Insurance sales software compared: Pipedrive, Vtiger, Softseguros, Mediator and Vixiees, with prices where published and the team each one suits.
Insurance sales software: which one is best? It depends on where your sales are slipping away. If you need to organize customers and opportunities, a CRM such as Pipedrive (from 14 € per user per month with annual billing) or Vtiger (free for up to 10 users and 3,000 records) is enough. If the problem is policies, premium receipts and renewals, you need an insurance management system such as Mediator or Softseguros. And if you already have a CRM but the team does not follow the process, that gap is covered by an execution layer, the category of Vixiees, our own product.
Updated: October 2026 · Written by Alex Sánchez, co-founder of Vixiees, who works with insurance sales teams that sell by phone and WhatsApp.
Insurance sales software is the tool that the sales teams of insurers, brokerages and insurtechs work with every day. Besides storing data, it automates follow-up, integrates channels such as WhatsApp and the phone, and organizes each agent's work.
The problem is that almost every comparison mixes products that do not do the same thing: a program for managing policies, a generic CRM and a tool that decides whom each agent calls are all sold under the same label. Here we compare five programs with options for Spain and Latin America, with their official price checked on October 21, 2026 (in euros or dollars, depending on how each vendor publishes it), the kind of team each one suits and what it does not cover.
What insurance sales software is
Insurance sales software is a platform that centralizes customer and prospect information, organizes opportunities and automates follow-up so that more prospects end up buying a policy. Depending on the product, it can also include policy, renewal and claims management, phone and WhatsApp communication, and team reports.
These are the features that matter most in the day-to-day work of an insurance sales team:
Automated follow-up of prospects and customers, with reminders and scheduled retries.
Policy, renewal and customer lifecycle management, especially in brokerages with an existing portfolio.
WhatsApp and telephony integration, so you can talk to the customer without leaving the tool.
Prospect prioritization, so the agent works first on whatever has the highest probability or value.
Real-time reports on the pipeline, conversion and each agent's activity.
No product does everything equally well. That is why it helps to first know what type of software you are looking at.
Technology solutions for selling insurance: the 3 types
Technology solutions for selling insurance fall into three different categories. We explain them in more detail in our guide to software for insurance agencies, which is the starting point if you do not yet know what your agency needs.
Type | What it solves | Examples in this comparison | Where it falls short |
|---|---|---|---|
Insurance management system (policies and portfolio) | Portfolio, policies, premium receipts, renewals and connection with insurers | Mediator, Softseguros | It is built to manage the portfolio rather than to organize the daily work of a team with many leads |
Generic CRM | Contacts, opportunities, funnel and automations | Pipedrive, Vtiger | It does not include policy management by default, and the order of work depends on how it is configured and on each agent |
Sales execution layer | Decides which lead each agent works, when and through which channel, and measures whether it gets done | Vixiees | It does not manage policies or replace the CRM |
The difference between an insurance management system and a CRM is similar to the one between an ERP and a CRM in any industry: we explain it in CRM vs ERP. Many teams end up combining two types.
Best insurance sales software in 2026: 5 options compared
These are the five we compare: four products across the three types, with publicly verifiable prices, plus our own. It is not an exhaustive ranking; in Spain there are more brokerage management systems, and the selection criteria apply to any of them. The prices are the ones each vendor publishes on its official website, checked on October 21, 2026, and they may change. Transparency notice: Vixiees is our product, so we describe it with its limits just like the others.
1. Pipedrive: a simple CRM to organize the funnel
Pipedrive is a generic CRM with a visual funnel by stage and a page dedicated to the insurance sector. It lets each agent see their opportunities by stage, schedule activities and, according to its website, automate follow-up emails.
Who it is for: small and mid-sized agencies and brokerages that currently work with spreadsheets and want to organize opportunities without a long implementation.
Official price: Lite 14 €, Growth 39 €, Premium 59 € and Ultimate 79 € per user per month, billed annually and excluding VAT (Pipedrive pricing).
What it does not cover: its plans do not include policy, premium receipt or claims management; for that you need an insurance management system alongside it.
