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Policy Renewal Check-In · Insurance Agencies

Reach every insured before renewal with a “what's changed?” email

Each week it finds policies renewing in 30–60 days and drafts line-specific check-ins. The producer approves the batch; nothing gives coverage advice.

Available now $99 one-time · never renewsIncluded in Enterprise
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Free account to start. Buying and running live need a paid plan.

  • Runs on a schedule
  • 2 AI steps
  • A person approves before it acts
  • About 25 min to set up

Sound familiar?

The job, before and after this agent.

What it feels like today

  • “We find out about the new teen driver after the renewal has already gone through.”
  • “Producers mean to call every renewal, but the book is too big.”
  • “Writing a check-in for each policy line takes longer than it should.”

What you get with the agent

  • Policies renewing in your window found weekly from your book-of-business sheet, up to 50 per run
  • Line-specific questions: drivers and vehicles, property changes, payroll and revenue, claims
  • Cancelled, non-renewed and do-not-contact policies skipped
  • Producer approval on every batch, then a final check that blocks coverage advice and price talk
  • A HubSpot follow-up task, the row marked Sent and a weekly summary for the producer

Before

Renewals roll over quietly, and the insured mentions the home renovation only after a claim.

After

A month or two before renewal, each insured gets a short check-in about what's changed for their line, and the producer has a HubSpot task to follow up.

How it works

The whole workflow, step by step.

Every Monday the agent reads the book-of-business sheet you export from your agency management system (up to 50 policies per run). For each policy renewing in the next 30–60 days without a recent check-in, AI drafts a short email asking about the changes that matter for that line: drivers and vehicles, property changes, payroll and revenue, claims. It skips anyone noted as cancelled, non-renewed or do-not-contact. The whole batch waits for the producer's approval. Each approved email then gets a final check that stops any coverage advice or price talk, and is sent with replies to your agency inbox. The agent also creates a HubSpot follow-up task, marks the row in the sheet and emails the producer a summary. It drafts and organises for a licensed producer to approve. It makes no coverage decision and gives no advice, and it doesn't connect to your agency management system directly.

  1. TriggerMondays at 8:00
  2. App callRead your book of business
  3. LogicCheck the renewal dates
  4. LogicEach policy due
  5. AI stepDraft the check-in (or skip)
  6. Human approvalProducer approves the batch
    • Approved:Each approved check-in
    • Rejected:Batch not approved
  7. OutputBatch not approved
  8. LogicEach approved check-in
  9. AI stepFinal check on the wording
  10. LogicCheck before sending
  11. LogicSend it?
    • Passes:Email the check-in
    • Held:Held
  12. OutputHeld
  13. OutputEmail the check-in
  14. App callFind or add the insured in HubSpot
  15. App callCreate the producer's follow-up task
  16. App callMark the row as checked in
  17. LogicCount what happened
  18. OutputEmail the summary to the producer

This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.

  1. Step 1Mondays at 8:00Runs every Monday morning, after you've refreshed the book-of-business export in the sheet. Set your time zone on the trigger: “today” and the renewal window are counted in that zone.
  2. Step 2Read your book of businessReads the book-of-business sheet you export from your agency management system: one row per policy with the insured, email, line, carrier, renewal date and notes.
  3. Step 3Check the renewal datesIn code, not AI: works out the days to each policy's renewal in your time zone and keeps only policies renewing in 30–60 days whose “Check-in sent” cell is blank or over 120 days old. Change the window here (within.min / within.max).
  4. Step 4Each policy dueRepeats the draft step for every policy the date check kept (up to 50 per run, to stay inside the run's AI budget).
  5. Step 5Draft the check-in (or skip)AI drafts a short email asking about the changes that matter for that line (drivers, property, payroll, claims), or skips the policy when the notes say not to contact. The renewal window was already checked in code.
  6. Step 6Producer approves the batchAll of this week's check-ins wait in Reviews together. The producer edits any email, sets send to false on any that shouldn't go out, and approves the batch; nothing is sent before that.
  7. Step 7Batch not approvedRejected batches are kept in the run history; nothing was sent.
  8. Step 8Each approved check-inRepeats the wording check, the code checks, the email, HubSpot task and sheet update for every draft in the approved batch.
  9. Step 9Final check on the wordingAI reads each approved email for coverage advice, coverage statements and price promises only — stating the renewal date, asking what changed and inviting a call are fine. It must quote the exact sentence it objects to.
  10. Step 10Check before sendingIn code: still marked to send, exactly one valid email, a row number, a subject and a body with no placeholders left — plus the wording check's verdict. Anything that fails is held, with the reason.
  11. Step 11Send it?Emails that pass every check are sent; the rest are held and listed in the summary with the reason.
  12. Step 12HeldSkipped by the AI, set to not send by the producer, or stopped by a check; the reason is in the run history and the summary.
  13. Step 13Email the check-inSends the approved check-in to the insured from your workspace's sender, with replies going to your agency inbox.
  14. Step 14Find or add the insured in HubSpotCreates the insured's HubSpot contact, or updates the one with the same email, so the follow-up task has a record to sit on.
  15. Step 15Create the producer's follow-up taskAdds a HubSpot task on the insured's contact, due in a week (computed in code), so the producer follows up on the answers before renewal.
  16. Step 16Mark the row as checked inWrites “Sent” and today's date in the row's “Check-in sent” column, so the policy isn't contacted again next week.
  17. Step 17Count what happenedIn code, not AI: sorts every approved draft by what really happened — sent (email, task and sheet update ran), skipped, held (with the reason) or failed — and lists the policies outside the window.
  18. Step 18Email the summary to the producerSends the run summary (sent, held, skipped, not due) — counted in code — to the producer or account manager.

