Renewals, quotes and documents, chased before the deadline.

Renewals that lapse because the reminder went out late or not at all. Quote requests to insurers that waited for someone to retype the client's details. A mortgage file stuck for a week on a notice of assessment the client thinks they already sent. A lead from the website at 9 p.m. that got a reply at 11 the next morning, after the client had already been pre-approved elsewhere. A brokerage with 1,200 policies renews about 100 a month; at three touches each, that is 300 emails a month before a single new client is written.

Mortgage renewals follow the same calendar with the lender's maturity date, the rate hold and the documents a lender requires.

It drafts the submission with the details from the client's file and the application, in the format each market wants, and the broker reviews it, picks the markets and sends. The system never sends a client's information to a market the broker did not choose, and it never quotes a premium or a rate to a client; that is the broker's advice and it stays with the licence.

For insurance: driver's licences, void cheques, prior-policy declarations, inspection reports. For mortgages: T4s and notices of assessment, pay stubs, bank statements, the purchase agreement, ID. A checklist per file, built from the product and the lender's or insurer's requirements; each document filed the moment it arrives; what is missing chased on your schedule in your words; the file marked complete when the last one lands. The broker sees one list of what is holding each file.

They do not change. RIBO regulates Ontario insurance brokers and holds the licensed broker responsible for advice and client communications; FSRA licenses Ontario mortgage brokerages, brokers and agents under the Mortgage Brokerages, Lenders and Administrators Act. Under both, the system drafts and a licensed person sends anything that is advice, a quote, a disclosure or a binding confirmation. Client information stays in your own Microsoft 365 or Google Workspace under PIPEDA, and the audit trail of every message sits on the file.

Arithmetic with your numbers. If your average commission on a policy is $250 and three renewals a month lapse because nobody chased them, that is $750 a month, or $9,000 a year, in business you already had. For a mortgage brokerage, one file a quarter lost to a slow document chase, at an average commission of $3,000, is $12,000 a year. Discovery counts the renewals and files that stalled in a week of your own mailbox.

It will not advise, quote, bind, or confirm a rate. It will not send a client's information to any market the broker did not choose. It will not send marketing to people who have not asked. And it will not reply to a client in a way that could be read as advice; it drafts those and flags them for the licensed person.