Effective onboarding at Baloise thanks to Harmoney
Sven Bocken who is the product manager Life at Baloise Belgium, one of the leading insurers in Belgium, gave his insights about how he is experiencing the Harmoney collaboration.
About Baloise Belgium
Baloise Belgium is the Belgian branch of the Swiss-based Baloise Group, a leading European insurance and financial services provider. The company offers a wide range of solutions, including life and non-life insurance (car, home, liability), pensions, savings, and investment products for both individuals and businesses.
Known for its customer-first approach and dedication to human interaction “Always Human”, Baloise ensures that even digital processes retain personal contact where it matters most. Sven Bocken is responsible for translating regulatory requirements into operational and IT processes, bridging compliance and efficiency.
The challenge
Baloise wanted to streamline its anti-money laundering and compliance processes, which were complex and time-consuming due to manual steps and varying risk levels of policies. The team needed a partner who could act quickly, flexibly, and implement solutions on short notice.
The Harmoney solution
Working with Harmoney, Baloise successfully integrated and optimized its entire onboarding workflow, combining speed, automation, and regulatory compliance:
- Compliance questionnaires and checks for low- and high-risk policies were embedded directly into the digital onboarding process.
- Low-risk policies can now be processed and delivered almost immediately.
- High-risk policies are efficiently routed to the back office for fast, informed decisions.
“From the first conversations with Wouter, Stijn, and Thomas, it was clear that Harmoney was the right partner,” Sven explains. The result was a two-part solution: uploading documents in the KYC module, and triggering the appropriate questionnaires and scoring in the AML module, a fully coordinated compliance workflow.
Modules used
Baloise was positively surprised by the fast implementation of the Harmoney solution thanks to the use of a combination of multiple modules which were configured in line with their policies and requirements. In order to design the Baloise solution, the following modules were selected.
Business registry connection
Access official company data in real time. Validate legal existence, current status, and core corporate details directly from authoritative registries, so you always work with what's true.
Connects to sources such as Companies House and INPI to retrieve legal status, directors, share capital, and registration details. Change detection alerts notify your team of dissolutions, liquidations, or structural modifications as they occur. The module also flags red flags such as shell companies and recently incorporated entities that may indicate elevated risk.
Screening connection
Screen customers and related parties automatically against relevant watchlists and sanctions databases. Fewer manual checks, lower compliance risk, and full traceability.
Coverage spans UN, OFAC, EU, and UK sanctions lists, PEP databases, enforcement registries, and custom internal watchlists. Fuzzy matching algorithms handle name variations across languages and character sets, reducing false positives without compromising coverage. Screening runs at onboarding and continues throughout the customer lifecycle, with every check recorded and results automatically fed into the risk scoring engine.
Internal data feed
Connect your internal systems to Harmoney workflows. Prefill dossiers via API at no extra cost, or embed live data feeds from your risk models, documents, and core systems.
Every Harmoney subscription includes full API access at no additional cost, allowing clients to create dossiers, prefill customer information, and push data into workflows programmatically. For organisations that require deeper integration, the Internal Data Feed module connects Harmoney directly to client systems, ingesting results from your proprietary risk models, fetching information from your CRM, or pulling generated documents from your document generation system. Data is consumed in a non-intrusive, read-only mode, governed by role-based access controls and full audit logging to ensure GDPR-compliant handling at every step.
UBOs and related parties
Identify, verify, and monitor beneficial owners with direct access to UBO registers across Europe and beyond. Automatically reconstruct control chains and assess UBO risk.
As regulatory scrutiny on beneficial ownership intensifies, Harmoney provides direct integration with official UBO registers across Europe and the rest of the world. Official documents are retrieved automatically, and ownership information is extracted to reconstruct the full control chain, identifying beneficial owners at every level of the corporate structure. Combined with the screening module, UBOs can be assessed directly against watchlists and sanctions databases.
Ongoing monitoring dashboards provide a consolidated view of UBO status across the portfolio, with clients organised by risk category to prioritise remediation efforts where they matter most. Harmoney closely monitors the evolving regulatory framework around beneficial ownership, particularly under AMLR, and continuously updates the platform to meet new requirements as they come into force.
Risk scoring engine
Turn complex, multi-source data into objective, auditable risk profiles. Score not only the main parties but also all related parties, with full transparency on every contributing factor.
The risk scoring engine operates at two levels: entity level (individuals and companies) and dossier level.
At the entity level, each part, including all related parties such as UBOs, directors, and signatories, is scored against configurable risk parameters: country and jurisdiction risk, reputational risk, PEP status, product complexity, ownership structure, and screening results. Many of these parameters are filled automatically by Harmoney through connected data sources, while others can be provided manually or via internal data feeds. At the dossier level, product-specific and internal risk parameters are added to produce a total risk score.
By default, customers are automatically classified as Low, Medium, High, or Very High risk in line with FATF recommendations, but the risk categories can be fully customised to match your own risk policy. Each classification triggers the corresponding approval procedure, from standard processing to 4-eyes validation or escalation to a compliance officer. Every score includes a full breakdown of contributing factors, making it straightforward to justify decisions to regulators. When the risk model itself is updated, for example, following a reclassification of country risk levels, the platform can automatically retrigger a rescoring of the entire customer base, surfacing any clients whose risk profile has increased as a result.
