Insurance agency renewal software that starts every renewal 120 days out.
A proposed renewal layer that sits beside your agency management system: a pipeline of every policy coming up, X-dates for prospects, a remarketing workflow that pre-fills submissions from the declarations page, and reminders that get premiums paid before a carrier sends a notice.
Reply within one business day · Written scope and fixed price before any work starts
A proposed product shown with illustrative designs and demo data. We deliver it today as a custom build on our engines.
Status as of November 2026. How we label products
Policies renewing
412
$1.94M premium
Renewal offers in
167
Increase over 15%
38
Not yet reviewed (<60 days)
9
Accounts needing a decision
| Insured | Line · carrier | Expires | Change | Status |
|---|---|---|---|---|
| Maple Ridge Dental LLC | BOP · Harborline Mutual | Jan 14 | +27% | Remarket |
| D. & L. Whitaker | Home · Keystone P&C | Dec 30 | +18% | Client review booked |
| Carver Landscaping | Comm auto · Atlas Casualty | Jan 2 | +9% | Renew as is |
| J. Alvarez | Auto · Bayfront Insurance | Dec 19 | Offer pending | Not reviewed |
Today
- 6 accounts reach 60-day triggerAssigned to K. Brooks
- Harborline renewal file imported14 offers
- J. Alvarez under 30 days, unreviewedEscalated
Fields extracted
46
Verified
41
Needs check
5
Expiring premium
$6,840
From the declarations page
| Field | Extracted value | Found on | Verified by | Status |
|---|---|---|---|---|
| Business personal property | $350,000 | Page 2, line 4 | K. Brooks | Verified |
| Building limit | Not covered | Page 2, line 3 | K. Brooks | Verified |
| Property deductible | $2,500 | Page 2, line 9 | - | Check: page shows $2,500 / $5,000 wind |
| Professional liability endorsement | Dental - 1 provider | Page 4 | - | Check endorsement form |
Prospects with X-dates
286
Calls due this week
24
Text consent on file
61%
Quoted from X-dates (YTD)
142
Upcoming
| Prospect | Line | X-date | Producer | Status |
|---|---|---|---|---|
| Harbor View Bakery | BOP + WC | Feb 1 | M. Ortiz | Call due Nov 18 |
| T. & S. Gallagher | Home + auto | Jan 22 | R. Patel | Texted (consent on file) |
| Blue Fin Charters | Marine | Jan 9 | M. Ortiz | Call overdue |
| L. Kim | Auto | Feb 12 | R. Patel | No text consent - call only |
In short
Agenbord Intake for Insurance Agency Renewals is a proposed renewal and remarketing workspace for independent property and casualty agencies. It reads policies from Applied Epic, HawkSoft or EZLynx, builds a renewal pipeline by expiration date, tracks prospect X-dates, pre-fills remarket submissions from declarations pages and sends payment reminders. It is a concept delivered as a custom build that works beside your AMS, not instead of it.
What slows independent p&c agencies down today.
Renewals surface when the carrier notice does
The renewal offer with a 22% increase lands 30 days before expiration. There's no time to remarket properly, the client is upset, and the account manager quotes two carriers in a rush or not at all.
Remarketing means retyping the dec page
To shop a homeowners or commercial package, someone keys coverages, limits, deductibles, drivers, vehicles and locations from the current declarations page into a rater or carrier portal. It takes most of an hour per account, so only the loudest clients get shopped.
X-dates are collected, then forgotten
Producers ask every prospect when their policy renews, write it down, and then the date passes. The prospect renews with their current agent because nobody called 60 days before.
How the work flows through the system.
Each workflow runs on one shared record, so nobody re-types numbers between steps.
Renewal pipeline from 120 days out
AMS → account manager → producer → client
- Policies expiring in the next 120 days are read from the AMS each night and placed in the pipeline by line, carrier and premium.
- At the agency's trigger points (for example 120, 90 and 60 days) the account manager reviews the account and marks it renew-as-is, review with client, or remarket.
- When the carrier's renewal premium arrives, the change versus expiring is calculated; increases above the agency's threshold move the account to remarket automatically.
- Client review meetings are booked from the pipeline, and outcomes are written back to the AMS as activities.
