How to track commercial submissions across carriers
Send a risk to five markets and it's easy to lose track of who answered.
To track commercial submissions, log every market you send a risk to as an activity in your AMS, with the date sent, what you sent, the contact, and a follow-up date. Review open submissions daily, follow up on a set schedule, and record declines and their reasons. Keep it in the AMS, not a spreadsheet or inbox.
What to log for each market
| Field | Why |
|---|---|
| Carrier or wholesaler | Know who has it |
| Date sent | Know how long it's been |
| What was sent | Apps, loss runs, schedules |
| Contact | Know who to chase |
| Follow-up date | Nothing waits silently |
| Result and reason | Quote, decline, or more info needed |
The daily routine
- Open the list of submissions with a follow-up due today.
- Chase each one, log the answer.
- Set the next follow-up date.
- When all markets answer, build the comparison.
Who does what
Support staff
- Gather information and loss runs
- Complete applications
- Send and chase markets
- Log results in the AMS
Licensed person
- Choose markets
- Answer underwriter coverage questions
- Recommend to the client
- Bind
Where Humai fits
Humai's support staff prepare and chase submissions, and U.S.-licensed agents handle the coverage conversations and quoting, all logged in your AMS under your name.
Questions agency owners ask
What's the best way to track submissions to multiple carriers?
A marketing record or activity per market in your AMS, each with a follow-up date, reviewed every day.
How often should I follow up on a submission?
Many agencies follow up two to three business days after sending, then on a set schedule until the quote or decline arrives.
Should I record declines?
Yes, with the reason. It saves time next renewal and helps you choose markets for similar risks.
Can submission work be delegated?
Gathering information, filling applications and following up can be done by trained support staff. Discussing coverage with the client and choosing the recommendation need a licensed person.
Why not use a spreadsheet?
Spreadsheets live outside the client record, get out of date, and leave with the person who kept them.
Sources
Licensing rules differ by state. This article is general information, not legal advice. Check with your state's department of insurance.