We have the full breakdown of plans and extras in Pipedrive pricing.
2. Vtiger: an inexpensive CRM with a free plan to get started
Vtiger is a CRM for sales, marketing and customer support with a page aimed at insurance. What sets it apart most from the others is its free plan.
Who it is for: agencies on a tight budget that want to try a CRM at no cost, or teams that need sales and customer support in the same tool.
Official price: One Pilot is free for up to 10 users and 3,000 records; One Growth US$ 12, One Professional US$ 30, One Enterprise US$ 42 and One AI US$ 50 per user per month with annual payment. With monthly payment, the same plans cost US$ 15, US$ 42, US$ 58 and US$ 66 (Vtiger pricing).
What it does not cover: as a generic CRM, its plans do not include policy management or a connection with insurers. The 3,000-record limit of the free plan falls short if you receive many leads.
3. Softseguros: an insurance CRM built for Latin America
Softseguros is an insurance management system with a CRM: customers, policies, renewals and portfolio, synchronization with insurers and the official WhatsApp Business. According to its website, more than 900 agencies in Latin America use it.
Who it is for: agencies and brokers in Latin America who make their living from renewing and collecting on their portfolio.
Official price: US$ 380 per user per year, with a minimum of 2 users (US$ 760 a year, about US$ 31.67 per user per month). The Comercial module, with AI agents, funnels, campaigns and appointment scheduling, is contracted separately for US$ 1,300 a year for the whole agency (Softseguros pricing).
What it does not cover: the base license focuses on the portfolio and renewals; new-sales tools come in the Comercial module, which is paid separately.
4. Mediator: a management program for insurance intermediaries in Spain
Mediator is software for brokers, agents and brokerages: customers, policies, premium receipts, claims, EIAC connectivity with insurers, integrated WhatsApp and DEC reports (the statistical and accounting declaration that brokers file with the DGSFP, Spain's insurance supervisor), according to its website. It is installed on your computer and its website says more than 1,000 intermediaries use it.
Who it is for: brokerages and agents in Spain who need to run the entire portfolio in a single program.
Official price: one-time license, not a subscription. The CRM plan (customers and opportunities) costs 99 €, PLZ (adds policies and renewals) 149 €, BSC (adds premium receipts, collections and commissions) 249 € and PRO (adds claims and DEC reports) 299 €. Maintenance is optional, and connectivity with insurers and WhatsApp are separate modules (Mediator pricing).
What it does not cover: it is built for brokerage management; on its page we found no automatic lead distribution or dialing for large sales teams.
If your question is which management program to choose for a brokerage, we cover it in software for insurance brokerages.
5. Vixiees: an execution layer on top of the CRM
Vixiees is not a CRM. It sits on top of the team's CRM and becomes the agent's screen during their shift: it gives them the next task according to the priorities the company sets, with automatic dialing, WhatsApp, follow-up cadences by lead type and a record of every attempt. In insurance, Cleverea uses it on top of HubSpot (see the case below); for other CRMs or management systems, check compatibility first. We explain it in sales execution layer without changing your CRM.
Who it is for: insurers, insurtechs and agencies with several agents and a high volume of leads (comparison sites, campaigns, forms), where the problem is making sure every lead is worked on time and in the right order.
Price: it does not publish a rate on its website.
What it does not cover: it does not manage policies, premium receipts or claims, and it makes no sense for an agent who works alone with their own portfolio or for a team with few leads.
Comparison table of the 5
Software | Type | Best for | Published price (Oct 21, 2026) | Policies and premium receipts in the published plan |
|---|---|---|---|---|
Pipedrive | Generic CRM | Small and mid-sized agencies | 14 to 79 €/user/month, annual, excl. VAT | No |
Vtiger | Generic CRM | Minimal budget | Free up to 10 users and 3,000 records; US$ 12 to US$ 50/user/month, annual | No |
Softseguros | Insurance management system with CRM | Agencies in Latin America | US$ 380/user/year, minimum 2; Comercial module US$ 1,300/year | Yes |
Mediator | Insurance management system | Brokerages and agents in Spain | One-time payment of 99 to 299 € depending on the plan, plus modules | Yes |
Vixiees | Execution layer | Teams with a high volume of leads | No public price | No (works with your CRM) |
Insurance automation software: price and hidden costs
With the official prices above, the range is wide: from 0 € with Vtiger's free plan to 79 € per user per month on Pipedrive's top plan. Insurance management systems follow other models: Mediator is bought with a one-time payment and Softseguros is paid per user per year.