Remarket submission pre-filled from the dec page
Account manager → AI extraction → account manager → carriers
- The account manager uploads the current declarations page or opens it from the AMS attachment.
- Coverages, limits, deductibles, endorsements, scheduled items, drivers, vehicles and locations are extracted into the agency's remarket form, each field linked to where it was found on the page.
- The account manager checks every field against the page, corrects any misreads, and confirms underwriting questions with the client.
- The confirmed data is used in the agency's comparative rater or carrier portals; quotes received are logged side by side for the client conversation.
- The licensed agent recommends; the outcome (renewed, moved, lost) is written back to the AMS.
X-dates and premium payment reminders
Producer → system → prospect or client
- Producers record a prospect's X-date and consent preference; the system schedules the call 60–75 days ahead and assigns it.
- Prospects who gave written consent can receive a text or email reminder; others get a call task only.
- For agency-billed accounts, installment reminders go out before each due date with a payment link; direct-bill clients get a reminder with their carrier's payment page.
- Missed payments raise a task for the account manager before the carrier's cancellation timeline begins.
What's included in Agenbord Intake for Insurance Agency Renewals.
Renewal pipeline
Every policy expiring in the next 120 days, by line, carrier, premium and stage, with trigger dates set by the agency.
Rate change watch
Renewal premium versus expiring per policy, with a threshold that moves big increases into remarketing.
Remarket workspace
Pre-filled submission data, client underwriting confirmations and a side-by-side quote log per account.
Dec page extraction
Reads declarations pages into structured fields, each linked to its location on the page for checking.
X-date tracker
Prospect expiration dates with call scheduling, producer assignment and conversion reporting.
Payment reminders
Agency-bill installment reminders with payment links and direct-bill nudges to the carrier's payment page.
AMS sync
Reads policies and writes activities back to Applied Epic, HawkSoft or EZLynx where API access is granted; export-based otherwise.
Consent records
Per-person, per-channel consent with source and date, and opt-outs honored everywhere.
Retention reporting
Retention by line, carrier and account manager, and premium won and lost through remarketing.
AI that does specific jobs and shows its work.
Every AI feature is tested on your own records before it's switched on, and a person approves anything that moves money or goes to a customer.
Declarations page extraction
Reads personal auto, homeowners, BOP and commercial auto dec pages and pre-fills the remarket form, citing the line on the page for each value. Limits: it pre-fills; an account manager verifies every field before anything is quoted. It does not recommend coverage or carriers - licensed agents do. We measure it on a sample of your own dec pages, by carrier, before switching it on.
Renewal change summary
Compares the renewal offer with the expiring policy and lists what changed: premium, deductibles, endorsements added or removed. Limits: it lists differences for the account manager to review; it does not interpret policy language.
Who it's for and who it isn't.
A good fit if you are
- Independent P&C agencies with 1,500+ policies in force across personal and small commercial lines
- Account managers who track renewals from AMS reports, Outlook flags and a spreadsheet
- Agencies with an active X-date prospecting program that lives in a CRM nobody updates
- Teams remarketing a growing share of renewals after rate increases
Probably not the right fit if you are
- Captive agents whose carrier provides the renewal tooling
- Agencies happy with the renewal workflows already inside their AMS or an add-on they own
- Commercial-only brokerages whose renewals need a full underwriting submission and broker-market workflow
Designed around the rules you work under.
Plain-English notes, not legal advice. Software supports your compliance process; it doesn't replace your attorney, CPA or compliance lead.
GLBA privacy, enforced through state insurance law
The Gramm-Leach-Bliley Act's privacy provisions reach insurance producers, but for insurance they are implemented and enforced by state insurance regulators, many using the NAIC Privacy of Consumer Financial and Health Information Regulation (Model 672). The build keeps client nonpublic personal information in access-controlled storage with an audit log. NAIC Model 672 (PDF) · BCLP summary.
State insurance data security laws
A growing number of states have adopted the NAIC Insurance Data Security Model Law (#668), which requires licensees, including agencies, to keep an information security program. The system is designed to support those programs with role-based access, encryption and logging; your agency's program and state law govern. NAIC adoption map (PDF).
