This comprehensive guide walks you through every stage of the Insurance Renewals process in Merlo AI – from the moment a renewal is first detected on your portfolio, to the day the final Certificate of Currency is filed and the record is closed. Whether you are a new strata manager using Merlo AI for the first time, or an experienced user looking for a reference document, this guide covers everything you need.
Merlo AI is designed to take the repetitive, time-consuming administrative work out of insurance renewals. Instead of manually tracking expiry dates, emailing brokers, chasing quotes, and formatting committee communications, Merlo handles all of that in the background. Your role is focused on the high-value, decision-making steps: choosing the broker, reviewing quotes, communicating with your committee, and recording the final decision.
Read this guide from start to finish to understand the complete process or jump directly to the section relevant to where you are in your renewal cycle.
Overview – What Is Insurance Renewals Automation? #
Strata insurance renewals have traditionally been one of the most manual and error-prone processes in property management. Strata managers must track dozens – sometimes hundreds – of policy expiry dates simultaneously, reach out to brokers at the right time, collect and compare quotes, communicate options to owner committees, record decisions, and chase final policy documents – all while managing the rest of their portfolio.
Merlo AI’s Insurance Renewals Automation feature is designed to solve this problem. It integrates directly with your strata management system and your Outlook inbox to automate the administrative backbone of the renewal lifecycle, while keeping you in the decision-making seat for every step that genuinely requires human judgement.
1 What Does Merlo AI Handle Automatically? #
The following tasks are performed by Merlo AI without any manual input from you, once the process has been set in motion:
- Scanning your portfolio on the 1st of each month and identifying all insurance policies expiring in the next three months
- Creating renewal records in the Dashboard and notifying you by email so nothing slips through the cracks
- Emailing your selected broker on your behalf to request new quotes or instruct renewal with the existing insurer
- Where a strata plan includes commercial lots, contacting commercial lot owners overnight to collect up-to-date tenant details before the broker is approached
- Reading broker emails and proposal documents that you drop into your Outlook folder, and extracting the key insurance details from them
- Drafting a professional, structured committee summary email that presents the available policy options in a clear and readable format for your owners
- Automatically emailing the broker once the committee decision is recorded, to confirm the selected policy, request formal binding, and ask for the invoice and Certificate of Currency
- Processing the final documents when received and marking the renewal record as Complete in the Dashboard
2 What Do You Need to Do? #
While Merlo AI handles the automation, there are several steps in the process that require your direct action. These are the steps where your professional judgement, knowledge of the client, or authority to communicate are essential:
- Providing renewal instructions for each policy – selecting the broker and deciding whether to request quotes or renew with the existing insurer
- Optionally overriding the insured valuation amount if the figure in your strata system is outdated or incorrect – this must be done before broker contact
- Receiving broker quote emails and dragging them into the designated Merlo AI – Insurance folder in Outlook so Merlo can process them
- Reviewing the AI-drafted committee email before it is sent to the owners
- Communicating the committee’s decision and recording it in the Dashboard
- Receiving the final invoice and certificate from the broker and dropping them into the Outlook folder to complete the renewal