To compare them in the same unit, this is the first-year cost for a team of 5 users, calculated with the published rates:
Option | First-year cost (5 users) | What is left to add |
|---|---|---|
Vtiger One Pilot | 0 € (3,000-record limit) | Nothing, until the records run out |
Vtiger One Growth | US$ 720 | Taxes |
Pipedrive Lite | 840 € | VAT |
Pipedrive Growth | 2,340 € | VAT |
Softseguros | US$ 1,900 | Another US$ 1,300 if you want the Comercial module |
Mediator | From 99 € (CRM plan, no policies) to 299 € (PRO plan), one-time payment per license; its website does not say whether the license is per seat | Maintenance and modules (connectivity, WhatsApp) |
Vixiees | No public price | Quoted separately |
The fee is only part of the cost. Before signing, ask about:
Separate modules. WhatsApp, connectivity with insurers or the sales module have their own price in Mediator and in Softseguros.
Minimum users and billing type. In Vtiger, monthly payment costs more than annual; Softseguros requires a minimum of 2 users.
Implementation and migration. Who loads your portfolio, who connects the insurers and who trains the team.
Taxes. Some prices are published excluding VAT, such as Pipedrive's.
To evaluate vendors with a method, we have a guide on how to evaluate sales software vendors.
Which software to choose for your team
These five profiles work as a selection criterion. Find the one that looks most like yours:
If your team is... | What it needs most | Where to start |
|---|---|---|
A single agent or a small brokerage with its own portfolio | Handling policies, premium receipts and renewals without errors | Mediator (Spain) or Softseguros (Latin America) |
A small agency that works with Excel | Organizing opportunities and follow-ups on a small budget | Free Vtiger (if you stay under 3,000 records) or Pipedrive Lite |
A brokerage that sells and manages a portfolio | Selling and renewing without running two programs by hand | An insurance management system with a CRM, or a management system plus a simple CRM |
A team of several agents that sell by phone and WhatsApp | No lead left uncontacted | A well-configured CRM; if leads still go uncalled, an execution layer |
A team with many leads from comparison sites | Responding in minutes and not duplicating customers | A CRM as the database plus an execution layer |
An execution layer is not needed if your team is small, has few leads and already follows up properly with the CRM. It starts to make sense when there are several agents, high volume and leads that go uncalled. If your leads come from comparison sites, speed is everything: we explain it in lead management for insurance comparison sites. And if the same customer comes in several times, see how to avoid duplicate leads between salespeople.
How to roll it out without slowing down sales
Switching software in the middle of a campaign can cost sales. This checklist helps you do it in an orderly way:
Identify the critical channels of your operation: phone, WhatsApp, email or web. The software has to cover them or integrate with what you already use.
Check technical compatibility with your CRM, your policy management system and your phone system, and whether an API is needed.
Start with a small pilot. Two or three agents for two weeks, comparing their metrics with the rest, and roll out to the rest of the team once the data confirms it. This is the method we explain in how to implement a sales process change.
Train the team in the process, not just the tool. What to do with each type of lead, how many attempts and through which channel.
Set the metrics before you start and compare them at the end of the pilot and after two months: time to first contact, leads contacted, conversion and activity per agent.
Real case: Cleverea
Cleverea is a Spanish insurtech that sells insurance 100% online with 20 agents, who receive thousands of leads a month from comparison sites and its own campaigns. They worked with HubSpot as their CRM and Aircall for calls, two widely used tools in sales teams. Even so, no system required the agents to follow the process the company had designed. "It used to depend entirely on what the salesperson decided," they say in their success story. The result was 0% compliance with follow-up policies and 5 to 7 duplicate deals per customer, because the same lead came in from several comparison sites.
