How do I set up HubSpot for an insurance agency?
Short answer
Start with the Policy object, because one household holds several policies with several different expiration dates and a single renewal date on the company record cannot hold them.
Then the X date cascade at 90, 60 and 30 days before each expiration, then quote chasing, then the claims and certificates desk. Professional tier for most of it, Enterprise for the Policy object. The trap: a renewal cadence anchored on the account renews the first policy and forgets the other four.
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What a spec looks like
The nine sections, and the files
Every spec follows the same nine sections, so a team reads one and knows how to read all of them.
- Outcome, when to use it and when not to
- Prerequisites: properties, lists, tiers, with the JSON to create them
- Enrollment and re-enrollment, then every step with its parameters
- Known pitfalls, a test plan, variants, and the YAML build spec
PDF, Markdown, properties JSON, workflow JSON, custom code where used. Test plan and known pitfalls in every spec.
Each spec states its minimum tier. The 12 free ones open in full, the others show their public preview.
The 43 specs, in build order
40 chosen from the library, 3 written for this kit.
The X date engine
Every policy works its own renewal calendar off its own expiration date, with the producer kept on the account and the premium carried onto the renewal deal.
What each spec doesHide
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Quote to bound
The quote is chased when it is not opened, followed up when it is read and not signed, and reminded before the rates have to be pulled again.
What each spec doesHide
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Intake and the right producer
A quote request lands with someone licensed to write it, in the right line, inside a response window, and an existing policyholder goes back to their own producer.
What each spec doesHide
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Claims, certificates and endorsements
The service desk: first notice of loss out of hours, the acknowledgement clock, the wait on documents, certificate turnaround and mid term policy changes.
What each spec doesHide
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Prospects waiting on their X date
The quarterly touch that keeps a prospect warm until their current policy expires, with consent captured per channel so the reminder can go by text.
What each spec doesHide
The book kept clean
Households that stay whole, dates that survive the agency management system import, monoline accounts surfaced, and every book transfer logged.
What each spec doesHide
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The data model, 97 properties
A kit is not a folder of specs. It is the property schema the trade needs, then the workflows that run on it.
Contacts27 properties
| Internal name |
|---|
household_id |
risk_profile |
current_carrier |
competitor_renewal_date |
licensed_in |
preferred_channel |
territory |
lead_routed_date |
first_contact_sla_met |
product_interest |
data_quality_flag |
duplicate_review_status |
possible_match_record_id |
phone_format_status |
company_industry_copy |
contract_start_date |
contract_start_date_raw |
date_format_review_status |
nurture_track |
welcome_nurture_completed |
demo_request_abandoned |
demo_abandon_reengagement_sent |
next_quarterly_touch_date |
quarterly_touch_count |
legitimate_interest_review_date |
preference_center_last_submitted |
consent_withdrawn_date |
Companies18 properties
| Internal name |
|---|
industry_class |
fleet_size |
headcount |
loss_ratio |
broker_of_record_date |
contract_end_date |
renewal_deal_created |
contract_value |
do_not_renew |
renewal_confirmed |
renewal_at_risk |
auto_renewal_lock_in_date |
opt_out_reminder_sent |
auto_renewal_decision_confirmed |
active_product_count |
products_owned |
cross_sell_task_created |
current_subscription_value |
Deals13 properties
| Internal name |
|---|
premium_amount |
lines_quoted |
binding_date |
commission_rate |
renewal_of |
deal_amount_prefilled |
contract_term_months |
last_quote_viewed_date |
decision_maker_confirmed |
budget_confirmed |
loss_category |
previous_owner_snapshot |
last_owner_change_date |
Tickets23 properties
| Internal name |
|---|
claim_number |
claim_status |
adjuster |
date_of_loss |
policy_number |
certificate_request |
certificate_holder |
certificate_due_date |
certificate_issued_date |
endorsement_type |
endorsement_status |
endorsement_effective_date |
premium_change_amount |
ticket_category |
sla_breach_flag |
survey_sent_date |
stale_ticket_warning_sent |
stale_ticket_warning_date |
product_line |
ticket_routed_date |
waiting_on_contact_since |
waiting_on_contact_rounds |
after_hours_escalated |
Quotes3 properties
| Internal name |
|---|
quote_unviewed_nudge_date |
quote_nudge_sequence_enrolled_date |
quote_reminder_date |
Policy (custom object)13 properties
| Internal name |
|---|
policy_number |
carrier |
line_of_business |
premium |
effective_date |
expiration_date |
commission |
status |
producer |
renewal_status |
renewal_notice_sent_date |
last_endorsement_date |
household_id |
The pack ships this as JSON, ready for one call to the properties API, plus a README that says what each field is for and which spec reads it.
The 3 things that break this, and how the specs stop them
A renewal date on the account renews one policy
Most HubSpot renewal content puts a contract end date on the company record and builds the cascade from there.
That is right for a subscription and wrong for an agency. A household with auto, home and umbrella has three expiration dates, and the account level field can only hold one of them, so the other two renew by memory. This is the reason the kit ships a Policy object and enrolls the cascade on policies, not on accounts.
How the specs stop itShow less
Delays do not recalculate when the sync moves the date
A delay counted back from an expiration date is scheduled the moment the record reaches that step.
If the agency management system sync rewrites the date afterwards, the already scheduled delays keep the old timing and nothing warns you. Re enrollment on the expiration date fixes the timing and restarts the cascade, which is why a notice sent date sits on the policy as the guard that stops a second email going to the insured.
How the specs stop itShow less
Set property value cannot do arithmetic
When an endorsement is issued, the policy premium has to move by the additional or return premium.
