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CRM for insurance brokers: quote prospects before renewal

Log each prospect's renewal date in Capsule CRM and get a task to quote 8 weeks ahead. From about $37£28€33A$54C$53 a month for 2 users.

At a glance

  • What it costs$37–48£28–36€33–43A$54–69C$53–68 a month

  • Worth, in extra profit or time saved in the worked example$359£270€321A$518C$508 a month

  • Pays for itselfIn about a week

  • Sign up and configure; no technical skills neededEasy to set up

Figures come from the worked example below, using its stated assumptions. Tool prices checked . How we check prices

The problem

A business owner who says 'call me nearer renewal' is a sale waiting to happen, but renewal dates kept in a notebook or spreadsheet get missed. If a two-person brokerage misses 3 of those dates a month and would have won 1 in 3, that's 1 commercial policy a month, about $599£450€536A$864C$846 of commission and fees, staying with the other broker.

What the AI does

Capsule CRM holds each prospect business with its renewal date and current insurer. For every prospect you add a task due 8 weeks before renewal (the lead time is your choice). Capsule's dashboard lists tasks that are overdue, due today and due in the next 7 days, and a daily task email can land in each broker's inbox every morning. Capsule's help pages also describe repeating tasks, so a prospect you don't win this year comes round again. Your broking system stays the record for clients, quotes and policies; Capsule is only for prospects.

A worked example

A two-person commercial brokerage in Shrewsbury meets about 10 local businesses a month who are happy with their current broker but agree to a quote nearer renewal. Both brokers log each one in Capsule Starter with a task 8 weeks before the renewal date.

Before

About 3 renewal dates a month missed, so roughly 1 winnable policy a month lost

After

Every prospect called 8 weeks out, worth about 1 extra policy a month at $599£450€536A$864C$846 of income

What it's worth

About $359£270€321A$518C$508 a month in profit, at an assumed 60% margin on $599£450€536A$864C$846 of commission and fees from 1 extra policy a month. That is against $37£28€33A$54C$53 a month for 2 Starter users billed annually (2 x $19£14€17A$27C$26), or $48£36€43A$69C$68 billed monthly (2 x $24£18€21A$35C$34). If the client stays with you, the income comes round again at the next renewal, but that is not counted here.

How to set it up

  1. Start Capsule's 14-day free trial and record each prospect's renewal date and current insurer on their record.
  2. Add a task to each prospect due 8 weeks before renewal, and set it to repeat if you don't win them, checking the repeat options in the app.
  3. Turn on the daily task reminder email for each broker in their notification preferences.
  4. When the task comes up, ask for the current schedule and claims history and prepare the quote in your usual broking system.
  5. Each month, count how many prospect calls were made on time and how many quotes and wins they led to.

What goes wrong

  • Capsule only reminds you about the dates you type in. A wrong renewal date means a late call, so confirm it with the prospect.
  • Prospects' details are personal data under UK GDPR. Tell them you'll keep their details to call before renewal, and delete records you no longer need.
  • Starter is priced per user: $19£14€17A$27C$26 a month each billed annually or $24£18€21A$35C$34 monthly. Workflow automations and AI summaries need Growth at $36£27€32A$52C$51 or $45£34€40A$65C$64 per user.
  • Keep quotes, demands and needs statements and policy records in your broking system, not the CRM, so your FCA records stay in one place.

More ideas for Insurance brokers

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Load two or three long policy wordings in one chat and list where cover, exclusions and conditions differ. From about $40£30€36A$58C$56 a month for 2 users.

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Call summaries for insurance brokers: file notes faster

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Website chat for insurance brokers: catch evening inquiries

Tidio's Lyro AI answers process questions on your website out of hours and takes details for a call back. From about $37£28€33A$54C$53 a month.

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Social media scheduling for insurance brokers

Plan a fortnight of LinkedIn and Facebook posts in one sitting with Buffer's AI Assistant, signed off before they're scheduled. Free.

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Claims triage with Jev for brokers: urgent losses first

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  • Costs $20–29£15–22€18–26A$29–42C$28–41/mo
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Quote comparison for insurance brokers: stop rekeying PDFs

Forward insurer quote PDFs to Parseur and its AI pulls premium, excess and key terms into a sheet you check. From about $78£59€70A$113C$111 a month.

  • Costs $78–102£59–77€70–92A$113–148C$111–145/mo
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  • Some setup needed

Last updated October 17, 2026.