InsuranceInternational company, renewing its own corporate coverInsurance renewal · Part 2 of 2, the buyer's side

From open broker gaps to a signed, bound renewal.

Negotiating what's still open, routing the decision through management, and updating every system once the policy is bound.

Renewal file0/3 gaps closed

Open items with the broker

Current loss runs missing

Obtained from the insurer via the broker

Business interruption sublimit unclear

Clarified on the negotiation call

Flood exclusion still in the quote

Accepted, risk noted by the team

Decision memo to managementApproved

E-signatureupdated

Renewal recordupdated

ERPupdated

Paymentsupdated

Policy bound and signed

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Results

Agentability fit score

0/22

Steps run fully unattended

Systems updated together, from CRM to payments

The challenge

Once the quotes were compared, the renewal rarely closed cleanly: missing documents, unclear terms, questions still open with the broker. Each one was chased case by case, the recommendation went to management in an email thread, and the new policy was entered in the CRM, ERP, and payment systems one at a time, with no consistent record of who approved what.

What we did

We mapped the follow-on workflow, 22 steps across 3 phases: resolving gaps with the broker, getting management approval, and executing the renewal. Whether management approves, rejects, or approves with conditions, the workflow takes the matching path.

The value

18 of the 22 steps run unattended. The team keeps the calls that need judgement: what to do about a gap that stays open, how to act on management's decision, and signing the proposal form and declarations. Every renewal now ends with the same trail of negotiated outcomes, signed documents, and a policy updated in every system together.

Mapped and automated

Twenty-two steps from open gaps to a bound policy.

Three phases, with the team on the calls that need judgement: open material gaps, management's decision, and signing the proposal form and declarations.

PHASE 1Resolve gaps with the broker

1Consolidate the questions for the brokerUnattended

2Specify each requestUnattended

3Send structured requests to the brokerUnattended

4Create follow-up tasksUnattended

5Verify every request is trackedUnattended

6Schedule the negotiation callUnattended

7Record the negotiated outcomesApprove

8Update the quote comparisonUnattended

9Close the answered questionsUnattended

10Decide how to handle open material gapsManual

11Request a policy extension if neededUnattended

PHASE 2Get management approval

12Prepare the decision memoUnattended

13Submit the recommendation for approvalUnattended

14Act on management's decisionManual

PHASE 3Execute and document

15Instruct the broker to bind the selected quoteUnattended

16Confirm the binder is in place before expiryUnattended

17Sign the proposal form and declarationsManual

18Check the issued policy against the bound termsUnattended

19Attach the new policy and scheduleUnattended

20Update policy and renewal statusesUnattended

21Set up premium paymentUnattended

22Send the renewal summaryUnattended

Every outcome has a path

Approved, rejected, or approved with conditions, the workflow takes the matching route.

The decision lands on the renewal file and the right steps follow, and a rejection goes back to the broker instead of letting cover lapse.

Step 12 · Decision memo

Recommend Insurer B, 3 questions resolved

Drafted by the workflow from the comparison and the broker's answers.

Step 14 · Management's decision

Pick one. The team confirms the route; the workflow runs the rest.

PHASE 3Execute and document

Instruct the broker to bind the selected quote

Confirm the binder is in place before expiry

Sign the proposal form and declarationsManual

Check the issued policy against the bound terms

Attach the new policy and schedule

Update policy and renewal statuses

Set up premium payment

Send the renewal summary

E-signatureRenewal recordERPPayments

What they gained

A loose trail of emails and manual updates across four systems became one signed, documented renewal, done the same way every time.

Insurance renewal · Start from the beginningPart 1, the broker's side: comparing the insurers' renewal quotes

For carriers

Underwriting teams run the same moves on new-business and renewal submissions: chasing loss runs, extracting terms, comparing against the expiring policy, and referring to the person with authority.

See it on your underwriting workflow