Automate 90% of the insurance renewal workflow. From identifying upcoming renewals three months out to binding the policy and filing the certificate – Merlo AI manages the entire process, so your team spends minutes on renewals instead of hours.
The Complete Renewal Workflow, Automated End-to-End
Insurance renewals are one of the most time-consuming recurring tasks in strata management. Merlo AI automates every step — from the initial broker outreach to saving the final certificate to SharePoint — while keeping your managers in control at every decision point.
STEP 1
Renewals identified automatically
On the 1st of each month, Merlo identifies all plans with renewals due in the next three months and emails your team the list.
STEP 2
Manager sets instructions in the Dashboard
Your team reviews the renewal list in the Merlo AI Dashboard and assigns a broker with an action: request quotes or renew with the current insurer.
STEP 3
Merlo contacts the broker
For standard lots, Merlo emails the broker automatically. For commercial lot plans, Merlo emails commercial lot owners to capture tenant business details first, then drafts the broker email for manager review.
STEP 4
Quotes received and processed
When the broker sends proposals, drag and drop the email into the Merlo AI – Insurance folder in Outlook. Within five minutes, Merlo drafts a committee-ready comparison email with contacts pre-filled.
STEP 5
Committee decision captured
The committee makes their decision via email or Merlo’s digital ballot feature. Responses are tracked and a result summary is produced automatically.
STEP 6
Policy binding and invoice handling
Manager selects the preferred policy in the Dashboard. Merlo emails the broker to bind the policy and request the invoice and certificate of currency.
STEP 7
Renewal complete and filed
When the invoice and COC arrive, drag and drop into the Merlo AI folder. Merlo marks the renewal complete and saves all documents to SharePoint automatically.
What This Means for Your Business
Insurance renewals are not a one-touch task – they involve multiple emails, follow-ups, document reviews, committee decisions, and system updates. Merlo handles the coordination so your managers can focus on the judgement calls, not the admin.
Portfolio-Wide Visibility and Tracking
See every renewal across your entire portfolio in one place. Filter by status, due date, or broker – no spreadsheets required.
Personalised Commercial Lot Outreach
For plans with commercial lots, Merlo automatically emails every commercial lot owner to capture current tenant business details.
Committee-Ready Communications
Every broker quote is turned into a clear, professional committee recommendation email – ready to send in minutes, not hours.
Integrated with Your Strata System
Merlo pulls insurance valuations and plan data directly from MRI Strata Master or Urbanise, so everything is accurate and up to date.
Documents Filed Automatically
Proposals, invoices, and certificates of currency are saved to SharePoint and linked to the plan record – no manual filing.
Valuation Requests and Overrides
Managers can override insurance valuations in the Dashboard before broker instructions are submitted, giving you full control where it matters.