Momentum AMS includes a suite of Data Quality Tools that help agencies identify duplicates, mismatches, and incomplete information. Clean data ensures better reporting, accurate renewals, smoother automations, and an overall healthier AMS.
Email Duplicates
Why it matters: Duplicate emails cause problems in marketing campaigns, client communications, and reporting.
How it works:
Scan across Insureds/Prospects and Contacts/Reps for repeated email addresses.
Results show the email and how many times it appears in each category.
Example:
| Insureds/Prospects | Contacts/Reps | |
|---|---|---|
| test@test.com | 18 | 8 |
| richard@nowcerts.net | 18 | 4 |
What to do:
Merge duplicate insureds.
Verify whether duplicates are intentional (e.g., family sharing an email).
Correct typos or placeholder addresses.
Phone Duplicates
Why it matters: Duplicate phone numbers may signal multiple records for the same client.
How it works:
Scan across insureds/prospects and contacts/reps for repeated phone numbers.
Example:
| Phone | Insureds/Prospects | Contacts/Reps |
|---|---|---|
| 800-683-6920 | 155 | 12 |
| 999-999-9999 | 8 | 4 |
What to do:
Review and merge duplicates.
Investigate unusually high duplicate counts (like placeholder numbers).
Incorrect Emails
Why it matters: Invalid emails prevent delivery of reminders, certificates, or marketing.
How it works:
Finds insureds/prospects with invalid, broken, or placeholder emails.
Example:
| Name | Type | Email(s) |
|---|---|---|
| Hubspot Test | Insured | https://www.momentumtoolbox... |
| watermelon | Insured | f@f.net, s@s.net, t@t.net |
What to do:
Correct typos (
.con→.com).Replace placeholders with real addresses.
Verify unusual entries with clients.
Incorrect Phones
Why it matters: Bad numbers prevent calls/SMS automations.
How it works:
Scans for invalid or suspicious phone numbers.
Example:
| Name | Phone | SMS Phone | Cell Phone |
|---|---|---|---|
| Acme Widgets | 123-456-7899 Ext. | 123-397-8413 | 123-397-8413 |
| Cortez, Alex | 123-123-1234 | 123-123-1234 | 112-312-3123 Ext.4 |
What to do:
Correct typos.
Remove placeholders (123-123-1234).
Normalize formatting.
Policies / Quotes Mismatch
Why it matters: Quotes and policies must align for reporting, commissions, and renewals.
How it works:
Finds cases where quotes were issued without linked policies (or vice versa).
Example:
| Number | Eff. Date | Status | Insured | LOB |
|---|---|---|---|---|
| ZZZ20202 | 11/29/19 | Expired | Gayathri Test Co. | Homeowners |
| ZZZ12292 | 08/18/18 | Cancelled | A Monk’s Cafe 3 | Personal Auto |
What to do:
Reconcile missing records.
Link policies back to originating quotes.
Archive outdated test records.
New Business Policies – Potential Renewal / Rewrite
Why it matters: Prevents inflating new business by catching renewals that were entered as new.
How it works:
Compares new business policies with potential prior renewals.
Example:
| Number | Eff. Date | Status | Potential Type | Insured |
|---|---|---|---|---|
| zzzxxx111 | 12/04/17 | Expired | Rewrite | A Monk’s Cafe 3 |
| ZZZ122929 | 08/18/18 | Cancelled | Rewrite | A Monk’s Cafe 3 |
What to do:
Reclassify renewals.
Merge duplicates.
Train staff on correct renewal workflow.
Archived Insureds / Prospects
Why it matters: Insureds may be archived incorrectly, hiding valuable history.
How it works:
Lists archived insureds and prospects.
What to do:
Restore if archived by mistake.
Keep archived if truly inactive.
Merge if duplicates exist.
Check for CL Rating Data
Why it matters: Missing rating info blocks accurate quoting and underwriting.
How it works:
Identifies commercial insureds missing key rating data like payroll, annual sales, NAICS codes.
What to do:
Complete missing fields in insured profiles.
Verify business info with the client.
Potential Policy Duplicates
Why it matters: Duplicate policies skew reporting and commissions.
How it works:
Finds policies with the same number entered multiple times.
Example:
| Number | Eff. Date | Count |
|---|---|---|
| JD1234567 | 06/30/24 | 9 |
| GL2021789654 | 02/28/21 | 7 |
What to do:
Review and merge duplicates.
Validate policy history before cleanup.
Expired Policies – Potential Replaced / Renewed
Why it matters: Prevents renewals being entered as new business.
How it works:
Compares expired policies with potential renewals/replacements.
What to do:
Correct misclassified renewals.
Merge duplicate policy records.
Cancelled Policies – Potential Replaced / Renewed
Why it matters: Cancelled policies may be incorrectly reissued.
How it works:
Compares cancelled policies with potential replacement records.
What to do:
Confirm cancellations vs. rewrites.
Correct misclassified renewals.
Agent Commission Mismatch
Why it matters: Ensures policy agents match commission agents.
How it works:
Flags discrepancies between the assigned policy agent and commission recipient.
What to do:
Correct agent assignments.
Adjust commission splits.
Run regularly before payouts.
Productivity Add-ons (Outlook)
Why it matters: Keeps all communication and documents in AMS.
How it works:
With the Outlook Add-on, you can:
Log emails into insured records.
Attach documents.
Create tasks from emails.
What to do:
Install the add-on for staff.
Train to log emails consistently.
Custom Fields Search Tool
Why it matters: Custom fields hold niche data (fleet size, license #, etc.). This tool lets you pull all records matching those values.
How it works:
Search insureds/prospects by custom field values with filters (tags, panels, operators).
What to do:
Use for marketing segments.
Clean inconsistent custom field data.
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