The table below maps out every stage of the insurance renewal process from start to finish. The ‘Who Acts’ column tells you briefly whether each stage is handled automatically by Merlo AI or requires your direct input. Each stage is explained in full detail in the sections that follow.
| # | Stage | Who Acts | What Happens |
| 1 | Renewals Identified | Merlo AI | On the 1st of every month, Merlo scans your portfolio and identifies all policies expiring in the next 3 months. Renewal records are created automatically and you receive a notification email. |
| 2 | You Provide Instructions | You | You log in to the Dashboard, select each renewal record, choose your broker, and decide whether to request quotes or renew with the existing insurer. No automation starts until this is done. |
| 3 | Broker Contact / Tenants | Merlo AI | For standard plans, Merlo immediately emails your chosen broker. For plans with commercial lots, Merlo first contacts commercial lot owners overnight to collect tenant details, then contacts the broker. |
| 4 | Quote Received from Broker | You | When the broker sends you a quote or proposal, you drag and drop that email (with attachments) into the Merlo AI – Insurance folder in Outlook. Merlo picks it up and begins processing. |
| 5 | Proposal Analysis & Draft | Merlo AI | Merlo reads the proposal documents, extracts policy details and premiums, and drafts a clear committee summary email presenting the options. This is ready for your review within few minutes. |
| 6 | Review & Send Email | You | You review the AI-drafted committee email in the Dashboard, make any edits if needed, and send it to the committee for their consideration and decision. |
| 7 | Committee Decision Recorded | You | Once the committee selects a policy, you record the decision in the Dashboard by entering the chosen insurer and policy in the Preferred Insurance Policy field and clicking Save. |
| 8 | Policy Binding Requested | Merlo AI | Immediately after you save the decision, Merlo emails the broker to confirm the selected policy, request formal binding, and ask for the invoice and Certificate of Currency. |
| 9 | Final Docs Received | You | When the broker sends the invoice and certificate, you drag and drop that email into the Merlo AI – Insurance folder in Outlook. |
| 10 | Renewal Completed | Merlo AI | Merlo processes the final documents, links them to the renewal record, and marks the renewal as Complete. The record is archived in the Dashboard. |
