Overview
The renewal process in Momentum AMS ensures that clients maintain continuous coverage while minimizing agency churn. This workflow guides you from identifying policies due for renewal through issuing the renewed policy, all while tracking communication, quoting, and payment.
Step-by-Step Renewal Workflow in Momentum AMS
1. Identify Policies Due for Renewal
On the left navigation click on the Renewal Center in Momentum AMS.
Apply filters based on business type:
Large Commercial Lines: Begin 90 days before expiration
Small Commercial Lines: Begin 60 days before expiration
Personal Lines: Begin 30–45 days before expiration
Optional filters:
Premium Increase % (to prioritize large hikes)
Opportunity Stage (to sort by workflow progress)
2. Send the Renewal Questionnaire
- Use your agency’s Renewal Questionnaire Template.
- Open QuoteLinq:
From the Renewal Center List click Actions → Rate → QuoteLinq
- In QuoteLinq, choose Send via Email or Send via SMS, attach the Renewal Questionnaire Template, and personalize the message.
- Set a clear deadline in the message (e.g., “Please reply by MM/DD”).
- Back in the Opportunity, update Opportunity Stage to: Send/Receive Policy Renewal Questionnaire.
3. Create the Renewal Opportunity
In the Renewal Center, click Actions > Add Opportunity.
Link the opportunity to the expiring policy.
Set a Renewal Target Date and assign the appropriate Agent or CSR.
Set Opportunity Stage to:
Review Customer Requirements
Click Save Changes
4. Track Renewal Status
On the policy record, add a Note:
“Renewal process initiated – Questionnaire sent on [date]”Set a Task to follow up in 7 days if no response is received.
5. Follow Up if No Response
Filter your Opportunities for:
Stage:
Send/Receive Policy Renewal QuestionnaireSent 5+ days ago with no reply
Send a follow-up email (use your template).
Call the insured if still no response. Log the outcome (spoke, left VM, requested extension).
Add a Note to the Opportunity summarizing follow-up efforts.
Once received:
Update Opportunity Stage to:
Annual Policy Review(for simple renewals)Present Proposal/Provide Renewal Confirmation(if ready to bind)
Upload the completed form to the Documents tab.
6. Review the Policy Renewal Response
- Open the completed form from the Opportunity’s Documents tab.
- Check for:
Changes to operations, drivers, or property
New coverage requests or recent losses
- Based on the responses, determine the next path:
Endorsement Management → if only minor changes are needed.
Rewrite and Policy Review Coordination → if the account requires significant rewriting or marketing.
Renew as Expiring → if no major changes are needed, continue on the standard renewal path.
- Add a summary Note under the Notes tab documenting the client’s responses and your decision.
7. Choose How the Renewal Will Be Processed
IVANS Carrier Download
Momentum automatically creates the renewal term.
Old policy marked Renewed, new term marked Renewing (changes to Active on effective date).
Quote-Based Renewals
Visible under the Quotes Received section of the insured.
Manual Renewals
From the Insured’s profile, go to the expiring policy.
Select Actions > Renew Policy to create a new term.
Or choose Actions → Clone as Quote.
- This will not actually renew the policy.
- It will create the renewal term and copy all items from the previous term.
- This will be saved under Quotes → Quotes Received
- New ACORD forms can then be generated from this renewal term.
- This is especially useful if the MGA requires new applications before offering renewal terms.
Manual Direct Bill
Use Generate Transaction to calculate agency and agent commissions.
No receivables or payables created — only commission recorded.
8. Process the Policy Renewal Payment
- Access the Policy
From Renewal Center or the Opportunity Pipeline, open the expiring policy and confirm you’re on the correct insured/policy/term.
- Check for Existing Quote
If a renewal quote exists: Quote → Actions → Convert to Policy.
Enter new Policy Number and click Create Policy.
- For policies that no existing quote exists
Open the expiring policy → Actions → Renew Policy
- Update Policy Number (if applicable)
- Update Carrier (if applicable)
- Update MGA (if applicable)
- Enter Premium (exclude taxes and fees)
- Click Renew Policy
Go to Billing → Actions → Edit Endorsement/Fee.
Enter premium, taxes, and fees.
Confirm commission rate/splits are correct.
Click Generate Transaction to create receivables/payables.
Click Save → Save and Create Invoice for Receivables and Issue Payment for Payables and Net Agency Commissions.
- Invoice and Collect Payment
Create invoice: Documents → Invoices/Receipts
Record payment (Take Payment) or send via integrated payment platform.
- Update the Opportunity
Stage = Request to Bind once invoice/payment is requested.
Stage = Bound / Won once payment received and/or carrier confirms binding.
- Document the Transaction
Add Note with amount, date, method, carrier confirmation.
Upload supporting docs (invoice, receipt, binder/dec page, endorsements).
Direct Bill Reminder: For direct bill renewals, only generate a commission-only transaction; no receivables/payables are created. Update the Opportunity once the carrier confirms binding.
9. Issue the Renewed Policy
Confirm issuance with the carrier.
Download and upload any documents:
Declarations Page
Endorsements
Add documents to the Policy → Documents → Files.
Email documents to the insured (optional: send via WebMail or mail hard copy).
Finalize the Opportunity Stage:
Bound / WonLost(if declined)Abandoned(no client response)Complete/Auto-Renewal(if renewal was automatic)
Add a final Note with:
Date issued
How it was delivered
Final status/outcome
Related Workflows
This renewal workflow integrates with:
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