Lead Credit Management

Overview

The workflow for Lead Credit Management in Momentum AMS ensures credits are issued, tracked, and reported transparently. By defining guidelines, documenting sources, resolving disputes, and reporting results, agencies can maintain financial integrity and make smarter decisions about lead investments.

Manage Credit Guidelines for Customers

Purpose: Prevent disputes and build trust with producers by clarifying when and how lead credits are issued.

Workflow Goal: Establish clear rules for claiming or issuing lead credits and communicate them to staff.

AMS Steps:

• Go to the Agency Profile (click the agency name in the top right → Agency Profile).

• In the Documents tab, upload your Lead Credit Policy Document (PDF or Word). Use a clear name like LeadCreditPolicy_2025.pdf.

• In the Notes tab, click ➕ Add Note and record:

  “Lead credit policy communicated to staff – [Reviewer Name] assigned as reviewer.”

• Apply tags such as Finance – Lead Credit Policy or Sales – Credit Guidelines so this policy can be filtered later.

Document Source of Funds

Purpose: Ensure credit allocation is traceable by keeping lead source and outcome data connected to the prospect.

Workflow Goal: Track each lead’s source, assignment, and outcome to build an audit trail.

AMS Steps:

• Go to Prospects → Search Prospect → Select Prospect Record.

• In the Details tab, fill in:

  • Lead Source dropdown (e.g., Facebook, Referral, Lead Vendor).

  • Assigned Agent/Producer.

• In the Opportunities tab, add the opportunity related to the lead, linking it to the correct line of business.

• In the Documents tab, upload supporting files if the lead came with source documentation (e.g., referral form, vendor receipt).

• In the Notes tab, add a note:

  “Lead source verified – [Vendor Name], assigned to [Producer Name], outcome pending.”

• Tag as Lead – Source Verified or Finance – Credit Audit Trail.

Resolve Billing Disputes

Purpose: Provide a structured and transparent process for resolving disputes over credits.

Workflow Goal: Escalate and document disputes so they are traceable and fair.

AMS Steps:

• Go to the Prospect Record → Notes tab.

• Add a new note describing the dispute:

  “Lead credit dispute submitted by [Producer Name]. Reason: [Duplicate Lead/Invalid Contact]. Supporting docs attached.”

• Attach any supporting documents in the Documents tab (screenshots, vendor receipt, email history).

• Use Tags: Finance – Billing Dispute.

• Once resolved, add a closing note:

  “Dispute resolved on [Date]. Credit [Approved/Denied/Partial]. Reviewed by [Manager Name].”

• Change the tag to Credit – Dispute Resolved.

Report Customer Credit Information

Purpose: Maintain fiscal responsibility by tracking and reporting on all credits issued.

Workflow Goal: Generate lead credit usage summaries and compare against budget.

AMS Steps:

• Go to Interactive Reports → Lead Reports.

• Run or customize a Lead Credit Usage Report (filters by Lead Source, Producer, or Date Range).

• Export to Excel if needed for budget comparisons.

• In the Prospect Record → Notes tab, log:

  “Lead credit report for [Month/Quarter] completed. Total credits issued: X. Top source: [Vendor].”

• Tag as Finance – Credit Report or Management – Lead Spend Review.

Assess Financial Program Effectiveness

Purpose: Evaluate lead programs and co-op initiatives for ROI and overall effectiveness.

Workflow Goal: Compare ROI across programs and reallocate budget accordingly.

AMS Steps:

• Go to Interactive Reports → Production & Revenue Reports.

• Cross-reference Lead Source performance with New Business Premium reports.

• Calculate ROI and CPA outside of AMS using exported data:

  • ROI = (Revenue – Cost) ÷ Cost.

  • CPA = Cost ÷ Bound Policies.

• Go back into Prospect Records tied to each source and add notes summarizing:

  “ROI review completed for [Vendor Program]. ROI = 28%, CPA = $400. Ranked top 3 for performance.”

• Tag with Finance – ROI Review or Lead Source – Performance Benchmark.

✅ Outcome: Using Momentum AMS’s Prospects, Notes, Documents, Tags, and Reports, agencies can run a full lead credit management cycle — from guidelines, to disputes, to reporting and ROI review — all documented within the system.