AI Guides / Insurance Broking

AI and automation for insurance broking businesses

A brokerage is a renewal book, and the book leaks in one place: the passive renewal, rolled over without a review, that holds right up until the year the premium jumps and the client shops. The fix is cadence — review before renewal, remarket on triggers, evidence filed as you go — and most of the machinery is inside JAVLN Platform and JAVLN Officetech.

Start at step one. Stop whenever you like — nothing below is needed for anything above it to work.

Start at step one Done this before? Jump to all 11 jobs

Prices checked by hand 27 July 2026 · nobody pays to be listed here

The whole page, in order

Week 1 · free$0

Switch on the renewals dashboard and automated reminders in your BMS, with every renewal visible 60 days out and the prescribed-notice timeline built in.

Software: JAVLN, Officetech, Insight, or WinBEAT renewals

Week 2$0

Set remarket triggers: any renewal with a premium movement past your threshold, or a client not reviewed in two years, gets a review call — not a rollover.

Software: Your broker-management system’s review and requote tools

Week 3$0

Turn on email-to-file capture so client correspondence lands against the right record automatically. Your audit evidence builds itself from now on.

Software: Microsoft 365 plus your BMS email-to-file feature

Week 4 · measure$0

Count renewals reviewed versus rolled, remarkets triggered, and gaps identified per client. Only then decide whether anything needs building.

Software: BMS renewal and activity reports

Step one · start here

What your current insurance broking software may already include

On JAVLN Platform, JAVLN Officetech, these are settings, not another subscription — check your plan includes them. On something else, search its help centre for the same feature name.

Extra software cost

$0*

if included in your plan

Hours back per month

≈20

Task 1

JAVLN Platform → Renewals dashboard with automated reminders

saves ≈8 hrs/mo

Why it matters

Every renewal, deadline and status in one view, with automated reminders and the 14-day renewal-notice compliance built into the workflow — the difference between managing the book and being surprised by it. Ships as a dashboard most teams still shadow with a spreadsheet.

What to do

Open the official guide below. In JAVLN Platform, find “Renewals dashboard with automated reminders”. Follow the guide once, switch it on for one real job or customer first, and check that it did exactly what you expected before using it everywhere.

Open the official product page ↗

Half a day · $0 extra if included in your current plan

Task 2

JAVLN Officetech → Outlook email-to-file capture

saves ≈7 hrs/mo

Why it matters

Client emails and attachments saved into the right client file automatically via conversation matching — the audit trail that otherwise depends on every staff member filing every email correctly, forever.

What to do

Open the official guide below. In JAVLN Officetech, find “Outlook email-to-file capture”. Follow the guide once, switch it on for one real job or customer first, and check that it did exactly what you expected before using it everywhere.

Open the official product page ↗

2 hours · $0 extra if included in your current plan

Task 3

JAVLN Officetech → Consent and compliance evidence tracking

saves ≈5 hrs/mo

Why it matters

Renewal and expiry tracking tied to documented consent, with exportable audit history and 7-year retention — producing a complete evidence trail in minutes when an audit or dispute asks for it.

What to do

Open the official guide below. In JAVLN Officetech, find “Consent and compliance evidence tracking”. Follow the guide once, switch it on for one real job or customer first, and check that it did exactly what you expected before using it everywhere.

Open the official product page ↗

Half a day · $0 extra if included in your current plan

Different software? The same switch usually exists under another name.

Step two · first workflow to implement

JAVLN, Officetech, Insight, or WinBEAT renewals: Review every renewal 60 days out.

The renewal that gets a review call retains; the one that gets an invoice shops. A standing 60-day cadence off the renewals dashboard — even a fifteen-minute call — is the highest-return hour in broking.

Do this in order

1. Open the renewals dashboard in JAVLN, Officetech, Insight, or WinBEAT and show every renewal due in the next sixty days.
2. Create review tasks at sixty, forty-five, and thirty days, assigned to a named broker rather than a shared queue nobody owns.
3. Require the broker to record reviewed, remarketed, renewed, or lost, plus the reason, before the renewal can leave the list.
4. Use a test client or an internal policy record and confirm the tasks, reminders, correspondence, and final outcome all land on the correct file.

