Custom Insurance Sales Operations Platform
Refuge Memorial ran its insurance sales organization on a Monday.com + n8n workflow stack that couldn't keep up. KeyesCode designed and built a purpose-built operations platform that runs the full agent lifecycle — signup, onboarding, payments, ad campaigns, reporting, and QA — in one system with an audit trail on every action.
A Monday.com + n8n stack that couldn't scale
The organization had grown past what boards and glue automations could hold. Onboarding, payments, campaigns, and reporting each lived in a different place, held together by workflows that broke quietly and left no record of what happened.
Brittle automations
The agent lifecycle lived in n8n flows glued to Monday.com boards. Every new step meant another fragile automation, and a single failed node could silently stall an agent's onboarding.
No audit trail
When a record changed, nobody could say who changed it or why. Approvals, payments, and campaign edits had no reliable history to reconstruct.
Manual payment-to-campaign handoffs
An agent paying for advertising didn't automatically get a campaign. A person had to notice the payment, set up the campaign, and remember to extend it — a handoff that broke as volume grew.
One purpose-built platform for the whole agent lifecycle
KeyesCode designed and developed a custom operations platform that replaced the tool stack outright. Instead of bending off-the-shelf boards to fit an insurance sales workflow, the software was modeled on the workflow itself: who an agent is, how they get approved and trained, how they pay, what that payment unlocks, and how their performance gets reported back.
Replaced Monday.com boards and n8n automations
Scoped access with an audit trail on every action
Stripe payments provision campaigns automatically
Signup, onboarding, payments, campaigns, reporting, and QA
Each stage of the agent lifecycle is a first-class part of the platform, not a bolt-on automation.
Self-serve agent signup with admin approval
Agents apply and create their own accounts. Admins review and approve from a queue, and approval is what unlocks the rest of the onboarding flow.
Video onboarding & live training
New agents work through video onboarding, then book live training sessions through a Google Calendar integration — no back-and-forth email scheduling.
Stripe payments that provision ad campaigns
A successful Stripe payment automatically provisions the agent's advertising campaign; renewals extend it. The handoff that used to be manual now happens on the webhook.
Weekly performance pipeline
A scheduled pipeline assembles each agent's weekly performance report, with a preview-before-send step so the team can review emails before they go out.
Call-recording QA
Agent call recordings are stored and surfaced for quality review, so coaching is based on the actual calls rather than second-hand summaries.
Five-role access control with audit trail
Five distinct roles scope what each user can see and do, and every action is written to an audit trail — the accountability the old stack never had.
A production stack, containerized and job-driven
Typed end to end: a Next.js front end over a NestJS API and PostgreSQL, with BullMQ for scheduled work, Stripe and Google Calendar integrations, S3 for media, and Docker for deployment.
Next.js + TypeScript
The admin and agent-facing web application.
NestJS
The API: auth, roles, approvals, payments, reporting, and integrations.
PostgreSQL
The system of record for agents, campaigns, payments, and the audit trail.
BullMQ
Background jobs for the weekly performance pipeline and scheduled work.
Stripe
Payments and renewals, with webhooks that provision and extend campaigns.
AWS S3
Storage for call recordings and onboarding media.
Google Calendar API
Live training session booking from inside the onboarding flow.
Docker
Reproducible builds and deployments across environments.
The tool stack is gone, and the handoffs happen on their own
Refuge Memorial now runs agent operations from a single system it owns. A new agent applies, gets approved, completes video onboarding, books training on the calendar, pays through Stripe, and has an advertising campaign provisioned without anyone in the loop. Weekly performance reports assemble themselves and wait for a preview before sending. Call recordings are there for QA, and every action — approval, payment, campaign change — is attributable in the audit trail. What used to be a set of fragile automations is now the business's own software.
Work like this
The services behind this build, and where we deliver them.
Running your business on boards and Zaps?
We build the operations software that replaces the tool stack — modeled on how your business actually works, and owned by you.