Hunter Nelson gives a spoken walkthrough on documenting accounts in an Agency Management System (AMS) during the post-bind process. He emphasizes exhaustive, timestamped documentation of coverages, drivers, addresses, VINs, endorsements, cancellation requests, signed forms, receipts, payment info, and pinned notes; explains exceptions (when Ivans integration is not available) and why detailed records protect against claims, cancellations, client loss, and disputes.
Chapters
All right, I'm going to show you guys how to document the account, the ams, the post bind, you know, kind of process there. A lot of this is going to be in the portal. But when post bind thrown to the, in the ams, the most important thing is that post buying documentation. Okay? So as you can see right here, I've got all this stuff. I mean if what you're gonna be listening to post bind is any, any coverages he talked about and they denied anything that is remotely out of the ordinary. Like, hey, this guy just liquidated his last company, now created a new one with 14 units. That's an ordinary, that was 14 unit new venture. It's unordinary, it's not common to be liquidating your old company, starting a new one. I mean that right there, I mean kind of screams chameleon company. But I mean regardless, anything about drivers, anything about anything coverages, it's extremely important. We've had, you know, situations pop about addresses. So make sure you're saying hey, I mean, I kind of think the address is, you know, showing different address on cab. But this is what he told me and I confirmed it. So here's my conversation. Because claims time, clients on Happy Time, whatever the deal is, somebody's been asking for the documentation. If you got it all documented, it is going to save you a lot of trouble. So make sure documentation is perfect here. Post buying should be a lot longer than even this. This is what I did months and months ago. It should be lots of detail, everything. I don't care if it's home and auto to a 100 unit fleet trucking company. Okay? Lots and lots of documentation. Make sure your cancellation's been sent out, you cc'd processing it, processing insurance, the processing email, all that stuff is in the portal. Make sure all your documents in here. You should be having everything that was signed. I got 72 documents for this guy. I mean obviously you want to be documenting every time there's an endorsement made or anything on those lines. But let's say you got a carrier, like I don't know anybody where the, where the documents are not held on their side. Like Progressive, for example, if you got Travelers, if you got anything to brokerage, if you got Robertson Mutual, all EFT forms, all applications, all cancellation requests, everything signed should be in here. Receipts should be going in here for down payments. Everything's gotta be documented. I hate documented stuff like no other. But I also hate having to pay out of pocket or having to talk to a claims rep about why, what the client told me is different than what's actually the truth. But if I get a document at least protects my side of the and the insured come after me and I got a document and I got the stuff saying right here, boom, we're done. You know if there are coverages or high deductibles that the insured did not elect for or elected for high deductibles. I've talked to my E O team, they don't think it's a good idea to be having rejection form. So we're going to put another initial next to those coverages or that highlighted piece that they didn't like for it should also be documented. This is easy links we're probably be using now search by the time you're looking at this or we are in the transition but same deal you're going to come up here, make sure you pin their payment information because that's something we'll be using a lot. Any pin notes, just like a simple note like hey, it's got three owners. Ty is the one we talk to. All the policies should be put in here if you have. If they're not through Ivans. Ivan's is a third party company that will transfer data from Progressive for example to AMS. But Berkshire doesn't do it. 104 doesn't do it. Brokerage doesn't do it. So make sure you manually put the stuff in here. Make sure phone numbers, emails. Because sucks right now but when you got to call the client and you don't have the stuff in here, it's just gonna suck twice as much because now you're gonna go find it. So make sure everything is in here. Make sure all the coverages are listed out. This is before I had this before. I really kind of thought into this a whole lot more. But all the vehicles, all the VIN numbers, all the driver's goal set out so that way somebody needs a coi. Boom, it's done. It's right there. They can add all that stuff. It sucks to do but we got to make sure it's done because it's going to save it buys you time for the future. So document, document, document, make sure everything is done, don't get the sale completed and forget about the client because you'll lose them so fast. I've seen it multiple times. People will find a client, forget about it, boom, something pops up and other clients pissed, leaving you a bad review or heading to the next agency down the road. So this is dang near as important. This is more important than getting the sale, because you can sell it, and then you could eat a bullet later and lose the client, get a charge back or an ENO claim or something online. So, document, document, document. Make sure everything is in here, good to go. It's all filled out. That's what you got to do. So, cancellation document, throw the ems. Make sure all the contact info and everything is in there, and you will thank me later.
