New Business Contact Management

OS165 Momentum Recommended Process This is our preferred, tested workflow to ensure accuracy and efficiency in Momentum AMS.

Overview

The New Business Lead Management workflow in Momentum AMS provides a structured way to capture, evaluate, and advance new leads through the sales process. By leveraging Quotelinq/Ratelinq and the Opportunity tools in AMS, agencies can ensure leads are logged properly, qualified against appetite, and moved into quoting with accurate documentation.

Step 1: Assess and Enter New Business Leads

Purpose: Capture lead submissions (website forms, referrals, lead vendors, cold calls) and log them properly in AMS.

Where in AMS:

For quoting workflows → Momentum AMP → Momentum CL Rating (Quotelinq).
For manual entry (when you already have quotes/docs) → Click ➕ then Prospects/Leads.

Process:

Start in Quotelinq (Recommended):
- Navigate: Momentum AMP → Momentum CL Rating.
- From the Quote Linq tab, select quoting type: Commercial Lines or Personal Lines.
- Complete the risk and contact information.
- When submitted, AMS will automatically:
  - Create a Prospect record.
  - Create the linked Policy/Quote record.
  - Match to existing insureds if found (avoiding duplicates).
Manual Prospect Creation (if not quoting immediately):
- Top of left navigation: Click ➕ then Prospects/Leads.
- Complete intake fields: Name, Contact Info, Business/Industry Type, Source.
- Save Prospect. From the Prospect Details Page, you can now add:
  - Documents Tab: Upload loss runs, dec pages, driver lists.
  - Notes Tab: Record intake context (e.g., “Lead from website – BOP + Auto interest”).
- Apply Tags like “New Lead” or “Prospect Intake” for tracking.

Step 2: Create and Manage Opportunities

Purpose: Organize leads into trackable sales records with stages and follow-up.

Where in AMS:

Prospect record → Opportunities tab → Click Add New to the right of Opportunity List.

Process:

Enter: Opportunity Name, Line of Business, Expected Close Date, Opportunity Stage (default “New Lead”), and Assigned Agent.
Save Opportunity.
Add a Task for follow-up (e.g., “Call back 10AM tomorrow”).
Use Notes to document context from intake.

Step 3: Engage with the Prospect

Purpose: Initiate and log first contact to advance the lead.

Where in AMS:

Prospect record → Opportunity → Notes/Activity .

Process:

Choose method: Phone, Email (from AMS), SMS (if enabled), CRM integration.
Log the interaction in Notes/Activity History: Type, Date/Time, Summary (e.g., “Left voicemail about GL quote”).
Update Opportunity Stage to “Contacted.”
Add a follow-up Task (e.g., “Email loss run request in 2 days”).
Tag if needed (e.g., “Voicemail Left,” “Initial Email”).

Step 4: Document All Customer Interactions

Purpose: Maintain a complete communication history for transparency and handoff.

Where in AMS:

Prospect or Opportunity record → Notes or Activity History.

Process:

Click Add Note and record:
- Type (phone, email, meeting).
- Who initiated it.
- Key discussion points, objections, or follow-up items.
Assign to another team member if action is required.
Save so it appears in the prospect timeline.

Step 5: Present Value Proposition

Purpose: Demonstrate the agency’s value beyond pricing.

Where in AMS:

Opportunity record → Notes (to log meeting outcome).

Process:

Prepare: Review Prospect needs + available carrier programs.
Meet/Call: Present service advantages, carrier options, and success stories.
Log outcome: Add a Note summarizing what was presented, objections, and next steps.
Update Opportunity Stage to “Quoted” or “Proposal Sent.”
Create follow-up Task for proposal delivery or next meeting.

Step 6: Qualify or Disqualify the Lead

Purpose: Ensure agency time is spent only on leads that fit carrier appetite and agency strategy.

Where in AMS:

Prospect → Opportunity record.

Process:

Review details: Contact info, line of business, premium expectations, business type.
Compare to agency appetite: Carrier markets, geography, class of business, minimum premium.
Decide:
- Qualified: Proceed to quoting workflow. Assign producer/CSR, set tasks.
- Unqualified: Change Opportunity Stage to Disqualified or Archived, add a Note (e.g., “Outside appetite – artisan contractors”), and apply a tag like “Unqualified Lead.”
Communicate internally: Use internal notes or tasks to alert teammates to avoid duplication.

✅ Outcome: By following this structured workflow in Momentum AMS, every lead is captured, evaluated, and advanced (or disqualified) with clear records, ensuring an efficient pipeline and higher close ratios.