Stage 5 – Completing the Renewal

The final stage of the renewal process is the receipt and processing of the two key documents that confirm the insurance is in place: the Invoice (confirming the premium to be paid) and the Certificate of Currency (confirming that the strata plan is actively insured). Once Merlo AI receives and processes these documents, the renewal record is closed.

1 What to Expect From the Broker #

After Merlo emails the broker requesting policy binding, invoice, and Certificate of Currency, the broker will process the binding and send you a follow-up email containing the final documents. This email may arrive within hours or may take a day or two, depending on the insurer’s processing time.

The broker’s email will typically contain two attachments: the tax invoice for the insurance premium, and the Certificate of Currency confirming the policy details, coverage period, and insured amount. Some brokers may send these in separate emails; if that is the case, process each email separately by dropping each one into the Merlo AI – Insurance folder.

2 Step-by-Step: How to Complete the Renewal #

1. Wait for the broker’s email containing the invoice and Certificate of Currency to arrive in your inbox.
2. Once received, drag and drop the email into the “Merlo AI – Insurance” folder in Outlook. Use the same drag-and-drop method described in Section 6.
3. Allow up to 5 minutes for Merlo to process the documents.
4. Merlo will read the documents, verify they match the active renewal record, and link them to that record in the Dashboard.
5. The renewal status in the Dashboard will automatically update to “Complete”.
6. You can open the completed renewal record at any time to access the filed documents, view the full history of the renewal, or reference the policy details.

3 What Does ‘Complete’ Mean? #

When a renewal is marked as “Complete” in the Dashboard, it means that all stages of the renewal lifecycle have been successfully concluded for that policy period. Specifically, it confirms the following:

• The renewal has been progressed from identification through to policy binding
• The committee’s selected policy has been formally bound by the broker
• The insurance invoice has been received and is linked to the renewal record
• The Certificate of Currency has been received and is linked to the renewal record
• The renewal record is archived, and no further action is required for this policy period

Accessing Completed Renewals

Completed renewal records remain accessible in the Dashboard at any time.

You can retrieve the invoice or Certificate of Currency from a completed record whenever needed – for AGM packs, owner queries, or financier requests.

The full renewal history (all stages, emails, and timestamps) is preserved in the record for audit and reference purposes.