Custom renewal software for policy administration
Appfront builds renewal software for insurers, underwriting agents and intermediaries: every policy approaching expiry is tracked on time, the new premium and terms are calculated for each renewal, the customer is informed in good time, and the exceptions that need a human eye appear on a list before the expiry date. So the monthly renewal run no longer costs a weekend, and no customer receives an unwanted renewal.
What is renewal software for policy administration?
Renewal means extending a policy at its contract expiry date: recalculating the premium based on current rates and the customer's details, updating the terms to the latest version, informing the customer in good time, and processing the new period in the administration and collections. Renewal software does this for each policy, every month, and places anything that cannot be handled according to the rules on a list for a person to review: a claim in the past year, a changed risk, or a premium increase above a threshold.
Without good software, the renewal run is a monthly manual operation: an export from the policy system, a spreadsheet with the new rates, letters merged together, and a check that not everyone gets right. A customer receives a renewal with an incorrect premium, or a notice of cancellation that was sent too late, and then the renewal can be contested. With thousands of policies, a small percentage of errors becomes a large stream of complaints.
We build custom because the rules differ per product, per insurer and per authority, and because your policy system remains the source. The renewal software reads from it, calculates according to your rate rules, writes back and communicates in your house style. A policy system often has a renewal module for the standard case; the exceptions, the rate changes and the communication are where the manual work lies.
Monitoring and planning
Every policy with its expiry date in view, a renewal run each month with the deadlines required by law and the terms, and a timeline per policy.
Recalculation and terms
Premium per policy from current rates and customer data, terms updated to the latest version, with a record for each policy of what has changed and why.
Exceptions and communication
Anything outside the rules placed on a list for an underwriter, the customer informed within the deadline, and processing in policy administration and collections.
How we build your renewal software for policy administration
We start with your last renewal run: what went automatically, what was done by hand, and where the complaints came from. The software follows from that.
For each product, the renewal rules, the tariff sources, the deadlines towards the customer, and what the policy system already does. We look at the exceptions and complaints from the last runs.
Expiring policies from the policy system, the recalculation according to the tariff rules, the terms version, and the check for exceptions.
Letters and emails in your house style within the deadline, the list for the underwriter with the reason for each exception, and handling with a decision.
The new period back into the policy system and collections, reporting per run, and afterwards maintenance and new products or tariff changes.
What renewal software for policy administration actually does
The components below come up in almost every renewal project. Which ones you need depends on your products and on what your policy system can already do.
Renewal calendar
All policies with an expiry date per month, with the steps and deadlines for each policy: calculation, communication, processing. Anything that falls behind is visible.
Rating rules
Premium calculation per product from rate tables and customer data, with versions per effective date, so that a rate change applies to the correct policies.
Terms and conditions management
The applicable terms version per product, with the transition at renewal and the customer-facing text explaining what has changed.
Exceptions list
Policies that fall outside the rules, such as a claim, a premium increase above a threshold or a changed risk, for an underwriter with the reason attached.
Customer communication
Letters and emails per policy in your house style, with the new premium, the changes and the right to cancel, sent within the statutory deadline.
Processing and reporting
The new period in policy administration and collections, and a report per run: renewed, rejected, cancelled, open.
Who our renewal software for policy administration is built for
The software is intended for organisations where monthly renewal is an operation in itself, and where errors lead directly to complaints or challengeable renewals.
Authorised agents
Multiple insurers with their own rates and terms under one mandate. The rating rules per insurer and the reporting to the insurer are the core.
Insurers with niche products
Products the standard policy system doesn't handle well. The custom calculation and the exceptions matter most.
Large insurance brokers
Renewals on behalf of clients across several insurers, with advice when a premium rises. Flagging and client communication are what is needed.
Insurers in transition
A policy system being replaced, with renewals that must keep running in the meantime. Software as a layer across two systems is the core.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Technology and integrations
This page is about extending policies. For policy administration as a whole, see our page on policy administration software, and for the broker's office, our page on insurance brokerage software. You can read about our approach at building software.
If you want customers to check their details before a policy is renewed, there is our app for renewals in policy administration.
For the file that demonstrates duty of care in the event of a complaint or investigation, there is our duty of care file software for insurance intermediaries.
Why choose Appfront for your renewal software for policy administration?
Renewal is a process of deadlines and exceptions. The software handles the standard case and passes the exception to the right person, on time.
The deadline is the law
A renewal notified too late is challengeable. The calendar counts back from the expiry date and shows what must go out today.
Your rating rules, version-controlled
A rate change takes effect on a given date and is applied to exactly the policies renewing from then on. No spreadsheet with the new rates next to the old ones.
The underwriter sees only what deviates
A thousand policies renew automatically; the twenty with a claim or a large increase appear on his list with the reason. That is where his time belongs.
Security and privacy in renewal software for policy administration
Policy data contains personal and financial data, and for some products health data. Access is set up by role, and every view and change is logged, so that in the event of a complaint or a regulator's enquiry it is visible who did what and when. Data is encrypted at rest and kept no longer than the retention obligation requires.
The software runs in a European data centre, with encrypted storage and daily backups. Integrations with policy administration systems, direct debit and accounting use their own keys, which can be revoked per integration.
Frequently asked questions about renewal software for policy administration
Questions insurers and authorised agents ask before getting started.
It flags expiring policies, recalculates premiums and conditions according to your tariff rules, informs the customer within the required period, places exceptions on a list for an underwriter, and processes the new term in policy administration and collections. Each run produces a report of what has been renewed, declined and left open.
No. Your policy system remains the source of policies and customers; the renewal software reads from it, calculates, communicates and writes back. This also makes the software usable as a layer across two systems during a migration.
Tariffs carry a version with an effective date. A change is applied to policies that renew from that date onwards, and customer communication explains what has changed. The previous version remains available for policies renewed earlier and for later queries.
Those you designate using rules: a claim in the recent period, a premium increase above a set percentage, a changed risk, an outstanding payment, or a product that is always handled manually. The underwriter sees the policy with the reason and makes the decision; their decision is recorded in the log.
The calendar counts back from each policy's expiry date using the notice period required by law and the terms, and shows daily which communications need to go out. Anything running late is flagged. A late notice is therefore a visible exception, not something discovered when a complaint arrives.
Yes. The new premium and period go to direct debit and accounting via the interface of your packages, and a cancellation or refusal is processed there too. We connect to what you already use.
Often it does, for the standard case. Check that first. Custom development makes sense if the tariff rules for your products don't fit the module, if the exceptions and customer communication are currently handled by hand, or if you want to renew policies from several insurers or systems in a single run.
Your renewal run without weekend work and without complaints?
Tell us which policy system you use, how many policies renew each month, and where the last runs got stuck. We'll show you what the calendar, the calculation and the exceptions list look like.