Invoice follow-up for insurance brokers and brokerage firms
In brokerage, an unpaid premium is not just a cash-flow issue: past the statutory period, it means suspended cover and a policyholder exposed without knowing it. The agent chases every premium before the formal-notice machinery starts, and alerts the firm on at-risk policies.
In your day-to-day
- 01
Premium reminders from the moment a direct debit is rejected, with a clear statement of the consequences for cover and a payment link.
- 02
Alert to the account handler before the insurer sends a formal notice, so the firm can call the policyholder before suspension.
- 03
Tracking of unpaid brokerage fees and file charges, chased separately from insurer premiums.
A typical scenario
3,500 property and casualty policies, retail and commercial mixed: in this typical firm, rejected direct debits pile up in an extranet the handler checks when he can — which means after the insurer’s registered letter.
- 01
On the 6th of the month, a rejected debit on a tradesman’s motor fleet is spotted in the bank returns: the policyholder receives a clear message the same day, with a payment link and what suspended cover would mean for his worksites.
- 02
At day 10 the payment still has not cleared: the handler is alerted with the policy history, before the insurer starts its formal notice — the firm’s call still lands on friendly ground.
- 03
Every Friday, the agent delivers the at-risk premium board, crossing amount, client tenure and repeat rejections — three files to call, not fifty rows to comb through.
What changes
The firm regains its head start on the insurers’ formal-notice machinery, and the policyholder learns of the problem from their broker — never from a registered letter.
Order of magnitude
Working assumptions
- →3,500 policies in the portfolio
- →around 1.5% of direct debits rejected per month — some fifty premiums
- →same-day handling instead of the monthly extranet review
Some fifty premiums regularised each month before the formal-notice threshold — and as many “you are no longer covered” conversations that never happen. An order of magnitude, driven by your portfolio’s payment behaviour.
Indicative estimate built on average sector assumptions — it gets recalibrated on your actual volumes during scoping.
What eats your days
- →
Quote requests arrive at all hours, and the prospect signs with the broker who answers first with a credible comparison of covers.
- →
Unpaid premiums slide towards formal notice and suspension of cover — and the broker carries the relationship when the policyholder discovers they are no longer covered.
- →
A claim with no news from the insurer for three weeks means a policyholder calling the firm — not the insurer.
How it works
- 1
Plugged into your invoicing
The agent reads your existing tool — invoicing, accounting, ERP — with no migration and no double entry. It knows every invoice, its due date and its history.
- 2
Written reminders, not templates
Each reminder is written for that client: friendly for a good payer one week late, firm and documented by the third notice. You approve the policy once; the agent applies it.
- 3
Escalation and audit trail
Sensitive account, dispute, large amount: the agent hands over to a human with full context. Every action is logged, every euro recovered is attributed.
Typical results
-30%
average collection delay, typical order of magnitude
100%
of overdue invoices chased, no exceptions, no oversights
0 h
of human time on first-level reminders
Orders of magnitude observed in production; your diagnostic sets your own baseline and targets.
Frequently asked questions
Isn’t chasing premiums the insurer’s job?+
Legally, the formal notice comes from the insurer — but the policyholder knows their broker. The agent steps in before the procedure: a friendly reminder from the firm avoids suspension, preserves the relationship and prevents a dispute whose commercial cost the broker would bear.
Can the agent tell a one-off debit rejection from a real payment risk?+
Yes: it crosses the client’s payment history. A good payer with an isolated rejection gets a simple payment link; a policy with repeated rejections is flagged to the handler with the history, before the insurer hardens its tone.
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