Commercial Lines Service · Agent blueprint · validated with 8 team members

Renewal Remarketing Prep Assistant

Builds the renewal package for each upcoming renewal. It reads the ACORD application, fills the carrier portal submissions, collects quotes into the Renewal Marketing Summary, and drafts a recommendation. A licensed account manager approves every submission, the recommendation and every client message.

76readiness · AI assist (a person acts)

3–5 hback per week, of 17 h now

$6K–11Ka year

5–9 wkto build · size L

Trigger

An account appears on the renewal list in Applied Epic 60 to 90 days before the policy expires.

Done when: A marketing summary with the team's recommendation has been sent to the client, the activity is logged in Applied Epic, and the renewal is bound.

Needs: Renewal list entry and expiring policy details from Applied Epic (premium, expiration date, carrier, coverages); Renewal premium increase versus expiring premium; ACORD application PDF for the account (revenue, payroll, locations, drivers, losses); Loss information and the carrier's claims handling history for the client; Quote results from The Hartford and Liberty Mutual portals; Renewal Marketing Summary Excel template

What the agent does

1
Detect new renewals in the 60-90 day window and open a case · Applied Epicapi
Read the renewal list and expiring policy details, and compute the premium increase percentage.
2
Flag accounts with a premium increase over 15% for remarketing · Applied Epicai
Apply the team's 15% rule. Show the other accounts to the account manager with the increase size, as the remarketing call is theirs.
3
Extract application data from the ACORD PDF into a structured sheet · Adobe Acrobatai
Read the saved PDF file (OCR if scanned). Mark any fields that are unreadable or inconsistent with Epic.
4
Approve remarketing decision, carriers to approach and extracted data · Applied Epicperson
Licensed account manager confirms whether to remarket, picks carriers, and corrects the extracted data.
5
Enter the approved application data into The Hartford portal submission · The Hartford Agent Portalui automation
Portal has no API, so a browser agent works the screens. Stop before final submit for approval.
6
Enter the approved application data into Liberty Mutual quote request · Liberty Mutual Agent Portalui automation
Only when selected. Portal is UI-only. Stop before final submit for approval.
7
Approve each portal submission before it is sent to the carrier · Carrier agent portalsperson
Account manager reviews the filled screens and presses submit, or releases the agent to do so.
8
Collect returned quotes from the carrier portals · Liberty Mutual Agent Portalui automation
Read quote results from the portal screens. Same approach for The Hartford. Hand off if a screen doesn't match.
9
Pre-fill the Renewal Marketing Summary with incumbent and carrier quotes · Excelconnector
Write quote figures and coverage notes into the spreadsheet, replacing hand retyping from the Liberty Mutual portal.
10
Draft a side-by-side comparison and a suggested recommendation · Excelai
Show price difference against the 10% rule, coverage differences and claims-handling notes. Mark it as a draft for review.
11
Decide the recommendation and approve the summary for the client · Excelperson
Licensed account manager sets the Recommendation field. Coverage advice stays with licensed staff.
12
Draft the client email with the Renewal Marketing Summary attached · Outlookai
Prepare the draft in the account manager's mailbox. Nothing is sent without approval.
13
Send the approved email to the client · Outlookconnector
Runs only after the account manager approves the draft.
14
Log the renewal activity and attach the summary in Applied Epic · Applied Epicapi
Runs after approval and logs the client communication as an activity, as the company rules require.

Decisions the agent makes

Decide	Rule	Source
Whether to remarket the account to other carriers	Accounts with a premium increase over 15% are always remarketed. Below that it's a judgment call based on the request, and the team gave no criteria or approver.	The team
Recommendation: renew with the current carrier or move	Stay with the incumbent unless another carrier is at least 10% cheaper for the same coverage. Some answers add coverage and claims handling by the carrier. Renewing with the incumbent is the most common outcome (about 65%). The team disagrees on whether price alone decides, so the agent only suggests and the licensed account manager decides.	The team
Which carriers receive the submission	Not known yet: ask the team. The Hartford is used in every observed case and Liberty Mutual in about 71%, but the selection rule is not stated.	Not known yet
Whether to produce a Renewal Marketing Summary	Not known yet: ask the team. It is used in about 55% of cases and the reason is not stated.	Not known yet
Handling of mid-year operations changes and large-loss accounts	Not known yet: ask the team. Handling was not described.	Not known yet

Where a person signs off

Remarketing decision, carrier selection and the extracted application data, before any portal entry
Each carrier portal submission, before it is sent
Writing the quote data and draft into the Renewal Marketing Summary
The recommendation, set by a licensed account manager
The client email, before it is sent

