AI Guides / insurance-broking
Practical ways to save time, capture more enquiries, and use the tools you already have.
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.
Written for an owner who has never set up a single one of these things. Start at step one, which is free and takes an afternoon, and stop whenever you have had enough — nothing further down is needed for anything above it to work.
Prices checked 27 July 2026 · no affiliate links on this page or any other
The whole page, in order
Software: JAVLN, Officetech, Insight, or WinBEAT renewals
Cost note: Included in your existing broker-management system
Software: Your broker-management system’s review and requote tools
Cost note: Included in your existing broker-management system
Software: Microsoft 365 plus your BMS email-to-file feature
Cost note: Included only if both current subscriptions support the connection
Software: BMS renewal and activity reports
Cost note: No additional software
Step one · start here
If you already use JAVLN Platform, JAVLN Officetech, these features are settings inside those products, not another subscription. Your current plan still needs to include the feature. If you use something else, skip that card and search your software’s help centre for the named feature before you buy anything.
Extra software cost
$0*
if included in your plan
Hours back per month
≈20
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
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
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
If your software is not named above, the equivalent switch often still exists. Search its help centre for the exact feature name before you buy another tool.
Step two · first workflow to implement
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
Typical size
every renewal
Setup
Half a day
What to use
JAVLN, Officetech, Insight, or WinBEAT renewals
Route: 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.
Do not want to set it up yourself?
In Speed to Lead. Or take the Diagnostic before hiring anyone.
Step three · keep going without adding complexity
Do not start all three at once. Finish one, test it on real work, then move to the next card.
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.
1 day · In Speed to Lead
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.
1 week · We do it · $1,900
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.
1 week · We do it · $1,200
Step four · only once the first three are running
This is the first point where a real build may be worth paying for. The earlier steps need to be working before you add it.
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.
1 week · We do it · $1,200
What this page is automating
Almost everything above is a computer sending a message at a moment when nobody was going to send one. That is it. No robot and no replacement for professional judgement.
If you already use one of the products named in step one, those cards are settings inside that product. If you do not, skip the card. This page is not claiming that you already own it.
It is
A message going out because a call, date or status changed.
It is not
Something that decides what to charge or replaces professional judgement.
It is
A reminder sent from records your business already keeps.
It is not
A replacement for you, your trade, or the people who know the work.
Does this look familiar?
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
Number one
Write down the current monthly number before you switch anything on. Compare it with the same number after thirty days.
Number two
Count it the same way in week one and week four. Do not change the definition halfway through.
Number three
Use the history inside your existing software to count how often the automation actually ran.
Number four
Ask the person doing the work now. They will know before a dashboard does.
Every figure on this page is a typical size, not a measurement of yours. These four are the numbers that are actually about your business.
Reference · come back to this
Nothing here is urgent and nothing here is a starting point. It is the complete set for this business, in rough order of what it returns, with the tool, effort, and done-for-you route on every row.
Wins work
Saves hours
The stack · prices checked
Broker management system
Policy lifecycle, renewals dashboard, multi-quote, trust accounting and claims in one cloud system.
Verdict: 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 hub
Email capture, document filing, workflows and audit-ready compliance evidence inside Microsoft 365.
Verdict: 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 system
The established AU BMS incumbents most brokerages already run.
Verdict: 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.
Productivity
The environment your BMS and compliance tooling assume — Outlook, Word, Excel, and the templates your documents generate from.
Verdict: 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.
Accounting
The brokerage's own books — trust accounting stays in the BMS.
Verdict: 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 & messaging
A brokerage number with shared inbox and a searchable message trail.
Verdict: The message log doubles as evidence, which matters in this industry. Skip if your phone system already gives you shared visibility and export.
Automation
Claim-moment triggers, win-back diaries and renewal-summary assembly around the BMS.
Verdict: 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.
Assistant
Internal procedure and insurer-appetite questions from your own documents.
Verdict: 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
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 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.
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
Do it yourself
Use the official links, do one card at a time, and count the result after thirty days.
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