Renewal Automation and QA/QC:

Executive Summary

Renewal season is one of the most stressful times of the year for brokerage teams. Manual data entry, spreadsheet reconciliation, and peer reviews are necessary but time-consuming steps that open the door for errors. A single typo or missed variance can damage client trust and create liability that no firm wants to shoulder.

AI-driven renewal automation is changing that. By automating data intake, validation, and quality control, brokers can cut hours of manual work, reduce risk, and create a stronger foundation for client relationships.

The Renewal Challenge

Every renewal cycle follows the same pattern:

• Gathering census data
• Inputting carrier quotes into spreadsheets
• Reconciling side-by-side comparisons
• Double-checking every formula and line item

These steps are mission-critical, but they are also tedious and prone to error. Under deadline pressure, even the best teams make mistakes. A single rate discrepancy can ripple into client meetings, costing credibility and sometimes business.

As Plansight CEO Weston Lunsford put it during a recent webinar:

“Every manual step is an opportunity for an error. And in renewals, those errors don’t just cost time, they can cost trust.”

How AI Transforms Renewal Automation

1. Automating Data Intake

Instead of keying in numbers line by line, AI can instantly read carrier quotes in PDF, Excel, or CSV formats and populate a structured comparison. This eliminates the hours of copy-and-paste work that bogs down service teams.

2. Built-In Quality Control

Automation doesn’t just move faster, it moves more reliably. AI normalizes data, flags inconsistencies, and highlights missing fields so brokers know exactly where to focus their attention. Instead of combing through formulas, teams can zero in on the variances that matter.

3. Reducing Risk, Not Just Time

Manual processes rely heavily on peer review to catch mistakes. With AI, many of those checks are handled upfront. Variances are surfaced before a spreadsheet ever reaches a client. That means fewer late-night scrambles and fewer awkward explanations in renewal meetings.

Real-World Impact

One brokerage shared that their service team used to spend 8–10 hours per large renewal entering data and running comparisons. With Plansight’s renewal automation and QA/QC, that dropped to under 30 minutes.

That’s not just an efficiency win. It’s a cultural shift. Instead of burning out during Q4, teams can focus on strategy, negotiation, and client conversations. As Weston noted, “AI doesn’t get tired. It doesn’t transpose numbers. It flags what needs attention so your team can move forward with confidence.”

The Risks of Manual Renewals

Without automation, firms remain vulnerable to:

• Human error: Typos, copy-and-paste mistakes, or formula issues
• Missed deadlines: Time-consuming checks that push delivery past client expectations
• Burnout: Teams are overloaded in Q4, leading to turnover and lost expertise

Why QA/QC Matters More Than Ever

Speed without quality is a liability. AI’s role in renewal automation is not just to move faster, but to ensure accuracy at scale. By embedding QA/QC into the process, brokers can deliver with confidence, knowing the data is reliable and compliant.

Key Takeaways

• Renewal automation eliminates tedious manual work and saves hours per cycle.
• Built-in QA/QC reduces the risk of costly errors and liability.
• AI doesn’t replace people, it empowers them to focus on strategy and relationships.
• Firms that adopt renewal automation today will not only move faster, they’ll move smarter.

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