Developer Handover Pack

Developer Handover Pack

Insurance Renewal Management

Monitors the Notion policy register on a daily schedule and identifies any policy record whose expiry date falls within the 90-day, 60-day, 30-day, or 7-day warning windows. For each matching record, the agent fires a staged outreach email to the designated broker contact via Gmail, logs the outreach event in HubSpot as a contact activity against the broker record, starts a 7-day chase timer in HubSpot, and posts a Slack notification to the compliance channel confirming outreach status. If the chase timer expires with no quote logged, the agent sends a follow-up email automatically and resets the timer. This cycle repeats until a quote document is received or the policy is manually marked as resolved. Complexity: Moderate. Estimated build: 8 hours.

// Input
Notion DB row: { policy_id, policy_name, insurer, broker_email, expiry_date, last_outreach_date, status }
Trigger condition: (expiry_date - today) IN [90, 60, 30, 7] days AND status NOT IN ['quote_received', 'resolved']

// Output
Gmail: templated outreach email -> broker_email (policy_id, expiry_date, coverage_type in body)
HubSpot: create activity { contact: broker_email, type: 'renewal_outreach', policy_id, outreach_stage, timestamp }
HubSpot: set follow-up task { due: now + 7 days, policy_id, action: 'chase_email' }
Slack: post to #compliance-renewals { text: 'Outreach sent for [policy_name] expiring [expiry_date]. Stage: [outreach_stage].' }
Notion: update row { last_outreach_date: today, outreach_stage: '90d|60d|30d|7d' }

Activates when a broker quote document arrives in the designated Gmail intake label or is uploaded to the designated Google Drive intake folder. The agent reads the document using an AI extraction step, pulls premium, excess, exclusions, and coverage limit fields, and compares them line by line against the matching prior policy record stored in Notion. If any premium increase exceeds the configured threshold (default 10%) or any coverage term changes materially, the agent flags the record as requiring human review. Regardless of flag status, the agent assembles a structured comparison summary and posts it to the Slack compliance channel and attaches it to the approval workflow. The Notion record status is updated to quote_received. Complexity: Complex. Estimated build: 10 hours.

// Input
Gmail attachment OR Drive file: { filename, mime_type ('application/pdf' | 'application/vnd.openxmlformats-officedocument.wordprocessingml.document'), raw_bytes }
Notion prior policy record: { policy_id, prior_premium, prior_excess, prior_exclusions[], prior_coverage_limits{}, insurer, expiry_date }

// Output
Extracted quote fields: { quote_premium, quote_excess, quote_exclusions[], quote_coverage_limits{}, quote_effective_date, insurer_name }
Comparison delta: { premium_delta_pct, coverage_changes[], excess_delta, material_flag: true|false }
Slack: post to #compliance-renewals { comparison_summary_block, material_flag, policy_id, recommendation }
Notion: update row { status: 'quote_received', quote_file_url, comparison_summary_url, material_flag, quote_premium }

// On approval trigger
Passes { policy_id, comparison_summary_url, quote_file_url, approver_email, material_flag } to Approval and Completion Agent

Triggered when the Quote Comparison Agent updates the Notion record to quote_received and posts the comparison summary to Slack. This agent routes the comparison summary and broker quote to the designated approver via DocuSign, attaches both documents to the envelope, and monitors for a signed response. On sign-off, the agent sends a confirmation acceptance email to the broker via Gmail, creates a draft bill in Xero assigned to the correct supplier record and account code, and writes all new policy details back to the Notion policy register, including the new policy number, premium, coverage dates, and the next renewal trigger date. The final Notion status is set to renewed. Complexity: Moderate. Estimated build: 8 hours.

// Input
Notion record: { policy_id, policy_name, approver_email, comparison_summary_url, quote_file_url, quote_premium, broker_email, insurer, xero_supplier_id, xero_account_code }

// Output (DocuSign sent)
DocuSign envelope: { signer: approver_email, documents: [comparison_summary, broker_quote], subject: 'Approval required: [policy_name] renewal', expiry: +48h }
Notion: update row { docusign_envelope_id, status: 'pending_approval' }

// On approval (DocuSign webhook: envelope status = 'completed')
Gmail: send to broker_email { body: 'We confirm acceptance of the renewal quote for [policy_name]. Please issue final policy documents and invoice.' }
Xero: POST /invoices { type: 'ACCPAY', contact_id: xero_supplier_id, line_items: [{ description: policy_name, unit_amount: quote_premium, account_code: xero_account_code }], status: 'DRAFT' }
Notion: update row { status: 'renewed', new_policy_number, new_expiry_date, next_renewal_trigger_date: new_expiry_date - 90d, renewed_premium: quote_premium, docusign_signed_url }
Slack: post to #compliance-renewals { text: '[policy_name] renewal confirmed. Xero bill drafted. Notion record updated.' }

// ─── TRIGGER ─────────────────────────────────────────────────────────────────
// Orchestration layer polls Notion daily at 07:00 UTC
Notion.query_database({
  filter: { property: 'expiry_date', date: { on_or_before: today + 90d } },
  filter_and: { property: 'status', select: { does_not_equal: 'renewed' } }
}) -> List<PolicyRecord>

