Commercial Lines Workflows

Commercial Lines Goals and objectives regarding account management:

  1. Maintain our current client base by being intentional with the amount of time we dedicate to each client. 
  2. Being increasingly efficient with our process of maintaining existing accounts
  3. Applying appropriate policy fees to ensure adequate income generated per account. Our minimum income per agency bill account is $200
Agency Bill Invoicing and Payments
60 Day Guide One Renewal Process
60 Day Direct Bill Renewal Process
60 Day Agency Bill Renewal Process

Commercial account assignment:

The purpose of assigning accounts to different account managers is to ensure that accounts are being renewed and use our agency staff resources appropriately.  

Joan will focus on the accounts as follows:

  • Total account revenue under $1,500
  • Accounts assigned to her

Brian will focus on accounts as follows:

  • Total account revenue of $1,500 and more
  • Accounts assigned to him
  • Joan will assist him with these accounts
  • Processing invoicing
  • Processing renewal proposals/finance agreements
  • Compiling renewal applications
  • Processing policy changes

Joan – Workflows

1.Responsibilities and workflows

1.Review and renew policies and report to Brian

2.Agency Bill small commercial (Accounts assigned to House Commercial)

1.The report can be run here: Expiration Report 

1.You will need to be logged into Ezlynx before clicking the link to launch the report.

2.The Expiration Date “Start” and “End” dates will need to be changed to reflect a one-week period 60 days from the date of the report.  

3.See video

2.60 days out – sent a letter to the client asking for renewal info, email, and cell

1.Ask for a letter back in 10 days

2.Included stamped return envelope

3.How to use Letter Templates

1.video.

4.How to access the 60 Day Commerical Agency (and Direct) Bill renewal letters

1.video.

2.GuideOne 60 Day Renewal Letter

3.Follow up in 12 days if no replay with 2nd request letter

1.Don’t include a return envelope

2.Ask for a letter back in 5 days

4.Follow up in 7 days with a phone call, text, email.

1.Beaux will call House Commercial

2.Brian will call accounts assigned to him

3.Text and Email from Better Agency

5.As soon as data is received from the client

1.Update file as needed.

2.If changes to operations, then review with Brian for direction

3.If no change in operations, send any updates in payroll or receipts to the company and ask for a renewal offer

4.If we receive the updated client information after receiving the renewal offer from the insurance company, then ask the insurance company to

update

6.As soon as a renewal offer is received from the company (target is 30 days from renewal date)

1.Review for changes from expiration and present to Brian to sign off

2.Once Brian signs off,

3.Complete and gather necessary document and finance agreement if applicable

4.Send renewal package to the client via email

1.Renewal Proposal

2.See Video:

3.e-sign app

4.payment link

5.finance agreement (if applicable)

5.All policies have an agency fee of $200

7.Once all documents and payments are received

1.Send applications to carrier asking to bind and CC Brian

2.Send Finance agreement to finance company and CC Brian

3.Follow up for binder and invoice the next day

4.Send company invoice to finance company

5.Invoice policy

6.Send agency invoice form to Beaux

7.Update certificate of insurance if only dates and forward to client

1.If revising limits, get Brian to sign off first, then send to client

8.Follow up for the policy 

9.Send policy to the client (email or mail)

8.Agency Bill large, no action at this time

9.Direct Bill and download

1.Monitor policies:

1.For renewal – renewals should be received 45 days prior or email underwriter

2.If renewal increased by 12% or $250 then review with Brian for instruction or approach other carriers

2.Direct Bill and does not download

1.Monitor renewals in Ezlynx – check for renewal from the insurance company

1.LWCC – login into LWCC to view renewal

1.If renewed, update Ezlynx and download the current dec to Ezlynx

2.If not renewed, contact underwriters

2.Travelers mono-line policies

1.If renewed, update Ezlynx and download the current dec to Ezlynx

2.If not renewed, contact underwriters

3.TPI

3.Entering policy details into Ezlyxn for Commerical Clients:

1.Commercial General Liability policies

4.Click HERE for a list of our Commerical Companies and details about Agency Bill vs Direct Bill companies.

Commercial Campaigns - EZlynx Setup