Example run

What goes in, and what comes out.

Example with fictional data

Comes in

A fictional personal auto policy renewing in 42 days, no check-in sent, no notes.

The agent produces

Draft asking whether there are new drivers or vehicles, changes in commute or garaging, or any accidents since last year. Approved in the weekly batch, sent, HubSpot task created and the row marked Sent.

What you need

Everything it takes to run it.

About 25 minutes from purchase to live. A checklist above the canvas takes you through each step.

Plan

Included in Enterprise; on other paid plans it's $99 once. Agents run live on paid plans, from Basic ($39/mo).

Your AI key

Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.

Apps

Checklist

  • A paid plan (agents run live on paid plans).
  • An AI provider key (Settings → AI Providers).
  • Google Sheets and HubSpot, connected in Settings → Integrations.
  • Your upcoming renewals in a Google Sheet (one row per policy, with a renewal date, an email and a “Check-in sent” column).

Setup, about 25 minutes

  1. Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
  2. Connect Google Sheets. Connect the Google account that can open your book-of-business spreadsheet (Settings → Integrations → Google Sheets).
  3. Connect HubSpot. Connect the HubSpot account where your producers work (Settings → Integrations → HubSpot).
  4. Add your agency details. Open “Draft the check-in (or skip)” and replace the placeholder with your agency name, sign-off and anyone not to contact. The 30–60 day window is set in “Check the renewal dates”.
  5. Pick your book-of-business sheet. Open “Read your book of business” and “Mark the row as checked in”, pick the account, spreadsheet and tab in each, and enter the letter of your “Check-in sent” column.
  6. Pick HubSpot and the task owner. Open “Find or add the insured in HubSpot” and “Create the producer's follow-up task”, pick your HubSpot account in each and choose who owns the tasks.
  7. Add your inbox and the summary recipient. Open “Email the check-in” and enter your agency inbox for replies, then “Email the summary to the producer” and enter who gets it.
  8. Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
  9. Switch the trigger on. Open the trigger, set your time zone (renewal days are counted in it) and switch the schedule on. It runs every Monday at 8:00, so refresh the renewals export before then.

Is it a fit?

Who it's for, and what it won't do.

Built for

  • Independent insurance agencies
  • Personal and commercial lines producers
  • Account managers handling renewals for a book of business

What it doesn't do

  • It drafts and organises for a licensed producer to approve. It makes no coverage decision and gives no coverage advice; it only asks what has changed.
  • It doesn't remarket, quote, rate or renew policies, or predict premiums.
  • It doesn't connect to Applied, HawkSoft or other agency management systems directly: it reads the sheet you export.
  • It never emails an insured before the producer approves the batch.
  • It doesn't read the insured's reply: replies come to your inbox and the HubSpot task reminds the producer to follow up.
  • It skips rows whose renewal date it can't read (they're listed in the summary), and handles up to 50 policies due per run.

We list the limits up front so you can decide before you buy.

Price

$99 one-time

Per workspace. It never renews.

Available now
  • Included at no extra cost on Enterprise.
  • Buying and running it live need a paid plan, from Basic ($39/mo).
  • Dry Run costs nothing: simulated AI and app calls, nothing sent.
  • AI usage is billed by your own provider, at cost. No AI credits to buy from us.
Get this agent See how it works

One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy

FAQ

Questions about Policy Renewal Check-In.

Could it say something about coverage?

It drafts and organizes for a licensed producer to approve, and only asks what has changed. A final check stops any email that talks about coverage, limits or price, and the producer approves every batch.

Does it connect to our agency management system?

Not directly. Export upcoming renewals from Applied, HawkSoft, EZLynx or similar to a Google Sheet before the Monday run.

Does it read the insured's reply?

No. Replies go to your agency inbox, and the HubSpot task reminds the producer to follow up. It doesn't remarket, quote or renew policies.

What's the setup and cost?

About 25 minutes with Google Sheets and HubSpot. It's a one-time purchase that never renews that writes the check-ins your producers mean to send. Live runs need a paid plan and your own AI key; Dry Run is free.

What should the sheet look like?

One row per policy, exported from your agency management system (Applied, HawkSoft, EZLynx…) or kept by hand: Policy number, Insured, First name, Email, Line, Carrier, Renewal date, Producer, Notes and an empty “Check-in sent” column the agent fills in. Column names can vary; the date check looks for a renewal or expiration column. Dates like 2026-11-20, 11/20/2026 or November 20, 2026 all work.

How is the 30–60 day window worked out?

In code, not by the AI: the agent counts the days from today (in your trigger's time zone) to each renewal date, and only policies inside the window reach the AI. To use another window, open “Check the renewal dates” and change within.min / within.max.

Does it connect to my agency management system?

Not directly. Export your upcoming renewals to the Google Sheet before the Monday run. If you keep policies in Salesforce, export a report to the sheet.

Does it give coverage advice or remarket the policy?

No. It only asks the insured what has changed. A final check stops any email that talks about coverage, limits or price (stating the renewal date is fine), and the producer approves every batch.

Is this a subscription?

No. Policy Renewal Check-In is a one-time purchase of $99 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.

Can I test it before it touches real data?

Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.

Put Policy Renewal Check-In to work.

Free account, no credit card. Your Agents page opens with Policy Renewal Check-In ready to buy and set up, then Dry Run it before it goes live.

Get this agent See how it works