The Ultimate Renewal Management System

90-Day Pipeline, Multi-Channel Automation, and Commission Tracking

By Laksh Pujary, Founder of Autoikigai We build AI employees for insurance agencies.

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The Renewal Problem

Renewals are 85-95% of your revenue. Yet most agencies manage them with a monthly AMS report, a sticky note, and hope. Here’s the system that turns renewal management from a scramble into a machine.

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The 90-Day Renewal Pipeline

90 DAYS OUT          60 DAYS OUT          30 DAYS OUT         RENEWAL DATE
───────────          ───────────          ───────────         ────────────
│                    │                    │                   │
â–¼                    â–¼                    â–¼                   â–¼
IDENTIFY             REVIEW &            CLOSE &             CONFIRM &
& TRIAGE             RE-MARKET           COMMIT              RETAIN

• Pull renewal list  • Coverage review   • Final proposal    • Confirmation
• Flag increases     • Remarket if       • Bind renewal        email sent
  >10%                needed             • Process changes   • Updated docs
• Assign to          • Client outreach   • Payment setup       delivered
  CSR/Producer       • Proposal prep     • Producer close    • Next renewal
• Segment by         • Address concerns    call if needed      cycle starts
  priority                               • Last-touch
                                           communication

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Step 1: The 90-Day Identification & Triage

Daily/Weekly Renewal Report

Pull from your AMS (Applied Epic, AMS360, or HawkSoft) every Monday:

Field	Source	Purpose
Client Name	AMS	Identification
Policy Number	AMS	Reference
Line of Business	AMS	Routing
Effective Date	AMS	Timeline
Current Premium	AMS	Baseline
Carrier	AMS	Market awareness
Producer	AMS	Assignment
CSR	AMS	Assignment
Multi-policy?	AMS	Priority flag
Last Contact Date	AMS activity	Engagement flag
Claims in Term	AMS claims	Risk flag
Account Revenue	AMS	Value flag

Priority Segmentation

PRIORITY MATRIX
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

TIER 1: HIGH-TOUCH (Producer handles)
  â–¡ Commercial accounts >$10K premium
  â–¡ Multi-policy households >$5K premium
  â–¡ Accounts with claims in current term
  â–¡ Accounts with known carrier issues
  â–¡ Top-20 revenue accounts
  → Full coverage review + personal call

TIER 2: STANDARD (CSR handles)
  â–¡ Multi-policy households $2K-$5K premium
  â–¡ Commercial accounts $3K-$10K premium
  â–¡ Accounts with premium increase >10%
  â–¡ Single-policy accounts with cross-sell opportunity
  → Coverage review email + call if needed

TIER 3: AUTOMATED (System handles)
  â–¡ Single-policy personal lines <$2K premium
  â–¡ Mono-line accounts with no change
  â–¡ Flat or decreasing premium renewals
  → Automated email sequence + human escalation if needed

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

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Step 2: The Multi-Channel Touch Sequence

Tier 1 Accounts: High-Touch Sequence

Day	Channel	Action	Owner
90	AMS	Flag account, assign to producer	System
88	Email	Pre-renewal notification to client	Auto
85	Phone	Producer call: coverage review scheduling	Producer
80	Meeting	Coverage review (in-person or video)	Producer
75	Email	Coverage review summary + recommendations	CSR
60	Internal	Remarket if increase >10% or client requests	CSR
55	Email	Renewal proposal sent	Auto
50	Phone	Producer follow-up on proposal	Producer
30	Email	Reminder: renewal approaching	Auto
25	Phone/Text	Final commitment call	Producer
15	Email	Binding confirmation or final nudge	Auto
7	Phone	Last-chance call if uncommitted	Producer
0	Email	Renewal confirmation + updated docs	Auto
+7	Email	Thank you + referral request	Auto

Tier 2 Accounts: Standard Sequence

Day	Channel	Action	Owner
90	AMS	Flag account, assign to CSR	System
85	Email	Pre-renewal notification	Auto
75	Email	Coverage review questionnaire	Auto
65	Phone	CSR call if questionnaire not returned	CSR
60	Internal	Remarket if needed	CSR
50	Email	Renewal summary / proposal	Auto
40	Text	”Your renewal info is ready”	Auto
30	Email	Reminder: renewal approaching	Auto
15	Phone	Follow-up if no response	CSR
7	Text	Final reminder	Auto
0	Email	Renewal confirmation	Auto
+7	Email	Thank you	Auto

Tier 3 Accounts: Automated Sequence

Day	Channel	Action	Owner
90	AMS	Flag in pipeline	System
80	Email	Pre-renewal notification	Auto
60	Email	”Any changes to report?”	Auto
30	Email	Renewal confirmation preview	Auto
14	Text	”Your policy renews in 2 weeks”	Auto
0	Email	Renewal confirmation	Auto
+7	Email	Thank you + cross-sell suggestion	Auto

Any reply or concern from Tier 3 escalates to CSR immediately.