// ─── AGENT 1: RENEWAL TRACKER AGENT ─────────────────────────────────────────
// Input fields consumed
PolicyRecord: {
  policy_id,         // Notion page ID
  policy_name,       // e.g. 'Public Liability 2025'
  insurer,           // e.g. 'Allianz'
  broker_email,      // e.g. 'renewals@brokerco.com'
  expiry_date,       // ISO 8601 date
  last_outreach_date,
  outreach_stage,    // '90d' | '60d' | '30d' | '7d'
  status             // 'active' | 'outreach_sent' | 'chasing' | ...
}

// Dedupe check: skip if outreach_stage matches today's window AND last_outreach_date = today
if (dedupe_check == false) {
  Gmail.send({ to: broker_email, template: 'renewal_request', vars: { policy_id, expiry_date, coverage_type } })
  HubSpot.create_activity({ contact: broker_email, type: 'renewal_outreach', policy_id, outreach_stage, timestamp: now })
  HubSpot.create_task({ due: now + 7d, policy_id, action: 'chase_email' })
  Slack.post({ channel: '#compliance-renewals', text: 'Outreach sent for [policy_name] expiring [expiry_date]. Stage: [outreach_stage].' })
  Notion.update_page({ policy_id, last_outreach_date: today, outreach_stage })
}

// Chase loop: HubSpot task fires at due date if status != 'quote_received'
// Maximum 3 chases per window; escalate to Slack on breach

// ─── AGENT HANDOFF 1 -> 2 ────────────────────────────────────────────────────
// Trigger: new email in Gmail label 'Renewals/Intake' OR new file in Drive '/Renewals/Intake/{year}'
// Extracted from email/file metadata: { policy_id (parsed from subject/filename), filename, mime_type, raw_bytes }

// ─── AGENT 2: QUOTE COMPARISON AGENT ────────────────────────────────────────
// AI extraction step
ai_extract(raw_bytes) -> QuoteFields: {
  quote_premium,         // numeric, e.g. 4200.00
  quote_excess,          // numeric
  quote_exclusions[],    // string array
  quote_coverage_limits, // object { public_liability, employers_liability, ... }
  quote_effective_date,  // ISO 8601
  insurer_name,
  extraction_confidence  // float 0.0 - 1.0
}

// Confidence gate: if extraction_confidence < 0.75 -> move to /Renewals/Manual-Review, Slack alert, halt

// Prior policy lookup
Notion.get_page(policy_id) -> PriorRecord: {
  prior_premium, prior_excess, prior_exclusions[], prior_coverage_limits{}
}

// Comparison delta
delta: {
  premium_delta_pct: ((quote_premium - prior_premium) / prior_premium) * 100,
  new_exclusions: quote_exclusions[].filter(e => !prior_exclusions[].includes(e)),
  limit_changes: diff(quote_coverage_limits, prior_coverage_limits),
  excess_delta: quote_excess - prior_excess
}
material_flag = (delta.premium_delta_pct > THRESHOLD_PCT) || (delta.new_exclusions.length > 0)

// Outputs
comparison_summary_doc -> saved to Google Drive '/Renewals/Summaries/{policy_id}_{date}.pdf'
Slack.post({ channel: '#compliance-renewals', blocks: [comparison_summary_block], material_flag })
Notion.update_page({ policy_id, status: 'quote_received', quote_file_url, comparison_summary_url, material_flag, quote_premium })

// ─── AGENT HANDOFF 2 -> 3 ────────────────────────────────────────────────────
// Trigger: Notion page status == 'quote_received' AND comparison_summary_url != null
// Passed fields: { policy_id, policy_name, approver_email, comparison_summary_url,
//                  quote_file_url, quote_premium, broker_email, insurer,
//                  xero_supplier_id, xero_account_code }

// ─── AGENT 3: APPROVAL AND COMPLETION AGENT ─────────────────────────────────
// DocuSign envelope creation
DocuSign.create_envelope({
  signer: { email: approver_email, name: 'CFO' },
  documents: [comparison_summary_url, quote_file_url],
  subject: 'Approval required: [policy_name] renewal',
  expiry_hours: 48
}) -> { envelope_id }
Notion.update_page({ policy_id, docusign_envelope_id, status: 'pending_approval' })

// DocuSign webhook fires on envelope completion
DocuSign.webhook_event: { envelope_id, status: 'completed', signed_document_url }

// On approval
Gmail.send({ to: broker_email, template: 'broker_acceptance', vars: { policy_name, policy_id } })
Xero.create_invoice({
  type: 'ACCPAY',
  contact_id: xero_supplier_id,
  line_items: [{ description: policy_name, unit_amount: quote_premium, account_code: xero_account_code }],
  status: 'DRAFT'
}) -> { xero_bill_id }
Notion.update_page({
  policy_id,
  status: 'renewed',
  renewed_premium: quote_premium,
  new_expiry_date: quote_effective_date + 365d,
  next_renewal_trigger_date: new_expiry_date - 90d,
  docusign_signed_url,
  xero_bill_id
})
Slack.post({ channel: '#compliance-renewals', text: '[policy_name] renewal confirmed. Xero bill drafted. Notion record updated.' })

// ─── TERMINAL STATE ──────────────────────────────────────────────────────────
// Notion status: 'renewed'
// Renewal cycle complete. next_renewal_trigger_date feeds Agent 1 in the following year.