Insurance renewal automation that starts every renewal before the carrier's offer arrives
For independent agencies that learn about a double-digit rate increase from the renewal offer, a few weeks before expiration. Expirations are pulled early, loss runs and exposure updates are requested, and producers get a prep sheet while there is still time to shop.
- Expirations pulled on windows set by line and size
- Loss runs requested before the producer asks
- Client exposure updates logged to the AMS
Why renewals end up rushed
The expiration report is a habit, not a system
Someone runs it when there is time. In heavy months a contractor's GL and auto surface with three weeks left and no room to market.
Loss runs show up after the decision
Carriers can take weeks to send currently valued loss runs, and most markets will not quote without them. A request sent at 45 days is already late.
Exposures drift and nobody asks
Payroll grew, two trucks were sold, a location closed. The renewal goes out on last year's numbers and the premium audit finds the difference later.
What the renewal pipeline does every day
It runs against your AMS on a schedule, preparing files and asking clients for updates. Producers decide what to remarket and what to recommend.
Expiration sweep by line
Policies inside your window are pulled daily, with commercial, personal and benefits each on their own timeline and owner.
Loss run requests
Requests go to each carrier's loss run contact at the start of the window, follow up on a cadence, and the run is attached with its valuation date when it arrives.
Remarketing triggers
A premium jump above your threshold, new claims, a carrier nonrenewal or an appetite change flags the account for the producer, with the reason written out.
Exposure update requests
Clients get a short, approved request to confirm payroll, revenue, vehicles, drivers or values, and replies are parsed into a change list.
Producer prep sheet
One page per account: expiring coverages and limits, three years of premium, a loss summary, open service items and what the client changed.
Offer and declination notes
When a client turns down a coverage the producer offered, the reply is logged as an activity in the client's own words, so the offer is on file.
Tracked in the AMS you already use
Applied Epic
Renewal stages and activities are written against the Epic policy, through the API access Applied provides to approved integrations.
Vertafore AMS360
Suspenses and activities follow your AMS360 workflow wherever Vertafore's developer access is available to your agency.
HawkSoft
Renewal notes are logged back to the client file through HawkSoft's partner API.
NowCerts and QQCatalyst
NowCerts work runs through its published API. For QQCatalyst, depth depends on the access your account has, with exports as the fallback.
Renewal file agents
Pair the pipeline with an agent that chases loss runs to the finish.
Remarketing submissions
Accounts the producer decides to shop move straight into submission prep.
Renewals with the producer's name on the decision
Licensed staff own the recommendation
The pipeline never tells a client what to buy. Renew as is, remarket or raise limits is a producer's call, logged under their name.
Offers and declinations on the record
Missing proof that coverage was offered is a familiar root of E&O claims. Every offer, reply and nonresponse is written to the account.
Texts only with consent on file
Email is the default. If you text renewal reminders, they go only to clients whose consent is recorded, because TCPA rules on automated texting carry steep per-message damages.
Carrier changes caught each month
Loss run inboxes, renewal offer layouts and portal steps change without notice. Monthly reviews catch the breaks, in code your agency owns.
“He got me 9 sales in my first 7 days of launching our campaign, which exceeded my expectations!”
Common questions
What is insurance renewal automation?
Software that pulls upcoming expirations from your AMS, requests loss runs and exposure updates, flags accounts worth remarketing and gives producers a prep sheet, with staff approving every client message.
Can large accounts start earlier than 90 days?
Yes. Windows are set per line and premium size, so a large contractor can start at 120 days while personal auto starts at 45.
How does it get loss runs from carriers?
It sends the request the way each carrier accepts it, usually email to a loss run contact or a portal task a CSR submits from a prepared form, then attaches the run when it comes back.
Will it decide which accounts to remarket?
No. It flags with a stated reason, such as a premium increase over your threshold or a new claim. The producer decides.
What happens when a client never sends updated payroll?
Follow-ups go out on your cadence, then the account moves to the producer with every attempt logged, so the file shows the request was made.
Is personal lines worth running through it?
Usually as a second phase. Volume is high but each account is simpler, so a lighter flow with rate change flags and renewal confirmations tends to fit.
Stop finding renewals at 30 days
Take the 2-minute AI audit to see how a renewal pipeline fits your book and your AMS.
- Pull last year's renewals
We look at 12 months of expirations and mark which accounts were marketed late, lost or rewritten, and where each delay started.
- Set windows by line and premium
A large commercial account might start at 120 days and personal auto at 45. Producers choose the rate change and loss thresholds that trigger a flag.
- Route one producer's book first
One producer's renewals flow through the pipeline, and staff approve every client message before it sends.
- Bring in the full book, tune monthly
The rest of the book joins. Each month we review flags that fired wrong and carriers whose loss run process changed.