New Business Pipeline Management

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

Overview

The New Business Pipeline Management workflow ensures every lead is captured, evaluated, engaged, and either converted into a policy or properly closed out. Momentum AMS supports this process through Prospect records, Opportunities, Quotelinq integration, and detailed task/communication tracking.

Assess New Business Lead

Purpose: Capture and evaluate new leads to focus on opportunities that align with agency goals.

AMS Steps:

Option 1: Use Quotelinq (Momentum CL Rating)
- Go to Momentum AMP → Momentum CL Rating.
- Choose Commercial Lines or Personal Lines quoting type.
- Enter all required risk and contact info to complete the quote.
- Submitting creates a Prospect record and Policy record in Momentum AMS.
- If the insured already exists, the system matches to their record; otherwise, it creates a new one.
Option 2: Manual Prospect Creation
- From the global “+” Add New Entry button, select Prospect.
- Search for existing records to avoid duplicates.
- Enter details:
  - Prospect Type (Commercial or Personal)
  - Insured/Business Name
  - Contact Info (address, phone, email)
  - Industry classification
  - Lead source and tags (e.g., “Referral,” “Web Form”).
- Save to create the record.
Evaluate Lead Fit:
- Check if it’s within agency appetite (line of business, premium thresholds).
- If not qualified → set to Disqualified or Archive.
Create Opportunity:
- From the Prospect record, click Opportunities → Add New.
- Complete: Opportunity Name, Line of Business, Expected Close Date, Stage (New Lead), Assigned Agent.
Set Follow-Up Task: Assign to the producer/CSR with due date.
Add Notes: Document lead context or concerns.
Save and notify the assigned team member.

Engage with Prospective Customer

Purpose: Make first contact and begin tracking engagement.

AMS Steps:

Open the Opportunity Record.
Choose a communication channel: phone, email (send directly from AMS), or SMS (if enabled).
Log the interaction in Notes or Activity History with date/time and summary.
Update Opportunity Stage → Contacted.
Create a Task for next step (e.g., follow-up email in 2 days).
Use tags to categorize status (Left Voicemail, Email Sent).

Document Customer Interactions

Purpose: Maintain complete records for visibility and collaboration.

AMS Steps:

Open the Prospect or Opportunity record → Notes tab.
Add details: type of contact, summary, next steps, objections, special needs.
This history is available to all team members for context.

Present Value Proposition

Purpose: Show the agency’s unique value aligned to client needs.

AMS Steps:

Review Prospect details and carrier options in AMS.
Prepare tailored talking points.
Hold meeting or call.
Add Note in Opportunity: capture discussion, objections, outcome.
If moving forward: Update Stage → Quoted or Proposal Sent.
Set Task for next step.

Qualify New Business Lead

Purpose: Confirm the lead is worth pursuing and meets appetite.

AMS Steps:

Review Prospect and Opportunity info.
Check fit with appetite (LOB, premium, geography).
Confirm submission is complete (apps, loss runs, dec pages).
If good fit → advance to quoting.
If not → Stage = Disqualified or Archived. Add Note and tag (Unqualified Lead).

Assign New Business Lead

Purpose: Ensure opportunities are distributed to the right producer.

AMS Steps:

Open unassigned Prospect or Opportunity.
Review details: LOB, premium, territory, tags.
Assign an Agent via Assigned Agent field.
Save changes.
Notify via Task or Internal Note.

Manage Sales Pipeline Progression

Purpose: Keep pipeline current for accuracy and forecasting.

AMS Steps:

Click Pipelines →Opportunities Overview.
Review tasks, notes, communications.
Update Opportunity Stage (Contacted, Quoted, Proposal Sent).
Update Expected Close Date.
Add new Notes and Tasks.

Intervene in Stalled Sales Process

Purpose: Re-engage aged opportunities or close them out.

AMS Steps:

Filter for Opportunities with no activity in 14+ days or old close dates.
Review interaction history.
Take action: follow-up, escalate, or close out.
Add Note with intervention details.
If lost → Stage = Closed Lost, with Reason for Loss (pricing, competitor, timing).

Process Policy Purchase

Purpose: Transition won opportunities into bound policies.

AMS Steps:

Confirm purchase: signed docs, effective date, premium.
Update Opportunity Stage → Closed Won. Enter Premium and Close Date.
Create Policy: from Prospect/Opportunity, click Add Policy, enter carrier, dates, premium, LOB.
Configure Billing: Select billing type, installments, payment method.
Upload signed docs to Documents tab.
Add closing Note summarizing.

Manage Policy Declination

Purpose: Close out declined or unresponsive opportunities cleanly.

AMS Steps:

Filter for Quoted/Proposal Sent with no activity 14+ days.
Make final outreach attempt.
If declined: Stage = Closed Lost. Enter Reason for Loss.
Add Note with summary.
Tag as Declined or Unresponsive.
Archive or recycle into marketing lists if still viable.

✅ Outcome: Following this pipeline workflow in Momentum AMS ensures all leads are logged, tracked, and worked systematically. The agency gains better visibility, improved close rates, and more consistent sales performance.