xDate Management

Overview

The xDate Management workflow ensures your agency tracks upcoming policy expirations, uses that data for proactive marketing, executes timely outreach, and seamlessly transitions prospects into quoting opportunities.

Track Policy Expiration Dates (xDates)

Purpose: Build and maintain a database of upcoming expirations to drive renewal marketing and quoting.

AMS Steps:

• Navigate to Prospects → Select Record.

• Enter the policy expiration date (xDate) under:

  • Opportunities tab (if an opportunity is open), or

  • Additional Info section (if just a prospect record).

• Include the line of business if known (e.g., WC, GL, Auto).

• Create a Task or Reminder:

  • Example: “Reach out 60 days before renewal”.

• Optionally apply a Tag (e.g., “xDate – July” or “Renewal Watch”) or use a Custom Field for reporting.

• Save the record so the xDate is searchable in Prospects/Opportunities filters for future campaigns.

Conduct Strategic Marketing for Renewals

Purpose: Use xDate data to launch marketing campaigns targeting policies expiring soon.

AMS Steps:

• Go to Prospects → Filters or Opportunities → Filters.

• Search for xDates within the next 30–90 days.

• Save this as a Marketing List / Campaign Segment.

• Create campaign content (emails, call scripts, SMS) focused on:

  • Renewal rate changes

  • Coverage improvement opportunities

  • Access to new carriers

• Launch the campaign via Momentum Automation Center or connected CRM.

• Log all marketing efforts in Notes or Tasks.

• Set follow-up reminders for producers or CSRs.

Conduct Outreach for Policy Expirations

Purpose: Execute direct outreach before renewals to stay competitive and win opportunities.

AMS Steps:

• From your X-Date list or saved campaign list located on left navigation menu, focus on those expiring in 30–60 days.

• Choose an outreach method (phone, email, or SMS).

• Review current coverage and offer to shop for better rates or options.

• Log each outreach attempt in the Prospect or Opportunity → Notes section.

• Set a follow-up Task if no immediate response.

• If contact is made and a quote is requested:

  • Update the Opportunity Stage to “Quoted” or “Proposal Sent”.

• Ensure the xDate, opportunity, and communication notes remain linked in the record.

Transfer Policy Quote to New System

Purpose: Move from xDate tracking to an active quoting opportunity.

AMS Steps:

• Confirm with the prospect that they are interested in receiving a quote.

• Open the Prospect Record → Add Opportunity.

• Enter quoting details:

  • Line of Business

  • Effective Date (from xDate)

  • Expected Premium Range

  • Carrier Preferences

• Upload or request required supporting docs (dec pages, loss runs, supplements).

• Set the Opportunity Stage to “Quoting”.

• Create a Task for generating and delivering the quote.

✅ Outcome: Agencies can leverage xDates in Momentum AMS to maintain visibility of upcoming expirations, run proactive marketing, and efficiently transition prospects into quoting opportunities, increasing bind rates and retention.