Cleverea did not replace HubSpot: it kept it as the database and put Vixiees in as the agent's single screen, with automatic dialing, follow-up policies based on the lead source and prioritization by economic value. The rollout was gradual: a pilot with 2 or 3 agents in the first two weeks, comparison in weeks 3 and 4, and rollout to the rest between weeks 5 and 8.
According to Cleverea, these were the results in the first two months after implementation:
Aspect | Before | In the first two months |
|---|---|---|
Agent screens | 2 (HubSpot and Aircall) | A single interface |
Overall conversion | Baseline | +20% |
Calls made | Baseline | +45% with the same team |
Sales seasonality | Rose and fell depending on the time of year | Eliminated |
Conversion on priority products | Selective | 100%, with a defined prioritization system |
Data self-reported by Cleverea in its success story on vixiees.com, without independent verification.
The success story concludes that the problem was never the CRM: HubSpot and Aircall were still the right tools, and what was missing was something that enforced the process. For anyone comparing software, the useful question is not only which tool to buy, but whether the team will follow the process with it.
Does your team have a CRM but not follow the process?
Vixiees sits on top of the CRM you already use and gives each agent the next task according to the priorities you set: whom to call, when and through which channel, with every attempt recorded. That way you know what happens with each lead without changing tools.
Keep reading: CRM for insurance agents: how to convert more leads.
Alex Sánchez's take, co-founder of Vixiees: the question of which insurance sales software to buy usually comes after a bad month, and it is almost always answered by looking at features. I would start with a different question: where is the sale being lost today? If it is lost because you cannot find the policy or the premium receipt, you need a management system. If it is lost because you do not know where each opportunity stands, you need a CRM. If you have all of that and there are still leads nobody calls on time, buying another CRM will not fix it; what fixes it is making sure the process does not depend on each agent's memory.
Frequently asked questions
What is the difference between insurance sales software and a traditional CRM?
A traditional CRM manages contacts and opportunities for any industry. Insurance-specific software adds policies, premium receipts, renewals and a connection with insurers. Neither one, on its own, guarantees that the agent follows the sales process; that depends on how the work is organized and, in large teams, on an execution layer.
How much does sales software for insurers or brokerages cost?
According to the official prices checked in October 2026, a CRM ranges from 0 € (Vtiger's free plan) to 79 € per user per month (Pipedrive Ultimate, annual and excluding VAT). Softseguros costs US$ 380 per user per year, and Mediator is bought with a one-time payment of 99 to 299 € depending on the plan. On top of that you have to add modules, implementation and taxes.
What is the best software for a small brokerage in Spain?
If what you need is to handle policies, premium receipts and renewals, an insurance management system such as Mediator fits better than a generic CRM. If your priority is organizing opportunities and selling more, a simple CRM such as Pipedrive or Vtiger can complement it.
Pipedrive or Vtiger for an insurance team?
Pipedrive's entry plan costs 14 € per user per month with annual billing. Vtiger is cheaper (free for up to 10 users and 3,000 records, and US$ 12 for the Growth plan) and includes customer support. Neither includes policy management in its published plans, so in a brokerage they usually go alongside an insurance management system.
Which communication channels should I integrate?
The ones your customer uses: in insurance they are usually phone and WhatsApp, in addition to email. What matters is that every contact is recorded in the same place and that the agent does not have to switch tools for each channel.
Which metrics should I look at after rolling it out?
Time to first contact, percentage of leads contacted, attempts per lead, conversion and activity per agent. Measure them before you start so you can compare at the end of the pilot and after two months.
What happens if I do not follow up with my prospects?
You pay for leads that nobody works. In insurance this weighs more with comparison-site leads, because that same customer may have asked other companies for a quote at the same time. That is why it helps to set how many attempts are made and within what timeframe.
Is it safe to store customer data on these platforms?
It depends on the vendor. Check that it complies with the GDPR (the AEPD is the supervisory authority in Spain), that it encrypts the data and that it lets you control who accesses what. If you would rather not keep the portfolio in the cloud, there are programs that install on your computer, such as Mediator.