Exceptions

When	What the agent does
ACORD PDF is scanned or not copyable (the most commonly reported reason for retyping; about 87-91% of portal entries were retyped)	Run OCR and mark low-confidence fields. If still unreadable, hand to the account manager with the fields found so far.
Extracted data differs from Applied Epic (the observed Acrobat to Hartford mismatch rate is 3.2%)	Show both values to the account manager and let them choose. Do not enter the data until it is resolved.
A portal screen doesn't match what the agent expects, or sign-in or multi-factor fails	Stop the run and hand to a person with a screenshot and the data already prepared.
Liberty Mutual is not used (about 29% of cases) or no Renewal Marketing Summary is made (about 45% of cases)	Run only the carrier steps the account manager selected. Rules for choosing carriers aren't known yet, so ask the account manager each time.
Client changed operations mid-year (frequency unclear in team answers)	Flag for the account manager with the application data. The team did not describe handling, so the agent does not decide.
Account with big losses where most carriers decline (frequency unclear)	Flag for the account manager and list any declines received. Handling is not described by the team.

Build with

Power Automate: Orchestrates the flow, runs Epic API calls, Excel and Outlook connectors, and approval steps; hosts browser automation for the two portals.
Microsoft 365 Copilot / Copilot Studio: Extracts ACORD data, drafts the comparison, recommendation suggestion and client email, and interacts with the account manager in review.
Applied Epic: Source of renewal list and policy data, and where the activity is logged.
Excel: Holds the Renewal Marketing Summary through the connector.
Outlook: Drafts and sends the client email through the connector.

Skills: Power Automate (cloud flows, approvals, desktop or browser automation), Copilot Studio / AI document extraction, Applied Epic API, Insurance renewal process knowledge from a licensed account manager

Before building

Applied Epic API access with a service account that can read renewals and policies and write activities
A dedicated sign-in for the agent on The Hartford and Liberty Mutual portals, with multi-factor handled
Check The Hartford and Liberty Mutual terms of use for automated access before building
Power Automate licenses that include browser or desktop automation, and Microsoft 365 Copilot licenses for reviewers
Excel connector access to the Renewal Marketing Summary template location, with a fixed template layout
A way for the agent to read ACORD PDFs from a shared location (Adobe Acrobat has no API)

Risks

Portal screens change without notice. Monitor runs and hand to a person whenever a screen doesn't match.
Scanned or inconsistent PDFs may cause extraction errors that carry into carrier submissions. This is why the data is reviewed before entry.
Wrong data submitted to a carrier is an errors and omissions exposure. Approvals before each submission reduce this.
The recommendation may be treated as coverage advice. Only licensed staff may set it, and the draft is labeled as a suggestion.
Portal automation may breach carrier terms or trigger account lockouts if not agreed.

How we'll know it worked

Median work minutes per renewal (baseline 34; 40 on the full path)
Team hours per week on renewal remarketing (baseline 17.3)
Share of application data retyped by hand and the mismatch rate (baseline: Hartford 87% retyped, 3.2% mismatch; Liberty Mutual 91% retyped)
Renewal retention rate

Still to answer before building

What triggers a remarket decision other than the 15% increase, and who is involved or approves?
Where are the 10% and 15% rules documented, and does any approval apply?
Does the recommendation also depend on coverage and claims handling, and how are these weighed against price?
Which carriers get the submission and what decides that? Why is Liberty Mutual used in only about 71% of cases and the summary in about 55%?
How should mid-year operations changes and large-loss accounts be handled, and how often do they occur?
Are ACORD PDFs mostly scanned, and can they be saved in a shared location for the agent?
Do The Hartford and Liberty Mutual allow automated access under their terms, and how is multi-factor handled?

Where the team disagrees

Settle these first: an agent needs one rule, and new hires get mixed answers today.

Some answers base the recommendation purely on the 10% price rule. Others say it also depends on coverage and claims handling.
Reasons for retyping differ: scanned or uncopyable documents, a need to check or change data, or other reasons.

Evidence

52% of cases follow the same steps (some skip a step)
17 team hours a week
data is moved by hand from Adobe Acrobat to The Hartford Agent Portal (87% retyped)

Observed main path (36% of cases): Applied Epic → ACORD Applications.pdf (Adobe Acrobat) → New Submission (The Hartford Agent Portal) → Quote Request (Liberty Mutual Agent Portal) → Renewal Marketing Summary.xlsx (Excel) → Edit Recommendation

Handover spec for the builder (text) →

Designed by AI from how the team did this work (2026-10-19 to 2026-10-23), the company's tools and its rules. A starting point for the builder: confirm system access and approvals before building.