Smarter Week

How to automate it

How to automate “review renewals and remarket accounts”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

90 min
typically, once a week
50%
of the time can be automated
Some setup
to set up

Fix 1 of 2

AutomationBest fix

Let the AMS start every renewal 90 days out with tasks and client emails

Renewal workflows in your agency management system create the tasks, send the renewal questionnaire and remind the client automatically, so nothing reaches the last week unworked.

Typically saves about 40% of the time2 h to set up
  1. 1Set up a renewal workflow in your AMS (Applied Epic, AMS360, HawkSoft, EZLynx) at 120, 90, 60 and 30 days.
  2. 2Send the renewal questionnaire automatically at 90 days with a reminder.
  3. 3Flag accounts to remarket based on rate increase or claims.
  4. 4Review the renewal list weekly instead of working from memory.

Tools: Applied Epic · Vertafore AMS360 · HawkSoft · EZLynx

Fix 2 of 2

AI

Have AI compare the renewal or competing quotes side by side

AI lines up the expiring policy and the new quotes into a comparison table (limits, deductibles, exclusions, premium) and lists differences to explain. A licensed agent checks it against the documents.

Typically saves about 45% of the time10 min to set up
  1. 1Gather the expiring policy and the renewal or competing quotes as PDFs.
  2. 2Use an approved AI tool (no consumer AI for client data) with the prompt below.
  3. 3Check every figure and exclusion against the documents.
  4. 4Use the table in your client proposal and explain the differences yourself.
Prompt to copy
Compare the attached expiring policy and quotes for [CLIENT TYPE, LINE]. Build a table with rows for: carrier, premium, each coverage and limit, deductibles, key endorsements, exclusions, and conditions that differ. Then list every place a quote gives less coverage than the expiring policy. Cite the page for each value. If something is not stated, write NOT STATED; do not assume.

Tools: Agency-approved AI (Microsoft Copilot, ChatGPT Business or Claude Team)

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Insurance Agent / Broker

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Other common tasks for Insurance Agents / Brokers