or commission splits between brokers yet, so MGAs that need those should talk to us first.
My team isn't very tech-savvy—how hard is CovioIQ to learn?
CovioIQ is designed for brokers, not IT experts. If your team can use Gmail and Excel, it can use CovioIQ, and no technical knowledge is required. We provide video tutorials, with live onboarding support on the Team and Agency plans and hands-on training for larger teams.
What email providers does CovioIQ integrate with?
None are live yet. Gmail and Outlook email sync, plus Google Calendar and Outlook Calendar integration, are in progress. The Integrations page shows current status. IMAP/SMTP isn't supported. For now you can view emails logged against client records in CovioIQ.
Which policy admin systems and carriers can you connect to?
None yet. We plan to connect agency management systems (Applied Epic, Applied TAM, Vertafore SIG and Power Broker) and carriers (Intact, Aviva, Wawanesa, Economical (Definity) and RSA), but these connections aren't built. For now, enter policies manually or import them from CSV. The Integrations page shows current status.
Can CovioIQ integrate with my accounting software?
Not yet. A QuickBooks Online integration is planned. For now, the Analytics & Reports page includes a commission summary that you can export as a PDF.
What is the client portal, and do clients need to create accounts?
A client self-serve portal is on our roadmap and is not available yet. The plan is a secure area where your clients can view policies, documents and renewal dates, and request changes. Today, client-facing communication happens through your own email. If a portal is important to your brokerage, let us know — it helps us prioritise.
How does AI email categorization work on the Solo plan?
AI email categorization isn't reachable yet, because the Emails section of the app is still in development on every plan. When it ships, it will suggest a category for one logged email at a time, only when you ask, by sending that email's subject and body to Anthropic in the United States.
Can I manage multiple offices or locations in CovioIQ?
Not yet. CovioIQ keeps everything under one agency and doesn't have office-level dashboards, reporting or permissions. Multi-location agencies can use CovioIQ as a single team today. If you need separation by branch, let us know.
Still have questions?
Contact Our Team