Skip to content

Annual Portfolio Review Pack

Example prompt: "A month before each client's annual review meeting, put together a pack covering every policy we hold for them, premium and claims history, and any gaps we can see in their cover compared to the rest of their sector. Email me the pack so I can prep for the meeting."

The Problem

The producer has thirty annual review meetings booked over the next quarter. The pack each meeting needs — every policy on cover with insurer, premium, period of cover, renewal date, claims history, and a view on what covers are missing compared to comparable clients in the sector — is half an hour to two hours of preparation per client, and the meetings that go best are the ones where the producer walked in already knowing the client is missing a cyber policy or has not replaced the directors-and-officers cover they let lapse two years ago. The meetings that drift are the ones where the producer walks in with last year's notes and ends up confirming what is already on cover rather than having a useful conversation about gaps.

How GloriaMundo Solves It

We build a workflow that runs every Monday and finds review meetings booked in the producer's calendar 28 to 35 days out. An integration step reads the client's policies from the Policies register and pulls every line on cover. A further integration step reads the claims register for the last three years of claims activity. A code step computes premium history (this year vs last year vs three years ago) and identifies the sector the client sits in. An LLM step performs a gap analysis — for a manufacturing client without product liability that flags; for a professional services firm without professional indemnity that flags; for a hospitality client without employment practices liability that flags. An integration step assembles the pack as a Google Doc filed in the client's /Review folder, and a Gmail step sends the producer the pack with a one-line note. Glass Box preview shows the pack and the gap analysis before any of it is filed or sent.

Example Workflow Steps

  1. Trigger (scheduled): Every Monday at 7am.
  2. Step 1 (integration): Read the producer's Google Calendar for the next 35 days, filtered to events tagged or titled with 'Annual Review' or 'Portfolio Review'.
  3. Step 2 (code, gate): Filter to events 28 to 35 days out (this gives the producer a month to act on the pack). Dedupe on (client_id, review_meeting_date) against a 'Review Packs Log' tab so the same meeting does not get a duplicate pack drafted on a subsequent Monday.
  4. Step 3 (integration): For each qualifying meeting, read the 'Policies' register filtered to client_id and status 'On Cover'. Read the 'Claims' register for the same client over the last three years.
  5. Step 4 (code): Compute premium history per line of cover (current renewal vs last vs three years ago), aggregate claims by year, and flag any line where premium has moved by more than 25% year-on-year for the producer to be ready to explain.
  6. Step 5 (llm): Sector-aware gap analysis — read the client's primary trade from the register, compare the cover set against a sector baseline, and flag missing covers with a one-line rationale (e.g. "no Cyber on a client processing card payments — usually a starter package on this turnover sits at £600 to £900 a year"). The output is a deliberate, conservative list — do not invent gaps the client has consciously declined in prior years (read the Declined Covers tab if it exists).
  7. Step 6 (integration): Assemble the pack as a Google Doc in the client's /Review folder — one page with a portfolio summary table, a claims summary, the premium-history flags, and the gap-analysis list. Persist drive_pack_link to the Review Packs Log row.
  8. Step 7 (integration): Save a Gmail to the producer with the pack link and a one-line summary. Post a digest in #review on Slack listing the week's review packs that have been drafted, so the producer can review the batch in one pass.
  9. Step 8 (integration): Flip the Review Packs Log row to status 'Drafted'.

Integrations Used

  • Google Calendar — read the producer's calendar to surface the review meetings due in the 28-to-35-day window
  • Google Sheets — the Policies register, the Claims register, the Declined Covers tab, the Review Packs Log
  • Google Drive — the per-client /Review folder where the assembled pack is filed
  • Google Docs — the assembled review pack document
  • Gmail — the producer notification email with the pack link
  • Slack — the weekly #review digest

Who This Is For

Commercial brokers running an annual review programme with their book — typically firms with at least 100 commercial clients on books who have moved beyond the "just renew it" cycle and into a relationship-management mode where the review meeting is the primary cross-sell and retention moment of the year. Also fits in-house risk and insurance managers preparing for an annual board-level risk review.

Time & Cost Saved

A producer preparing thirty review meetings by hand typically loses fifteen to thirty hours a quarter to pack assembly, and the gap-analysis quality is uneven because the producer is doing it from memory rather than against a baseline. This workflow turns it into a two-to-five-minute pack review per client, and the standardised gap analysis lifts cross-sell conversion in the review meetings by surfacing covers the producer would not have raised under time pressure. The pack quality is consistent across the book regardless of which producer is taking the meeting.