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Email & Text Templates

90-Day Email: Pre-Renewal Notification

Subject: Your [Policy Type] Policy Renews on [Date]

Hi [First Name],

Your [policy type] policy with [Carrier] is coming up for
renewal on [Date]. Here's what to expect:

WHAT WE'RE DOING:
- Reviewing your current coverage for any gaps
- Checking for available discounts
- [If commercial]: Comparing rates across our carrier partners
- Preparing your renewal summary

WHAT WE NEED FROM YOU:
- Have there been any changes since last year?
  â–¡ New vehicle / driver
  â–¡ Home renovations
  â–¡ New business operations or revenue changes
  â–¡ Additional properties or locations
  â–¡ Other: ____________

Reply to this email with any updates, or click here to
schedule a quick review: [Scheduling link]

We'll have your renewal details ready well before [Date].

-- [CSR/Producer Name]
[Agency Name]

60-Day Email: Coverage Review / Remarket Notification

Subject: Your Renewal Update -- [Policy Type]

Hi [First Name],

We've reviewed your upcoming renewal. Here's what we found:

CURRENT COVERAGE SUMMARY:
- Policy: [Type] with [Carrier]
- Current Premium: $[Amount]
- Renewal Premium: $[Amount] ([+/-]$[Change], [%] change)

[If increase >10%]:
We noticed a significant increase. We're shopping your
coverage with our other carrier partners to find you a
better rate. We'll have comparison options within [X] days.

[If flat/decrease]:
Good news -- your renewal is in line with expectations.
We've confirmed your coverage is still appropriate for
your current situation.

RECOMMENDATIONS:
- [Any coverage adjustments]
- [Any new discounts available]
- [Cross-sell opportunities if appropriate]

Questions? Reply here or call [Number].

-- [CSR/Producer Name]

30-Day Text Message

Hi [First Name], it's [Name] at [Agency]. Your [policy type]
policy renews on [Date]. Everything's on track. Any questions
or changes? Reply here or call [Number].

7-Day Final Reminder (If No Response to Prior Touches)

Subject: Action Needed: Your Policy Renews in 7 Days

Hi [First Name],

Your [policy type] policy renews on [Date] -- that's
one week from today.

We sent your renewal details on [Date of proposal email].
We haven't heard back from you yet.

TO CONTINUE YOUR COVERAGE: No action needed. Your policy
will renew automatically at the terms we outlined.

IF YOU HAVE QUESTIONS OR WANT CHANGES: Please contact us
by [Date - 3 days] so we have time to process them.

Call: [Number]
Reply to this email
Schedule a call: [Link]

-- [CSR/Producer Name]

Post-Renewal Thank You

Subject: Thank You for Renewing With [Agency Name]

Hi [First Name],

Your [policy type] has been renewed. Here are your details:

RENEWED POLICY:
- Carrier: [Carrier]
- Policy Number: [Number]
- Effective: [Date] to [Date]
- Premium: $[Amount]
- [Key coverage highlights]

YOUR DOCUMENTS:
- Updated ID cards: [Attached / link]
- Declaration page: [Attached / link]
- Full policy: Available on your client portal at [link]

NEXT RENEWAL: [Date] -- we'll start reviewing 90 days prior.

Thank you for trusting us with your insurance. If anything
changes during the year, let us know.

-- [CSR/Producer Name]

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Producer Alert Dashboard

Build this view for each producer:

┌────────────────────────────────────────────────────────────┐
│  PRODUCER RENEWAL DASHBOARD -- [Producer Name]              │
│  Period: [Current Month]                                    │
├────────────────────────────────────────────────────────────┤
│                                                            │
│  RENEWALS THIS MONTH: 47      COMMISSION AT RISK: $18,400  │
│                                                            │
│  STATUS BREAKDOWN:                                         │
│  ✅ Confirmed/Renewed:  31  (66%)  ██████████████░░░░░░░  │
│  📋 Proposal Sent:       8  (17%)  ████░░░░░░░░░░░░░░░░  │
│  ⚠️ Remarketing:         4  (9%)   ██░░░░░░░░░░░░░░░░░░  │
│  🔴 No Contact Yet:      4  (9%)   ██░░░░░░░░░░░░░░░░░░  │
│                                                            │
│  ACTION ITEMS:                                             │
│  • 4 accounts need first contact (call today)              │
│  • 2 remarket quotes ready for review                      │
│  • 1 Tier 1 account requesting meeting                     │
│                                                            │
│  UPCOMING (Next 30 Days): 52 renewals                      │
│  UPCOMING (30-60 Days):   48 renewals                      │
│  UPCOMING (60-90 Days):   55 renewals                      │
│                                                            │
│  90-DAY PIPELINE VALUE: $62,100 in commission              │
│                                                            │
└────────────────────────────────────────────────────────────┘

