Every policy expiration surfaces 90 days out with automated notices, custom pipeline stages, and countdown timers. Track retention rates, spot at-risk accounts, and keep your book of business intact.
Due in 30 Days
34
+8
Due in 60 Days
51
Retention Rate
91%
+1.5%
At Risk
7
-2
What it is
Renewals are the lifeblood of an insurance agency, yet most management systems treat them as an afterthought — a report you run once a month and hope nothing slipped through. Insurstein surfaces every upcoming expiration 90 days before the effective date, assigns it to the responsible producer, and moves it through customizable pipeline stages. Automated notices go to producers and clients on your schedule. Retention rate tracking and loss analysis help you identify at-risk accounts before it's too late, and countdown timers on every policy make urgency visible at a glance.
Instead of running renewal reports and manually building spreadsheets, every upcoming expiration automatically appears in your pipeline at the 90-day mark. Producers see their renewal workload the moment they log in, with the most urgent expirations prioritized at the top.
Retention rate tracking shows your agency's renewal performance over time, broken down by producer, line of business, and carrier. Loss analysis flags accounts with deteriorating claims history so you can proactively address concerns before a client shops their coverage.
Core capabilities
Every policy expiration enters the renewal pipeline automatically at 90 days before the effective date.
No manual report pulling or calendar reminders needed. The system reads policy effective and expiration dates and surfaces each renewal at the configured lead time. Producers see their upcoming renewals the moment they hit the pipeline without anyone having to assign them.
Email notifications go to producers and clients on a configurable schedule as expiration dates approach.
Set up notice cadences — for example, 90-day, 60-day, and 30-day reminders to producers, and a 45-day courtesy notice to clients. Each notice includes the policy details, current premium, and a direct link to the renewal in the system.
Define your agency's renewal workflow with drag-and-drop stages that match how your team actually works.
Default stages include Not Started, Marketing, Quoted, Proposal Sent, and Renewed — but you can add, rename, reorder, or remove stages to match your agency's process. Drag renewals between stages as they progress, and filter the pipeline by stage, producer, or line of business.
Track renewal retention rates by producer, carrier, and line of business over any time period.
See your agency's overall retention rate and drill down to understand where you're losing business. Compare retention across producers to identify coaching opportunities, or across carriers to evaluate market partnerships. Historical trend lines show whether retention is improving or declining.
Accounts with claims activity, premium increases, or lack of engagement are flagged as at-risk before the renewal date.
The system considers claims frequency, loss ratio trends, and renewal engagement signals to flag accounts that may be at risk of non-renewal. Producers can prioritize these accounts for proactive outreach and retention conversations.
Visual countdown timers on every policy show exactly how many days remain until expiration.
Countdown timers appear on policy records, client profiles, and the renewal pipeline. Color-coded urgency — green for 60+ days, amber for 30-60, red for under 30 — makes it immediately clear which renewals need attention now versus next month.
What they don't do
Running a renewal report once a month and building a spreadsheet to track progress is error-prone and always out of date. A living pipeline with real-time status replaces static reports entirely.
When renewals are tracked in spreadsheets or calendar reminders, policies slip through and expire without action. Automatic 90-day surfacing ensures nothing is missed.
Typing individual renewal reminder emails to clients is tedious and inconsistent. Automated notices go out on schedule with the policy details already filled in.
Without systematic tracking, agencies don't know their retention rate until year-end — and by then, the lost accounts are gone. Real-time retention analytics surface trends as they happen.
Losing a client at renewal is frustrating, but losing them without warning is worse. At-risk flagging gives producers time to intervene before the client makes a decision.
When renewal ownership is ambiguous, accounts fall between the cracks. Every renewal is assigned to the servicing producer automatically based on the policy record.
What it takes off your plate
The system continuously monitors policy expiration dates and adds upcoming renewals to the pipeline at the configured lead time.
Renewal notices are sent automatically to producers and clients on your defined schedule — no manual reminders needed.
Each renewal's status is tracked through your custom pipeline stages, giving the entire team visibility into where every renewal stands.
Retention rates are calculated automatically based on renewal outcomes, broken down by producer, carrier, and line of business.
Days-until-expiration timers are computed and displayed on every policy, color-coded by urgency level.
Every renewal cycle — whether the policy was renewed, re-marketed, or lost — is logged to the client's history for long-term trend analysis.
A day in the life
8:00 AM
A producer logs in and sees 34 renewals due in the next 30 days. Seven are flagged as at-risk due to recent claims or premium increases. They prioritize those accounts for outreach first.
9:30 AM
An at-risk commercial account had two claims last year. The producer calls the client, discusses risk management improvements, and reassures them about the renewal process.
11:00 AM
A carrier returns a renewal quote for a restaurant's BOP policy. The producer drags the renewal from 'Marketing' to 'Quoted' in the pipeline and attaches the quote to the record.
2:00 PM
A roofing contractor's workers' comp policy expires in 45 days. The system automatically sends the client a courtesy notice with the current policy summary and the producer's contact information.
4:30 PM
The agency principal reviews the retention dashboard. Overall retention is at 91%, up from 88% last quarter. One producer's retention has dipped — a coaching conversation is scheduled.
Daily impact
Renewals Processed
Notices Sent
Retention Rate
At-Risk Resolved
Surface every renewal 90 days out, automate notices, and track retention rates so no policy expires without action.