Beyond the Spreadsheet:
The End of Manual Tracking in RFPs and Carrier Response

Executive Summary

For decades, the core of renewal management tracking RFPs, monitoring carrier responses, and updating clients has been trapped in a complex web of email threads and spreadsheets. This manual tracking system slows down the entire process, creates administrative chaos, and leads to communication gaps with both carriers and clients. Plansight ends this inefficiency by centralizing all communication, real-time status updates, and document management into a single platform. This shift allows brokers to move from reactive chasing to a proactive strategy, delivering faster service and stronger client communication.

The Challenge

The journey from sending an RFP to receiving a final quote is an administrative gauntlet. A single case might require dozens of emails across multiple carrier contacts, followed by manual updates to a tracking spreadsheet that is often outdated the moment it is saved.

The core problems of this manual tracking include:

• Communication Gaps: Uncertainty over whether the carrier received the RFP or if they simply haven't responded yet.
• Time Sink: Service teams spend hours managing inboxes, searching for documents, and fielding internal questions about case status.
• Version Control Nightmare: Losing track of which carrier document is the most recent or which comparison sheet reflects the latest change.

This inefficiency doesn't just cost time; it hurts the client experience. When brokers spend all their time tracking, they have no time left for strategy or building relationships. This is a common bottleneck that keeps firms from achieving the scalability discussed in the context of.

The Single Source of Truth: Centralizing RFP Management

Plansight removes the headache of tracking RFPs by creating a centralized hub for every case. Instead of relying on individual inboxes, the platform manages the full lifecycle of the RFP.

This centralization delivers three key benefits:

1. Real-Time Status Visibility: Plansight shows precisely where each group sits: whether the RFP has been opened, which carriers have responded, and what documents are still pending. This transparency eliminates the need for frantic internal or external status-check emails.
2. Automated Communication Log: Every carrier submission, document revision, and communication note is automatically logged in the case file. The team has a single place to look for every historical interaction, ensuring consistency and seamless team handoffs.
3. Efficiency of Focus: By eliminating the administrative burden of tracking, service teams can redirect their focus toward high-value activities, such as plan design, modeling, or strategic client consultation.

From Reactive Chasing to Proactive Communication

One of the greatest advantages of automated tracking is the ability to shift client communication from reactive to proactive.

• Keeping Agencies Updated: For General Agencies, Plansight lets internal teams keep external agencies up to date on progress without long back-and-forth email chains. The agency can see the progress without requiring constant intervention from the GA staff.
• Strengthening Client Trust: Transparency builds trust. When a broker can instantly and confidently provide updates on carrier response times and next steps, it reinforces their role as a sophisticated advisor in control of the process.

This seamless data flow and communication mirrors the core concept that Integrations provide: eliminating the gap between disconnected parts of the workflow.

Eliminating the Spreadsheet Bottleneck

If your current RFP and quote tracking still live in spreadsheets, the entire process is vulnerable. Spreadsheets are static; the market and carrier responses are dynamic.

Plansight fundamentally changes this dynamic:

• Data Integrity: All received quotes and benefits data are entered into a structured, validated environment, not a free-form spreadsheet prone to formula errors.
• Unified Workflow: The tracking phase flows directly into the analysis phase (comparison building and presentation), eliminating the manual step of migrating data from the tracking sheet to the presentation sheet. This smooth transition provides the consistency, accuracy, and speed that define our platform.

Final Thought: Focus on Strategy, Not Administration

The time spent chasing emails and updating tracking spreadsheets is time lost on strategy and client relationships. Modern broker technology must eliminate this administrative drag. By adopting a centralized platform for RFP management, brokers are not just adopting a new tool; they are establishing a new, higher standard for efficiency and client service.

The solution is simple: get your team out of the email inbox and put them in the platform built for real-time collaboration and seamless workflow.

👉 Schedule a discovery call to see how Plansight AI eliminates manual tracking and transforms your RFP workflow.

‍