Renewals Management

Q: Can the automation handle policies with custom renewal requirements?

Yes. Policies flagged with special conditions are routed to the operations team for manual handling, while standard renewals are processed automatically.

Q: Will the automation work with our existing CRM and email system?

The automation integrates with mainstream CRM platforms and email services. Your current tools are assessed during setup to ensure seamless data flow and no disruption to existing workflows.

Q: What happens to renewal data that is incomplete or outdated in the system?

The automation flags incomplete records and alerts the operations team before sending renewal notices. This prevents sending emails with missing or incorrect policy information and maintains data quality.

Q: How does the system track which renewals have been completed?

All renewal outcomes, including renewed, cancelled, or lapsed policies, are logged automatically in the CRM and spreadsheet. A dashboard provides real-time visibility into renewal pipeline status and completion rates.

Keep every policy renewal on track by automating reminders, data pulls, and broker follow-ups before the lapse date hits.

128 hrs

Manual time identified

Companies have mapped

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About This Automation

Renewals management involves manually scanning renewal calendars, drafting personalized notices, and tracking client responses across multiple tools. Manual tracking leads to missed deadlines, inconsistent follow-ups, and policies lapsing due to poor visibility.

Automation identifies upcoming renewals automatically, generates and sends personalized renewal notices on schedule, and tracks all client responses in a unified system. The result is faster outreach, higher renewal rates, and zero lapsed policies from missed communication.

Key features:

Scan renewal calendars automatically and flag policies due within 60 days

Generate personalized renewal notices with policy details and required documents

Send renewal emails on schedule and log outreach dates automatically

Trigger follow-up reminders at 14 days if no client response is received

Record renewal outcomes and update all systems with final status

Provide a unified dashboard showing renewal pipeline and completion rates

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual calendar scanning Staff must review the renewal spreadsheet daily or multiple times per week to identify upcoming policies.	80%
2	Inconsistent follow-up reminders Follow-up tasks are often forgotten or delayed, resulting in missed renewal opportunities.	67%
3	Multi-tool data entry Outreach dates and outcomes must be manually logged in both the CRM and spreadsheet, creating duplication.	53%
4	Document retrieval delays Locating and attaching the correct policy document adds time and introduces the risk of sending outdated files.	40%
5	Late renewal notices Delays in identifying renewals result in notices sent close to expiry, reducing client response time.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.6/ 10

AI Fit Rating™

8.9/ 10

Automation Lift Index™

8.6/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Renewal Date Threshold Reachedtrigger

The automation platform checks the policy database daily. When a policy renewal date falls within 60 days and no renewal status is recorded, the workflow is triggered.

2. Fetch Client and Policy Details

The automation retrieves the client name, email, phone, policy number, and expiry date. It also pulls the latest quote or policy document reference.

3. Generate Renewal Notice

The automation composes a personalized renewal notice email using the client and policy details. The email includes the policy number, expiry date, and a call to action.

4. Attach Policy Document

The automation retrieves the latest quote or policy PDF and attaches it to the email.

5. Send Renewal Email

The email is sent to the client and a copy is logged as an activity record.

6. Schedule Follow-Up Task

A follow-up task is automatically created for 14 days later. If no response is received by then, a second reminder email is queued.

7. Log Renewal Status

The renewal status is updated and, marking the policy as 'Renewal Notice Sent' with the date and next follow-up date.

8. Notify Team

A notification is sent to the operations team summarizing the renewal outreach and flagging any policies approaching lapse.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

15% of companies

Disclaimer

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Test and QA plan

330 hrsIdentified

11Mapped

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Frequently asked questions

Everything you need to know before mapping this process.

What happens if a client does not respond to the initial renewal notice?

The system automatically sends a follow-up reminder email 14 days after the initial notice. If still no response is received, the outcome is marked as pending and flagged for manual review by the operations team.

Can the automation handle policies with custom renewal requirements?

Will the automation work with our existing CRM and email system?

What happens to renewal data that is incomplete or outdated in the system?

How does the system track which renewals have been completed?

View more FAQs

Process pain:8.6/10

Mapped by:4 Companies

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Page updated 10 August 2026