How to Add a New Prospect or Insured in Momentum AMS

How to Add a New Prospect or Insured in Momentum AMS
In Momentum AMS, creating a Prospect or Insured record is the first step in tracking leads, quoting, issuing policies, and managing ongoing client relationships. This record becomes the central hub for all related data — including opportunities, quotes, insured items, documents, notes, and tasks.

This article walks you through how to add a new Prospect or Insured, select the correct type, and enter the required details. It also explains best practices for checking for duplicates to keep your database clean and organized.

Step 1: Access the Add Prospect/Insured Tool

In the upper-left navigation bar, click the “+” (plus sign) icon.
From the dropdown menu, select Prospect/Leads or Insured.
- Tip: If you are adding a record that already has an active policy, you will still start here and select “Insured” status later in the process.

Step 2: Check for Existing Records

Before you begin entering any details, always check to make sure the Prospect or Insured does not already exist in the system. Duplicate records can cause problems with quoting, renewals, reporting, and carrier downloads.

Open the Add Prospect/Insured Screen
- Once you’ve selected Prospect from the “+” menu (Step 1), you will see the edit screen.
- At the very top of this screen, you can search for existing records before entering the name and other details.
Search for Possible Matches
- For Commercial: Search by Company Name and any variations (including DBAs).
- For Personal: Search by First Name and Last Name, and check for common variations such as:
  - “John Smith” vs. “Jonathan Smith”
  - “John C. Smith” vs. “Jonathan C. Smith”
If a Match Exists
- Open the existing record and continue work there instead of creating a new one.
If No Match is Found
- Proceed with entering the new record’s details.

Step 3: Select Prospect or Insured Type

You will be prompted to choose the record type:

Personal – Requires First Name and Last Name fields.
Commercial – Requires Company Name (optional DBA and Federal ID).
Life/Health – Group – Requires Company Name (optional DBA and Federal ID).
Life/Health – Individual – Requires First Name and Last Name.
Medicare – Requires First Name and Last Name.

The available name fields will change automatically depending on your selected type — for example, Personal or Individual types will prompt for First and Last Name, while Commercial or Group will prompt for Company Name.

Step 4: Enter Required Information

The required fields differ slightly between Commercial and Personal:

For Commercial:

Company Name (required)
DBA (Doing Business As) (optional)
Federal ID Number (optional but recommended for proper identification)

For Personal:

First Name (required)
Last Name (required)

Additional recommended fields for both types:

Phone Number (cell and/or business)
Email Address
Mailing Address

Step 5: Save the Record

Click Save to create the new Prospect or Insured profile.

Once saved, you will be taken to the Details page for that record.
From here, you can begin adding quotes, opportunities, insured items, documents, and other related data.

✅ Best Practice:
Always check for duplicates before creating a new Prospect or Insured. While Momentum AMS allows you to merge duplicate records later, preventing them from being created in the first place keeps your database cleaner, reduces clutter in search results, and helps avoid confusion in workflows like quoting, renewals, and reporting.