Enhanced due diligence
Go deeper when it matters. For high-risk clients, Harmoney enables thorough investigation flows that meet regulatory requirements and reduce exposure, without slowing down your team.
EDD is triggered automatically by PEP identification, high-risk jurisdictions, complex ownership structures, large transaction volumes, or adverse media findings. The module manages source of wealth documentation requirements, enhanced monitoring configuration, and senior management approval routing. A complete audit trail is maintained for every EDD measure taken, demonstrating to regulators that appropriate controls are in place.
Dashboarding
Get a consolidated, real-time view of client risk, case progress, and compliance status. The right information, at a glance, for faster and more confident decisions.
Four tailored views serve analysts, team leaders, compliance officers, and executives, each presenting the KPIs most relevant to their role. Operational views track case volumes and team workload, while risk and compliance views cover portfolio distribution, regulatory metrics, and audit readiness. All views support interactive filtering, drill-down, and export to PDF and Excel.
Template generation (PDF & outreach)
Standardise communication and documentation across every case. Reduce administrative effort while keeping every output consistent and regulation-ready.
Automates the generation of welcome letters, document request letters, KYC summary reports, due diligence certificates, approval communications, and compliance attestations. Dynamic field population draws from customer data automatically, ensuring accuracy without manual input. Templates are maintained in a version-controlled library with multi-language support, allowing teams across different jurisdictions to work from the same standardised foundation while adapting outputs to their specific requirements.
Digital signing
Collect legally valid signatures securely and digitally. Faster approvals, shorter turnaround times, no paper trail required.
Supports simple, advanced (AES), and qualified (QES) electronic signatures and is eIDAS compliant for European contexts. Integrates with providers such as DocuSign and Adobe Sign, with mobile-responsive interfaces and multi-party signing workflows. Every signature is backed by a full audit log recording the authentication method, timestamp, IP address, and device information. Automatic reminders are sent for pending signatures, and a certificate of completion is generated upon finalisation.
External outreach
Manage and streamline communication with clients and counterparties during KYC data collection. Structured, controlled, and fully traceable.
A self-service customer portal allows clients to upload documents, track their case progress in real time, and view outstanding requirements at any time. Communication is handled across email, SMS, and secure messaging channels, with automated reminders for missing information and status updates triggered by workflow events. All interactions are encrypted, GDPR-compliant, and stored in a complete communication audit trail.
Natural person identification & validation
Verify individual identities with high assurance. Prevent impersonation and identity fraud before they enter your workflow.
Combines document authentication with MRZ validation, security feature checking, and facial recognition backed by liveness detection. Anti-spoofing measures include deepfake detection to prevent presentation attacks. Identity is further verified through database checks against government registries and credit bureaus. Three configurable assurance levels allow the depth of verification to be matched to the risk profile of each individual case, from basic document upload to full biometric verification.
Internal forms
Capture the right information, in a structured way, every time. Enforce consistent data collection across teams and cases.
Dynamic conditional logic adapts which fields are shown based on prior responses, allowing a single form to serve multiple use cases without overcomplicating the experience. Fields are pre-populated from the internal data feed and document extraction results to reduce repetitive entry. Forms are built using a drag-and-drop designer, include version control, support multi-language configurations, and save drafts automatically to prevent data loss. Less room for oversights, inconsistencies, or missing data.
Results and impact
Thanks to Harmoney, Baloise has fully digitalized its administrative process, ensuring greater efficiency & faster policy closing.
- All policies and client screenings are now fully online.
- No more paper documents or manual follow-ups.
- Significant time savings for the back office, allowing the team to focus on high-value decision-making.
“Harmoney allows us to focus on what really matters, while our processes run faster and more efficiently,” Sven adds.
"Harmoney is a strategic partner within our onboarding process. Every insurance company needs to be compliant. We are convinced that with Harmoney we have a partner by our side who makes the job easier."
Why Harmoney
Baloise chose Harmoney as a partner for several key reasons. Unlike traditional solutions, Harmoney combines flexibility, speed, and a client-focused approach:
- Close collaboration. The team listened carefully, clearly understood Baloise’s needs, and was always approachable. Any questions or issues were resolved quickly.
- Fast and flexible implementation. Harmoney enabled rapid deployment without lengthy IT projects.
- Fully configurable workflows. Every process can be tailored to the company’s specific policies and risk requirements.
- Scalable, future-proof digital processes. The platform supports long-term growth and evolving compliance demands, ensuring efficiency now and in the future.
“Harmoney is not a traditional provider. They are flexible, collaborative, and deliver solutions that truly work for our business,” Sven notes. “When Harmoney told us they could solve this in six weeks, I could not believe it at first. But by working closely together, it quickly became clear they could deliver.”
“When Harmoney told us they could solve this in six weeks, I could not believe it at first. But by working closely together, it quickly became clear they could deliver.”