In this guide 6 sections
Keep one renewal list sorted by expiry date, with a status on each policy, and one record per claim showing documents, calls and the next step. GullySystem’s General Insurance Agency Management Software holds both for the agency’s staff. Reminders go out until the renewal is recorded, and claims staff see which claims need a call today.
Build the renewal list from expiry dates
Every policy in the register carries an expiry date. The renewal list is that register cut by a window, such as this month and next.
The list can also be filtered by line of cover, insurer or staff member. Each row shows the client’s phone number and the last premium, ready for a call.
Motor, health, fire and travel renew on different rhythms, so the agency decides how many days ahead the first reminder goes for each line. That choice is set once and applied to every policy.
Give each renewal a status and an owner
A list of dates is not enough on its own. Staff also need to know what has already happened.
Each renewal carries a status such as to call, quote sent, client thinking, renewed or lapsed. A named staff member owns it. The reminder log records each message and call with its date, so a client is not reminded twice in one day.
A lapsed policy stays on the list. A motor policy that lapses may lose its no-claim bonus, so the agency decides whether lapsed clients are called, messaged or left.
- Status on every renewal, visible to all staff
- Assigned caller for each client
- Reminder and call log with dates
- Lapsed policies listed until resolved
Send reminders until the renewal is recorded
Reminders go out as WhatsApp messages, texts or emails. The first can carry the policy number and expiry date. A second follows closer to the day if the renewal is still open.
Wording is written with the agency, in the languages its clients use. The agency picks which channel goes first for each client.
At renewal the agency collects fresh details and shows the insurers’ quotes again. Recording the renewed policy closes the entry and moves the client to next year’s list.
Open one record for every claim
A claim opens from the policy, so the insurer, policy number and client are attached already. The record then grows as the claim moves.
It holds the date and nature of the loss, the intimation and claim number, and a checklist of papers the insurer or TPA asked for. Surveyor details, calls and replies are logged with the staff member’s name.
A motor claim involves a garage and a repair estimate. A health claim involves a hospital and a cashless or reimbursement route. Stages are named the way the agency speaks of them. The outcome is recorded as settled, part settled, repudiated or withdrawn.
What the system does not decide
The software records. It does not approve, pay or predict how long an insurer will take. Those steps stay with the insurer.
The agency decides who works renewals, who owns claims, and how many days ahead each reminder goes. Claims staff see which claims need a call today. The owner reads open claims by stage and age.
For an agent with a few dozen policies, a sheet and phone reminders will do. Ask GullySystem for a free technology audit before deciding that the policy count has outgrown a sheet.
Renewal and claim tracker
Two tabs. The first lists policies by expiry date with status, assigned caller and last contact. The second lists open claims with intimation date, papers pending, last reply and next step. Fill both for one month to see where follow-ups go missing.
Open a blank worksheet to printQuestions owners ask
Does the system send renewal reminders on its own?
Yes, once the schedule is set. You decide how many days ahead the first reminder goes and which channel is used. Reminders continue until the renewed policy is recorded, and each one is logged against the client.
Can a claim be tracked from intimation to settlement?
Yes. Each claim holds its intimation, documents, calls and insurer or TPA replies. Staff see the next step and who is to take it. The insurer still decides and pays the claim.
Which reports show renewals and claims at a glance?
Renewals due by date, line of cover and insurer, lapsed policies, and open claims by stage and age. The owner reads these without asking staff to compile them from sheets or phones.