Mach Lilies
Renewal week without the late nights: the information gathered 6–8 weeks out.
Every policy on your book comes round on its own date, and every renewal needs the same things: a signed renewal declaration, an up-to-date claims history, confirmed sums insured. Mach Lilies builds an AI helper that opens the file 6–8 weeks before each renewal and gathers the lot. It chases, reads, checks and files — so your team walks into renewal week with a complete pack, not a blank one.
Works with Acturis, Applied Epic and Open GIEvery action loggedYou approve what goes out
The problem, as your team knows it
Renewals don't spread themselves politely across the year. They bunch. A heavy March, a heavier April, and suddenly every account handler has a stack of files falling due in the same fortnight. The renewal declaration should have gone out six weeks ago, but nobody had a spare hour to send it. So the chase starts late, the client replies late, and the pack gets built the night before renewal. Again.
The chasing itself is dull, repeated work. Someone asks a client for the renewal declaration. Then asks again. Then a third time. Someone checks whether the claims history has arrived, whether the sums insured were ever confirmed, whether the schedule still matches the business the client runs today. Meanwhile the shared inbox fills with mid-term adjustment requests and quick questions that all need to reach the right handler. None of this needs a broker's judgement. All of it eats a broker's week.
What the helper actually does
A working week, in order:
- Opens a renewal file 6–8 weeks before each renewal date and sends the client their checklist — renewal declaration, claims history, updated sums insured — from your address, in your tone.
- Reads what comes back, files each document against the right client and policy, and sends a polite nudge for whatever is still missing, on the schedule you set.
- Compares the returned information against last year's schedule and flags what has changed — a new vehicle, a bigger stock figure, a claim you hadn't heard about.
- Assembles the renewal pack, so a broker reviews a complete file instead of building one at 9pm.
- Sorts the shared inbox — renewal replies, mid-term adjustment requests and new-business fact finds routed to the right handler, each with a one-line summary.
- Flags the judgement calls to a broker — the client whose cover no longer fits, the declaration that doesn't add up — rather than guessing.
- Sends you a Friday summary: renewals opened, information in, information still outstanding, and the hours of chasing your team didn't do.
You choose the autonomy level. Most brokerages start with every client email requiring one-click approval, then loosen it as trust builds. Nothing is sent that you haven't allowed.
Works with what you already use
Most brokerages we speak to run on Acturis, Applied Epic or Open GI, with Outlook carrying the client email. The helper works alongside them: it drafts in your mailbox, reads your renewal list, and files documents where your team already looks. Nothing is replaced and nobody retrains. The same goes for most broking tools — we confirm your setup in the free chat.
What it costs
Setup
from £3,500 fixed
The renewals helper connected to your email, files and broking system, tested with your team on a pilot batch of real renewals. Price agreed in writing before we start.
Run
from £600 per month
Monitoring, improvements, the Friday summary, and support. No long contract — cancel monthly.
Rule of thumb
If renewal season means overtime, the helper pays for itself in one season.
We're taking on two founding clients this quarter with no setup fee
— in exchange for honest feedback and a case study.
Questions brokers ask
Is client data safe enough for FCA expectations?
Yes. Every action the helper takes is logged, client emails sit behind approval gates until you choose to loosen them, we follow UK GDPR, and we sign a data processing agreement with you. Full details are on our data safety page — written so you can forward it to your compliance contact.
Do we need to change software?
No. The helper works alongside what you already run — Acturis, Applied Epic, Open GI, Outlook and most broking tools. We connect to your setup rather than replacing it.
How long until it's working?
Two to three weeks from our first proper conversation, including a pilot on a batch of your real renewals. Start 6–8 weeks before a busy renewal month and the helper is chasing before those files fall due.
Can it handle mid-term adjustments?
Yes. A mid-term adjustment is the same pattern as a renewal: collect the information, check it against the policy, file it, and flag anything that needs a broker's judgement. The helper spots adjustment requests in the shared inbox and starts that pattern the same day.
Will clients know an AI drafts the chases?
That's your call. Emails come from your brokerage's address, in your tone, and a broker approves them before they go out. You decide what clients are told — most firms simply describe it as their renewals process.