Policy & maturity
Manage sign date, maturity, and coverage as custom fields.
Key features
Family grouping
Group families as organizations (households) to view together.
Renewal alerts
Surface renewal, maturity, and upsell timing as tasks.
Field records
Note and voice-record consults right on your phone.
Scheduled workflows
Run maturity and renewal check flows automatically every week.
Family announcement campaigns
Reach opted-in family and client segments by email and text and track opens and clicks.
How it works
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Step 1 · Gather clients and policy info
Import and organize existing clients and record sign date, maturity, and coverage as custom fields. If a family signed together, group them as an organization (household) to view a household's coverage at a glance and find upsell openings.
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Step 2 · Set maturity and renewal follow-up tasks
Set follow-up tasks for points that need attention — a month before maturity, at renewal — and they surface in today's tasks on the day. No remembering each client's different schedule or copying it into a calendar.
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Step 3 · Handle only today's clients
Open today's tasks each morning and clients near maturity, at renewal, or gone quiet are pulled up. BOTN AI even drafts a fitting message, so you just review and send.
More clients, more misses
At a few dozen, memory holds; at hundreds, renewals and maturities start leaking from your head. Miss a maturity and the client leaves; miss an upsell or referral window and revenue vanishes. The most expensive thing for an agent is the forgotten follow-up.
Excel and a calendar fall short
When policy records live in the company system, contacts on your phone, and dates in a calendar, you can't see one client's full picture. A family that signed together is managed separately, and maturity alerts must be tracked by hand every time.
How to manage insurance clients with BOTN
Import and organize clients, group families as organizations, and set follow-up tasks for renewal, maturity, and upsell timing. Keep consult notes and voice records so context is right there next time.
- Record sign date, maturity, coverage as custom fields
- Group families as organizations (households)
- Set tasks for renewal, maturity, and upsell timing to alert on time
- Keep context with consult notes and voice records
It surfaces who to contact today
Set follow-up tasks for maturity and renewal and they surface in today's tasks on the day. Combined with last-contact time, clients gone quiet are pulled up too, so the system backs up follow-up instead of memory. BOTN AI even drafts the message.
In the field, on your phone
Record consult notes on your phone right where you meet a client, and check today's clients and schedule on the move. Add to your home screen to use like an app with no install, and recording doesn't stop offline.
Scheduled workflows and family announcement campaigns
Recurring flows like maturity and renewal checks run automatically as scheduled workflows. Send announcements to family and client segments and track opens and clicks, while voice notes record consults so context is right there next time.
- Run maturity and renewal check flows weekly with scheduled workflows.
- Send announcements to family and client segments by email and text and track opens and clicks (opted-in clients only).
- Record and transcribe consults with voice notes to keep client context.
- Manage policy and contract details with custom fields and attachments.
How people use it
Solo agents leave hundreds of clients' maturities and renewals to BOTN and focus on the work. They group by household to review a family's coverage together and reach out before maturity to prevent churn. Referral prospects are split by interest level for follow-up.
Who uses it
An agent managing hundreds of clients alone leaves maturities and renewals to BOTN and focuses on consults. They review coverage by household to find upsell openings and reach out before maturity to prevent churn. In the field, they record consults on their phone on the spot.
Share clients as a team and manage per owner, while managers see the whole maturity and renewal status at a glance. Activity history continues context when owners change, and family or corporate coverage is grouped as organizations to manage together.
What you get
- The system remembers maturity, renewal, and upsell timing.
- Group families as households to review coverage together.
- Record consults on your phone in the field.
- Cover hundreds of clients' follow-ups without a miss.
FAQ
Can I keep maturity and renewal from slipping?
Yes. Record sign and maturity dates as custom fields and set follow-up tasks for points like a month before maturity, and they surface in today's tasks on the day. Set them once and you won't dig through a calendar each time.
Can I group clients by family?
Yes. The organization (household) feature groups families so you see a household's multiple policies at a glance and find upsell and review opportunities.
Logging consults is a hassle
Jot notes on your phone or record by voice. Consult history stacks per client as a timeline, so next time you don't ask about the last conversation from scratch.
Do I use it separately from the company system?
BOTN is a tool for the agent's own client relationships and follow-up, separate from the company system's policy data. Move key info like sign and maturity dates into custom fields and maturity and renewal follow-up is handled automatically.
Is client information managed safely?
Client info is isolated per workspace, and for team use you can configure per-owner access. Record sensitive coverage details as custom fields only as much as needed.
Cover hundreds of clients without a miss
Start free and organize maturity clients first.
Start free