Typical size

every renewal

Setup

Half a day

What to use

JAVLN, Officetech, Insight, or WinBEAT renewals

JAVLN Platform · On quote ↗JAVLN Officetech · On quote ↗Insight / WinBEAT · On quote ↗

Buy or build: Already paid for

How you know it worked

Count it in week one, then count the same thing again in week four. If the number did not move, stop spending.

Keep this implementation simple

Use the steps above with the software you already have. Test the workflow on your own phone before adding another product or paying someone to build around it.

Step three · keep going without adding complexity

Once step two works, take the next three jobs in this order.

One at a time. Finish it, test it on real work, then start the next.

JAVLN, Officetech, Insight, or WinBEAT requotingTypical size≈10 triggered/mo

Remarket on triggers, not on complaints

A premium movement past your threshold triggers a remarket before the client sees the invoice — using the risk information already stored against the policy — instead of after they ring upset.

Setup effort: 1 day

JAVLN, Officetech, Insight, or WinBEAT export + checklistTypical size≈1 gap per 5 clients

Mine the book for the missing policy

Every client's coverage sits in your system next to what similar clients hold: the business pack without cyber, the fleet without management liability. A quarterly gap pass over the book is new business at zero acquisition cost.

Setup effort: 1 week

JAVLN, Officetech, Insight, or WinBEAT claim status + Make.comTypical sizeper settled claim

Ask at the claims moment

A well-handled claim is the highest-trust moment you will ever have with a client. A settled claim triggers two things a fortnight later: a review of remaining cover, and a referral ask — and neither currently happens on purpose.

Setup effort: 1 week

Step four · only once the first three are running

These are useful, but they are not the place to begin.

The first point where paying for a build makes sense — once the earlier steps are running.

JAVLN, Officetech, Insight, or WinBEAT diary automationTypical size≈lost book, trailing 24 months

Re-quote the ones that left

Clients lost on price twelve months ago are due a renewal with whoever undercut you — and premiums rarely stay down. A diary note at their anniversary with last year's risk details on file is the easiest win-back in the industry.

Setup effort: 1 week

Does this look familiar?

These are the problems the named tools above are meant to remove.

Review every renewal 60 days out

Remarket on triggers, not on complaints

Mine the book for the missing policy

Ask at the claims moment

Re-quote the ones that left

File the email without filing the email

After thirty days

Four numbers. If they have not moved, stop and do not spend another dollar.

Number one

Review every renewal 60 days out

Write down the current monthly number before you switch anything on. Compare it with the same number after thirty days.

Number two

Remarket on triggers, not on complaints

Count it the same way in week one and week four. Do not change the definition halfway through.

Number three

Renewals dashboard with automated reminders

Use the history inside your existing software to count how often the automation actually ran.

Number four

Hours given back

Ask the person doing the work now. They will know before a dashboard does.

Every other figure here is a typical size. These four are yours.

Reference

All 11 jobs for insurance broking, in order of what they return.Open ↓

Wins work

Review every renewal 60 days out with JAVLN

Typical size: every renewal
Buy or build: Already paid for · JAVLN, Officetech, Insight, or WinBEAT renewals
Effort: Half a day

Remarket on triggers, not on complaints with JAVLN

Typical size: ≈10 triggered/mo
Buy or build: Already paid for · JAVLN, Officetech, Insight, or WinBEAT requoting
Effort: 1 day

Mine the book for the missing policy with JAVLN

Typical size: ≈1 gap per 5 clients
Buy or build: Small build · JAVLN, Officetech, Insight, or WinBEAT export + checklist
Effort: 1 week

Ask at the claims moment with JAVLN

Typical size: per settled claim
Buy or build: Small build · JAVLN, Officetech, Insight, or WinBEAT claim status + Make.com
Effort: 1 week

Re-quote the ones that left with JAVLN

Typical size: ≈lost book, trailing 24 months
Buy or build: Small build · JAVLN, Officetech, Insight, or WinBEAT diary automation
Effort: 1 week

Saves hours

File the email without filing the email with Officetech email capture

Outlook capture puts client correspondence and attachments against the right record automatically — the compliance chore that consumes an admin day per week done as a by-product of reading mail.

Typical size: 7 hrs/mo
Buy or build: Already paid for · Officetech email capture
Effort: 2 hours

Produce the audit pack in minutes with Officetech compliance exports

Consent history, renewal notices, FSG delivery, advice records — exported per client with immutable timestamps, instead of a week of reconstructing evidence from inboxes.