TCPA consent for X-date and renewal texts
Marketing texts and prerecorded or artificial-voice calls to prospects need prior express written consent, and numbers on the National Do Not Call Registry have extra protection. X-date reminders are therefore sent by text only where written consent is recorded. 47 CFR 64.1200.
What exists today and what's being built.
Reused from our production engines
Capabilities of the engine this edition is built on.
- Scheduled reminders with payment links, running in production
- Digital payment collection with auto-reconciliation
- Shared messaging inbox with an AI assistant
- AI assistant over company data
Built for your project
Scoped and delivered as a custom build.
- Applied Epic, HawkSoft and EZLynx data sync
- Renewal pipeline, rate change watch and remarket workspace
- Declarations page extraction for personal and small commercial lines
- X-date tracking with TCPA consent records
- U.S. SMS and email reminder channels
Connects to the systems you already run.
Systems we integrate with
Named platforms are examples we build against through their public APIs - not partnership claims.
How it compares - honestly.
Established products are often the right answer. Here's when each one is the better choice.
| Product | What it is | The better choice when |
|---|---|---|
| AgencyZoom (Vertafore) | Sales and retention automation for P&C agencies, with renewal pipelines, X-date tracking and integrations with several AMS platforms. | You want a packaged pipeline tool your producers can start using this month and its AMS integration covers yours. |
| Applied Epic with Indio (Applied Systems) | Applied's agency management system with digital applications and renewal data collection through Indio. | You run Applied Epic and prefer to stay in one vendor's suite, with Applied support behind it. |
| Your AMS's built-in renewal tools (HawkSoft, EZLynx) | Most AMS platforms include renewal lists, activities and client communication features. | Your renewal volume is modest and the main gap is discipline, not tooling - configuring what you already pay for is cheaper. |
What it costs, up front.
Renewal workflows are a concept delivered as a custom build beside your AMS. Price depends mainly on how your AMS exposes data, the lines of business covered by dec page extraction and the reminder channels.
Renewal pilot
From $8k
Nightly renewal pipeline from AMS exports, trigger dates, rate change watch and email reminders for one office.
3–5 weeks
Production renewals
$20k–$45k
Adds API sync with your AMS, dec page extraction for personal lines, remarket workspace, X-dates and payment reminders by text and email.
2–3 months
Multi-office agency
$45k+
Several offices or acquired books on different AMS platforms, commercial lines extraction, retention analytics and admin tools.
Phased
Independent P&C agencies: common questions.
Does this replace Applied Epic, HawkSoft or EZLynx?
No. Your AMS stays the system of record for policies, clients and accounting. This is a renewal and remarketing workspace that reads from the AMS and writes activities and outcomes back, so the AMS stays complete.
How does it get data out of our AMS?
Through the vendor's API where your agency can obtain access, or through scheduled report exports where it can't. We confirm which route is available for your AMS and plan during a paid discovery, before quoting the build.
Can the AI read any carrier's declarations page?
Dec page layouts vary by carrier and line. We test extraction on your own sample of pages for your main carriers and show you which fields it reads reliably. Every extracted field is checked by an account manager before it is used.
Will it quote carriers or recommend coverage?
No. It prepares and organizes data; your licensed agents use their comparative rater and carrier portals, and they make recommendations to clients.
Can we text prospects about their X-date?
Only where the prospect has given prior express written consent, which the system records. Without it, the X-date becomes a call task for the producer, and Do Not Call rules still apply.
Is this available today?
It is a concept. The reminder, payment-link and AI assistant components run in production on our recurring billing engine; AMS sync, the renewal pipeline and dec page extraction are built for your agency.
Sources
- NAIC - Privacy of Consumer Financial and Health Information Regulation (Model 672)
- BCLP - Key concepts in privacy law for insurance carriers: GLBA
- NAIC - Insurance Data Security Model Law (#668) adoption map
- eCFR - 47 CFR 64.1200, TCPA delivery restrictions
- AgencyZoom - AMS integrations
Regulatory notes are plain-English summaries, not legal advice.
Concept
Want Agenbord Intake for Insurance Agency Renewals built for your business?
Send us your workflow and the systems you use. We'll reply within one business day, then a free 30-minute call, then a written scope with a fixed price - including an honest view on whether an off-the-shelf product would serve you better.
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