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The Problem: Independent Agencies vs. Summer Renewals

For independent agencies handling small commercial lines, renewal season is brutal. August is packed with vacation delays, data collection bottlenecks, and mounting submission prep. Each policy may only yield a modest commission, but still demands 6–10 hours of staff time to renew (Vertafore, Applied Systems).

With hundreds of renewals piling up, agencies often fall behind—risking client churn, rushed quotes, and lost revenue. Retention suffers too: firms without proactive renewal workflows report rates as low as 75–80%, vs. 93–95% for tech-enabled peers (Reagan Consulting, McKinsey).

On the other side of things, clients can be hard to reach in the summer, which slows down the intake of required renewal info. To make matters worse, commercial accounts require more data, customization, and sometimes layered markets or specialty carriers.

The Solution: AI for Commercial Renewals

A conversational AI assistant built for commercial insurance automates the time-consuming, repetitive steps in the commercial renewal process. It engages clients early, gathers documents, sends reminders, triages submissions, and provides 24/7 support—without human chasing or manual follow-up. Here's how it works using our product, Olivo, as an example:

1. Pre-Renewal Information Gathering

An AI assistant can proactively reach out to commercial clients via email, SMS, or chatbot to complete information collection. Olivo can collect updated business information such as revenue, number of employees, new equipment, and so on. It can ask pre-underwriting questions such as if there have been any changes in operations or risk exposures. Finally, AI virtual assistants can gather documents. Even when contacting client by phone, Olivo can send an SMS with a link to upload financials, certificates, and other important paperwork.

2. Automated Reminders & Follow-Ups

AI virtual assistants can send polite, timely reminders to clients who haven't submitted required documents. These reminders can be triggered based on policy renewal dates and client responsiveness. For example, if one client typically takes 2 weeks to respond to your emails, Olivo can be programmed to send alerts ahead of time.

3. Instant Pre-Qualification & Triage

AI can help triage commercial submissions by identifying missing information, flagging risks that require specialist handling, and routing to the appropriate broker or underwriting partner.

4. 24/7 Client Access

With staff on vacation, an AI virtual assistant can still answer client questions about renewal timelines. Additionally, during the renewal process, intelligent AI like Olivo have the specialized knowledge which allows them to provide guidance on required documents. Finally, clients can book meetings with their broker when needed using various calendar integrations, further reducing back-and-forth.

5. Back-Office Integration

Speaking of integrations, modern AI assistants can be integrated into CRM platforms–like Salesforce or Applied Epic–Document management systems, Email, and scheduling tools.

Example Workflow for AI powered Commercial Renewals

Step 1: AI scans CRM for policies renewing in 90–120 days

Step 2: Sends personalized emails asking clients to update info
Step 3: Gathers docs, flags issues, and routes complete submissions
Step 4: Sets reminders or meeting links for brokers
Step 5: Keeps clients informed and engaged without human follow-up

The Benefits for Independent Agencies

  • 1
    Faster Submissions: AI collects business info, financials, and risk data via email, SMS, or chatbot—weeks before staff return from vacation.
  • 2
    No More Chasing: Smart reminders keep clients engaged and files moving forward—automatically.
  • 3
    Better Retention: Timely outreach, cleaner submissions, and proactive service reduce the risk of client fatigue or defection.
  • 4
    More Quoting Time: With intake automated, producers can focus on advising clients and exploring better market options.
  • 5
    Lean Operations: Agencies cut down on manual hours—essential when policy commission doesn't justify heavy labor investment.

The Bottom Line for Independent Agencies

Conversational AI helps agencies do more with less – a must in small commercial business where margins are thin, but service expectations remain high.

Interested in trying Olivo out for yourself? Let's talk.

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About Koïos Intelligence

Founded in 2017, Koïos Intelligence's mission is to empower the insurance and financial industry with the next generation of intelligent and customized systems that are supported by Artificial Intelligence, statistics and operational research. Combining the knowledge of our lead experts in Insurance, Finance and Artificial Intelligence, Koïos is developing new technologies that redefine the interactions between insurers, brokers and customers.