Alert Rules

Trigger	Alert	Recipient
Renewal enters 90-day window	Assignment notification	Producer + CSR
Renewal at 60 days, no first contact	Warning	Producer + Manager
Renewal at 30 days, no proposal sent	Urgent alert	Producer + Manager
Renewal at 14 days, client unresponsive	Escalation	Producer + Agency Principal
Premium increase >15% detected	Remarket flag	CSR + Producer
Carrier non-renewal notice	Immediate alert	Producer + CSR
Client requests cancellation	Emergency alert	Producer + Manager

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Commission Tracking

Renewal Commission Tracker

Column	Purpose
Client	Account identification
Policy	Policy reference
Line	LOB for reporting
Carrier	Commission source
Prior Premium	Baseline
Renewal Premium	Updated amount
Premium Change %	Flag increases/decreases
Commission Rate	Per carrier/LOB agreement
Expected Commission	Renewal premium x rate
Prior Year Commission	Comparison
Commission Change	Revenue impact
Status	Renewed / Lost / Pending

Monthly Commission Summary

COMMISSION TRACKER -- [Month Year]
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

RENEWED:
  Policies renewed:           [___]
  Total renewal premium:      $[_______]
  Total renewal commission:   $[_______]
  Avg commission per policy:  $[_______]

LOST:
  Policies lost:              [___]
  Lost premium:               $[_______]
  Lost commission:            $[_______]
  Top loss reasons:           [_______]

NET:
  Net premium change:         $[_______] ([+/-]%)
  Net commission change:      $[_______] ([+/-]%)

CARRIER PERFORMANCE:
  [Carrier 1]: [__] renewed, [__] lost, $[___] commission
  [Carrier 2]: [__] renewed, [__] lost, $[___] commission
  [Carrier 3]: [__] renewed, [__] lost, $[___] commission

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

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Carrier Retention Incentive Tracking

Most carriers offer incentives for high retention. Track them:

Carrier	Retention Threshold	Current Rate	Bonus/Incentive	Status
Progressive	85%	__%	Growth bonus tier	On track / At risk
Hartford	88%	__%	Contingency multiplier	On track / At risk
Travelers	86%	__%	Retention bonus	On track / At risk
Safeco	84%	__%	Partner rewards tier	On track / At risk
Employers	85%	__%	Profit sharing tier	On track / At risk

How to Use This

1. Know your thresholds. Call each carrier rep and ask exactly what retention rate triggers bonuses.
2. Track monthly. Don’t find out you missed a threshold in December.
3. Prioritize retention on carriers near thresholds. If you’re at 84% with Hartford and the bonus kicks in at 88%, those 4 policies you save have outsized value.
4. Factor incentives into remarketing decisions. Moving 10 policies from Progressive to Hartford might help Hartford’s bonus but kill Progressive’s.

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AMS Configuration by Platform

Applied Epic

• Use the Renewal List report (Reports > Policy > Renewal List)
• Set up Activities for each stage of the pipeline
• Use Workflows for automated task assignment
• Commission tracking via Revenue Analysis

AMS360

• Use the Expiration List (Lists > Expiration)
• Set up Suspenses for each stage trigger
• Use Activity Plans for the touch sequence
• Commission tracking via Accounting module

HawkSoft

• Use the Expiring Policies report
• Set up Follow-Ups for pipeline tracking
• Use Batch processes for email/letter sends
• Commission tracking via Accounting

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Implementation Checklist

Week 1: Foundation

• Set up 90-day renewal report in AMS
• Define priority tiers (Tier 1/2/3 criteria)
• Create email templates in your sending platform
• Set up text message templates (if platform supports)

Week 2: Automation

• Configure automated email triggers (90, 60, 30, 7, 0, +7 days)
• Build producer alert rules
• Set up pipeline dashboard (spreadsheet or AMS view)
• Configure commission tracking spreadsheet

Week 3: Process

• Train producers on Tier 1 coverage review process
• Train CSRs on Tier 2 handling
• Establish weekly pipeline review meeting (15 min Monday AM)
• Set remarketing criteria (>10% increase, client request, etc.)

Week 4: Launch & Measure

• Run first 90-day pipeline report
• Assign all current renewals to tiers
• Start touch sequences
• Track: retention rate, response rate, remarket rate, commission delta

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Next Step

Run your 90-day expiration report today. Count the policies. Multiply the premium by your average commission rate. That’s the revenue sitting in your pipeline right now. How much of it are you actively managing?

We build AI employees that run this entire renewal pipeline without you lifting a finger. Talk to Autoikigai.

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This document is part of the Insurance Agency Automation Series by Autoikigai. Last updated: May 2026