No native action adds two numbers, so the recalculation needs a custom coded action on Data Hub Professional, or a person typing the new figure. Portals discover this after building eight steps of the endorsement flow, which is why the no code version is written out in the spec rather than left as an exercise.
How the specs stop itShow less
What this kit builds
An agency loses premium in three places and never sees it happen. A quote request that waits until the afternoon is a prospect who took the other agent's call. A policy that renews without a conversation is a policy the insured can be talked out of by a direct writer with a mailer. An endorsement that never makes it back into the record is a renewal priced on last year's premium.
This kit is the data model and the forty three workflow specs that put all three in one portal. The model comes first: a Policy custom object with policy number, carrier, line of business, premium, effective and expiration dates, commission, status, producer and the renewal fields, associated to contacts, companies, deals and tickets. Around it sit the fields the workflows read: household id and the X date on the contact, industry class, fleet size and loss ratio on the company, premium amount and lines quoted on the deal, claim, certificate and endorsement fields on the ticket. Ninety seven properties in a JSON body you can post, option lists spelled out.
On top of that sit the workflows. The renewal cascade at 90, 60 and 30 days before each expiration, branched by line of business and by loss ratio. Quote chasing from sent to viewed to signed. Routing that checks the producer is licensed where the risk sits. The claims desk with its acknowledgement clock and its pause while the file waits on the carrier. Certificates with the date the general contractor actually needs them by. And endorsements that write the new premium back onto the policy.
It fits an independent agency or brokerage with a book of a few hundred to a few thousand policies, and the operations person who has been asked why the renewal report and the agency management system disagree.
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How the pieces fit together
The Policy object before anything else. Create it, post the properties, and decide there and then which system owns the expiration date and the policy status, because if the agency management system sync and a workflow both write those two fields they will fight quietly for months. Everything in the kit reads them.
Pipelines second. A quote pipeline and a renewal pipeline, kept separate, because a renewal that closes at 95 percent and a new business quote that closes at 20 percent in the same forecast produce a number nobody can use. The renewal of field on the deal is what keeps the two apart in reporting when someone re points an association.
Routing third, since the quote specs all assume a deal has an owner and the licensing check is the one that stops a submission going somewhere it cannot be written.
The service desk is the one block you can build first and independently. It needs SLA targets on the ticket pipeline, which is a setting and not a workflow, and four specs in this kit read the SLA status properties and enroll nothing at all until those targets exist.
What you get
- 43 specs, from a 25 minute routing rule to a 60 minute renewal cascade
- Each spec ships as PDF and Markdown
- Properties JSON: 97 properties across contacts, companies, deals, tickets, quotes and the Policy object, plus the schema body that creates the object itself
- A README that says what each property is for and which specs break without it
- Workflow JSON in Automation API format, switched off on import
- Custom coded actions: one spec needs one, the endorsement premium recalculation, on Data Hub Professional. That spec also ships a no code version
- A test plan per spec, with the records to create and the history tab to check
- Variants per spec, including wait until versions of the delay based steps and a Professional shape for the two Enterprise specs
- One click install for Full and Agency buyers
Who it is for, and who should skip it
Take it if you run the portal for an independent agency or a brokerage and the renewal list still lives in a spreadsheet somebody exports on Mondays. Take it if you are a partner standing up the same insurance setup for the third time and would rather start from a schema than from a blog post about the insurance industry.
Skip it if you are a captive agent working inside a carrier's own system, since the policy data is not yours to model. Skip the Policy half if the portal is on Professional with no route to Enterprise, and read the Professional variants first to see what you lose. And if renewals are one problem among several rather than the loud one, the full library is the cheaper way to get the routing and the service desk.
Questions admins ask
How do I track policy renewals in HubSpot?
Put the expiration date on the policy, not on the account, then enroll a filter based workflow on policies that are in force with a known expiration date. Three delay steps count back 90, 60 and 30 days, each one checking a renewal status field so a policy quoted at day 80 stops receiving reminders. The branch on line of business matters: a commercial renewal needs a review meeting and a loss run, a homeowners policy needs a re rate check and twenty minutes.
Does HubSpot have a policy object for insurance?
Not as standard. You create one as a custom object, which needs an Enterprise subscription on at least one hub. The kit ships the schema body, thirteen policy properties and the associations to contacts, companies, deals and tickets. On Professional the workaround is to keep the policy on a closed won deal, which costs you the clean link between one household and its five policies but keeps the renewal reminders running.
What is an X date and where does it live in HubSpot?
The X date is the day a prospect's current policy expires, which is the only day they can realistically move. It is a different field from your own policy expiration date, so the kit keeps two: competitor renewal date on the contact for prospects, expiration date on the policy for clients. The prospect one drives a quarterly touch that stops and hands over to the producer about sixty days out.
Can HubSpot handle claims and certificates of insurance?
As service tickets, yes, and that is the right shape for both: a first notice of loss has an acknowledgement clock and a satisfaction survey at the end, a certificate request has a date the general contractor needs it by. What HubSpot will not do is issue the document or talk to the carrier. The kit tracks the request, the wait, the chase and the turnaround, and says plainly where the carrier portal takes over.
What tier do I need for this?
Two specs need Enterprise, because they touch the Policy custom object, and one of those two also needs Data Hub Professional for the premium recalculation code. One runs as low as Service Hub Starter. The other forty need Professional on Sales Hub, Service Hub or Marketing Hub depending on the spec. Every spec states its own minimum on the first screen, and a Starter only portal cannot run this kit.
Read 12 complete specs before you pay.
One per category, same format as the paid ones. Email only, no card.
We email the link, then a short note when specs change. Nothing else.
Here it is. Download the pack now (.zip) The link is in your inbox too.
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