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Policy Renewal Cycle

Example prompt: "Every Monday at 8am, find every policy renewing in the next 60 days. Pull last year's premium and any claims, draft the renewal-terms email to the client, chase at 30 and 14 days, and flag anything still open inside 7 days in #renewals on Slack so it doesn't lapse."

The Problem

A broker's renewal book is a rolling calendar of obligations — the property policy that renews on the 18th, the fleet that lapses end of next month, the cyber that the client thought we had cancelled but had not. The renewal letters, the chase notes, the broker-of-record fights, the last-minute MTA queries — every one of them is on someone's desk somewhere, and the case that bites is the policy that lapsed because the renewal terms covering email sat in drafts over the Easter weekend and the client thought the cover was sorted. The 60-day, 30-day, 14-day rhythm only works if someone is actually walking the calendar every Monday and writing the letters.

How GloriaMundo Solves It

We build a workflow that runs every Monday morning. An integration step reads the Renewals Pipeline sheet and finds every row with a renewal_date in the next 60 days. A code step bands each renewal by days_to_renewal — band 60 (terms send), band 30 (first chase), band 14 (second chase), band 7 (red alert). For each band-60 row, the workflow pulls last year's premium, the claims history from the Claims tab, and any mid-term adjustments from the MTA tab, and an LLM step composes the renewal-terms covering email naming the line of cover, the comparison against last year, and the action the client needs to take. An integration step saves it as a Gmail draft to the client. Bands 30 and 14 draft a chase note. Band 7 fires a #renewals red alert. Every chase is logged with a (policy_id, band) idempotency key so the same band-30 chase does not redraft every Monday for the four weeks it sits in the band. Glass Box preview shows every draft and every alert before any of them reach the client or the office.

Example Workflow Steps

  1. Trigger (scheduled): Every Monday at 8am.
  2. Step 1 (integration): Read the 'Renewals Pipeline' tab of the broker's Google Sheet, filtered to rows where renewal_date is within the next 60 days and status is not 'Bound' or 'Lost'.
  3. Step 2 (code): For each row, compute days_to_renewal in calendar days and bucket into a band — 60, 30, 14, or 7.
  4. Step 3 (code, gate): Dedupe on (policy_id, band) against the 'Renewals Chase Log' tab; a row already logged at this band halts; otherwise write a provisional row with status 'Allocating' before any drafting step.
  5. Step 4 (integration): For band-60 rows, look up last year's premium and broker's commission from the Policies tab, the claims history from the Claims tab for this client_id, and any mid-term adjustments from the MTA tab. Save the assembled comparison to a Drive doc.
  6. Step 5 (llm): Compose the renewal-terms email for band 60 — names the line of cover, compares the proposed premium against last year, summarises any claims activity, and asks the client to confirm any changes to the risk before we go to market. For bands 30 and 14, compose a chase note that references the original terms email and asks for the client's decision.
  7. Step 6 (integration): Save each composed email as a Gmail draft to the client. Persist gmail_draft_link to the provisional Chase Log row.
  8. Step 7 (conditional + integration): For band-7 rows, post a red alert in #renewals on Slack tagging the account handler, naming the client, the policy number, the renewal date, and a link to the most recent draft. Persist slack_alert_ts to the provisional Chase Log row.
  9. Step 8 (integration): Post the Monday renewal-pipeline digest in #renewals on Slack — counts by band, the band-7 names called out, and the band-60 list for the account handler's review.
  10. Step 9 (integration): Flip the provisional Chase Log row's status from 'Allocating' to 'Drafted'.

Integrations Used

  • Google Sheets — the Renewals Pipeline, Policies, Claims, MTA, and Chase Log
  • Google Drive — the assembled renewal comparison doc per policy
  • Google Calendar — the renewal-date events the workflow reads against (optional, if the broker maintains a renewal calendar)
  • Gmail — the renewal-terms draft and the chase notes
  • Slack — the Monday digest and the band-7 red alerts

Who This Is For

Commercial and SME broker desks running a renewal book in Google Sheets or a similar lightweight system, where the 60-30-14 rhythm depends on a producer or account handler remembering to walk the calendar every Monday and where a missed renewal costs a client relationship as well as the year's commission.

Time & Cost Saved

A producer walking a renewal book of 80 to 150 active policies typically loses Monday morning to pulling the list, looking up last year's premium and claims for the band-60 rows, and writing the renewal-terms emails and chase notes by hand — three to four hours a week, plus the lapse risk on the cases that do not get reached. This workflow puts the drafts and the band-7 red alerts in front of the account handler within minutes of 8am Monday, and Monday morning becomes a 20-minute review pass. The lapse rate on the renewal book drops, and the commission on the cases that previously lapsed pays for the platform several times over.