Discuss your projectEvery renewal queued by date with an owner, client documents collected through a portal, and carrier commission statements matched to policies. It runs around the agency management system your team already works in.
Illustration of a renewal management application built by Baybloom for an insurance agency: policies due, quotes out to carriers, and bound renewals, with documents tracked per account.
Principals and operations leaders at independent insurance agencies, brokers, and advisory firms. The agency management or core system holds policies and accounts; the workflow around it, from quote request to renewal to commission, is tracked by hand. We build the operational software around the core system, not the core system itself.
The workflow
The steps we see most often in this kind of operation.
What we build
Queue every upcoming renewal by date with an owner, tasks, and document requests, so account managers work the book instead of a spreadsheet.
Track each submission across carriers with status, premiums, and follow-ups in one record, so producers see where every quote stands.
Import carrier statements, match them to policies and producers, and list exceptions, so finance resolves discrepancies instead of rebuilding the reconciliation by hand.
Let clients upload applications and loss runs, download certificates and policy documents, and sign forms without emailing the agency.
Capture certificate of insurance requests from clients and third parties, route them for review, and issue them from agency management data.
Report new business, retention, and pipeline by producer and line from connected records, so principals see the health of the book.
Your first release
How the work runs
We start with the people doing the work and the systems around it, then write down the first release: what it includes, what it leaves for later, the integration decisions, and the acceptance criteria. Nothing is built until that scope is agreed.
We build in releases you can review as the work takes shape, using realistic data. Every release carries tests, a security review, and documentation. Integrations are tested against real records, with exceptions visible.
Your team receives the documentation, the runbooks, and the training to run the system, and we stay on for continued engineering when you want it.
Scope and price
Every project is priced from a written scope. These are the factors that move it most.
The integration options of the agency management system, from full APIs to scheduled exports, determine how much policy and client data syncs automatically.
Every carrier sends commission statements in its own layout, so the number of carriers shapes the matching rules and testing involved.
Internal queues are contained, while client portals add secure sign-in, document permissions, and design for clients and third parties.
State regulations, carrier agreements, and the agency’s own policies shape where data is stored, how it is retained, and how access is logged.
Independent insurance agency
Independent agencies commonly track renewals in a spreadsheet column, and a renewal can slip when the person who watches that column is away. A first release builds a renewal queue from Applied Epic or HawkSoft: every policy by expiration date, an owner, the tasks to complete, and a client portal for the documents the renewal requires. Managers see upcoming renewals and who is handling each one. Carrier commission statements matched to policies, with exceptions listed, make a practical next phase.
Deeper in this industry
Questions
What leaders in this industry ask us first.
No. The agency management or core system stays the record of policies and accounts. We build the operational software around it and connect to it.
What the system may hold, where it runs, and who may see it are agreed in writing before anything is built, to your compliance requirements.
Yes, in a later release. Statements are captured and matched to policies, and exceptions are listed for a person to resolve.
We start with the workflow that has the most manual work and the clearest owner, usually renewals or intake.
Premium payments run through the carrier’s billing or a licensed payment provider, which holds the funds and the card or bank details. The operational software links to that process, records payment status against the policy, and prompts follow-up when a payment is outstanding.
Where a carrier offers downloads or data feeds, those are used on a schedule. Where a portal is manual only, the workflow tracks the submission and captures the carrier’s response as a document, so the record stays complete while staff keep working in the portal.
Yes. Producers, teams, and offices are part of the data model from the start, with permissions by office and book. Adding an office means setting up its users and rules, and its business appears in the same queues and reports as everyone else’s.