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Policy endorsement: carrier chase, premium recalculation and notice to both sides

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Enterprise

Seat pricing: Enterprise edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Service Hub Enterprise.

Ticket21 stepsUpdated for HubSpot seat pricing
OutcomeA mid term policy change is tracked from request to issued document: the carrier gets chased on a schedule, the policy record carries the new premium instead of last year's, and the producer and the insured are both told what changed.
Workflow mapinsurance-003
Enroll: endorsement requested leads to Cancellation?. Cancellation? leads to yes: High priority call task to producer, exit; no: Priority from effective date. Priority from effective date leads to Task to desk, notify producer. Task to desk, notify producer leads to Wait for carrier, max 3 days. Wait for carrier, max 3 days leads to Still pending?. Still pending? leads to yes: Chase task; no: Wait for carrier, max 7 more days. Chase task leads to Wait for carrier, max 7 more days. Wait for carrier, max 7 more days leads to Issued?. Issued? leads to declined or withdrawn: Notify producer, close; still pending: Escalate, leave open; yes: Custom code: recalculate policy premium. Custom code: recalculate policy premium leads to Confirmation email to the insured. Confirmation email to the insured leads to Close ticket. yes no yes no declined or withdrawn still pending yes Enroll: endorsement requested Cancellation? High priority call task to producer, exit Priority from effective date Task to desk, notify producer Wait for carrier, max 3 days Still pending? Chase task Wait for carrier, max 7 more days Issued? Notify producer, close Escalate, leave open Custom code: recalculate policy premium Confirmation email to the insured Close ticket
Enroll: endorsement requested leads to Cancellation?. Cancellation? leads to yes: High priority call task to producer, exit; no: Priority from effective date. Priority from effective date leads to Task to desk, notify producer. Task to desk, notify producer leads to Wait for carrier, max 3 days. Wait for carrier, max 3 days leads to Still pending?. Still pending? leads to yes: Chase task; no: Wait for carrier, max 7 more days. Chase task leads to Wait for carrier, max 7 more days. Wait for carrier, max 7 more days leads to Issued?. Issued? leads to declined or withdrawn: Notify producer, close; still pending: Escalate, leave open; yes: Custom code: recalculate policy premium. Custom code: recalculate policy premium leads to Confirmation email to the insured. Confirmation email to the insured leads to Close ticket. yes no yes no declined or withdrawn still pending yes Enroll: endorsement requested Cancellation? High priority call task to producer, exit Priority from effective date Task to desk, notify producer Wait for carrier, max 3 days Still pending? Chase task Wait for carrier, max 7 more days Issued? Notify producer, close Escalate, leave open Custom code: recalculate policy premium Confirmation email to the insured Close ticket

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

When to use it, when not to

Use it

  • Use it on any book where policies change between renewals, which is every commercial book and most personal auto books. Added vehicles, new locations and limit changes are the everyday traffic of a service desk.
  • Use it when the agency has discovered, at renewal, that its own records show a premium the insured stopped paying eight months ago.
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Skip it

  • Do not use it for a cancellation. Cancel policy is in the dropdown so the request can be caught, but the branch sends it to a retention conversation instead of processing it quietly. Cancelling on autopilot is how an agency loses an account it could have kept.
  • Do not use it as a substitute for the agency management system. This tracks the request and stamps the outcome. The carrier portal is still where the endorsement is actually issued.
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The rest of this spec

Prerequisites · 9 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 21 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 6

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 15 cases, 4 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV, code

The properties JSON creates the fields in one call. The workflow JSON documents the build. The custom coded action ships as a ready-to-paste .js file.

Install · 1 click, switched off

The installer creates the properties and the workflow, switched off, then opens a task for what it cannot create. Nothing is deleted, enabled or enrolled.

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43 specs in this kit

See the kit
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