Typical size: 5 hrs/mo, spiking at audit
Buy or build: Already paid for · Officetech compliance exports
Effort: Half a day

Chase debtors on a schedule with BMS debtor management / Xero

Premium funding and direct invoices chased at 7, 14 and 30 days automatically, with your largest accounts excluded because those need a phone call.

Typical size: 6 hrs/mo
Buy or build: Already paid for · BMS debtor management / Xero
Effort: Half a day

Enter the risk once, quote it everywhere with BMS multi-quote

Single-entry multi-quote against connected insurer platforms — one risk profile, compared terms — instead of rekeying the same client into three portals.

Typical size: 6 hrs/mo
Buy or build: Already paid for · BMS multi-quote
Effort: 1 day

Draft the renewal summary from the record with BMS data + document templates

The client-facing renewal comparison — expiring versus offered terms, premium movement, what changed — assembled from policy data into your template, with the broker's advice written by the broker.

Typical size: 5 hrs/mo
Buy or build: Small build · BMS data + document templates
Effort: 1 week

Answer the team's questions once with ChatGPT Team

Which insurer writes what, appetite quirks, process steps, where things are filed — one internal place to ask, loaded from your own procedures, never from client data.

Typical size: 4 hrs/mo
Buy or build: Buy · ChatGPT Team, $25/user
Effort: 2 days

The stack

The tools named, priced, and judged.

Tools named in this guide, what each one is for, its price, and the verdict.
Tool	What it is for	Price	Verdict
Broker management systemJAVLN Platform	Policy lifecycle, renewals dashboard, multi-quote, trust accounting and claims in one cloud system.	On quote ↗	The strongest cloud-native option in AU/NZ, but a BMS migration is a year of your life — if you're on Insight or WinBEAT and it works, exhaust its automation before you shortlist a move. Pricing is unpublished; get your per-user number in writing.
Document & compliance hubJAVLN Officetech	Email capture, document filing, workflows and audit-ready compliance evidence inside Microsoft 365.	On quote ↗	Works with Insight and WinBEAT too, not just JAVLN's own platform — which makes it the rare add-on worth pricing without changing your BMS. The value is entirely in adoption: half-used, it's just another filing system.
Broker management systemInsight / WinBEAT	The established AU BMS incumbents most brokerages already run.	On quote ↗	If you're on one, the playbook above mostly still applies — renewals lists, diary triggers and exports exist even where the interface is dated. The honest question is whether your team uses what's there, not whether the software is modern.
ProductivityMicrosoft 365	The environment your BMS and compliance tooling assume — Outlook, Word, Excel, and the templates your documents generate from.	From $12.60/user ↗	You have it. The unglamorous win is template discipline: one current renewal-letter template, one FSG, one advice record — versioned, not seventeen copies on desktops.
AccountingXero	The brokerage's own books — trust accounting stays in the BMS.	$35/mo ↗	Keep the line clean: trust money lives in the BMS and is audited there; Xero runs the business. Confusing the two is how audits go bad.
Phone & messagingOpenPhone	A brokerage number with shared inbox and a searchable message trail.	$19/user ↗	The message log doubles as evidence, which matters in this industry. Skip if your phone system already gives you shared visibility and export.
AutomationMake.com	Claim-moment triggers, win-back diaries and renewal-summary assembly around the BMS.	$9/mo ↗	Client data in scenarios means every scenario is a privacy and compliance decision — names and dates for triggers, never financial detail in third-party tools without assessment. Few and auditable.
AssistantChatGPT Team	Internal procedure and insurer-appetite questions from your own documents.	$25/user ↗	Loaded with your procedures it earns its keep. It never sees client financial data and it never drafts advice — advice is a licensed activity and the liability is yours, not the tool's.

Do not bother

Three things not to buy yet.

AI-generated advice documents.

Statements of advice and renewal recommendations are licensed financial advice with your authorisation on the line. Automate the data assembly and the formatting; the advice is written by the person whose licence it is.

A client-facing quoting chatbot.

A quote without the disclosure, consent and needs-analysis process isn't a shortcut, it's a breach. Capture the enquiry, route it to a broker inside the compliant workflow.

Buying lead lists while the book sits unmined.

The gap analysis, the claims-moment referral and the lost-client anniversary all convert at multiples of any purchased lead, because those people already know you. Acquisition spend comes after the book is worked, not instead of it.

Sources