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Have AI summarize a client's last 12 months before every renewal conversation
Nic Tyson, director of The Advisers, an insurance brokerage in Taranaki, New Zealand, interviewed by Insurance Business
After moving its data and documents into JAVLN's cloud-based Officetech platform, the firm uses the platform's AI reporting to pull a client's recent file notes, correspondence, document changes and outstanding tasks into one summary on demand. Managers also use it to get a quick overview of an account when a colleague is on leave and that client calls.
Medium · or we do it from $149/mo
JAVLN Officetech
The problem
Before a client conversation, a broker could spend upwards of 30 minutes working out what had happened with the client over the past 12 months. When Tyson bought the firm four years earlier, client histories sat in filing cabinets.
What happened
Tyson says the AI agent can cut that 30-plus minutes of preparation in half. He says consolidating the data into "one source of truth" came first.
Source: Insurance Business: How AI adoption gave a broker its time back (2026-06-19) · Added 2026-10-18.
How to set it up yourself
- Get client notes, emails and documents into one system first; Tyson calls it "one source of truth".
- Before each renewal call, generate a summary of the client's last 12 months: file notes, correspondence, document changes and open tasks.
- Read the summary before you dial and keep it open during the call.
- Use the same summary when you pick up a call for a colleague who is out.
- If your system has no AI summary, a suggestion: remove personal details from the client's notes and run them through the prompt below in a business AI account your agency has approved.
Copy-paste prompt
Here are the file notes, emails and document changes for a client of {AGENCY NAME} from the last 12 months, with personal details removed: """{NOTES}"""
Write a one-page renewal prep summary: what changed in their business or household, claims or issues, open tasks, anything we promised, and 3 questions to ask on the renewal call. Use only what is in the notes and write "not in the notes" where something is missing.One short email a day: 3 new AI use cases from real small businesses, each with its source and setup steps, plus a Tool of the Day. Free, no spam, unsubscribe anytime.
Rather not do it yourself?
We'll set this up in your tools, in your voice, tested. $149/mo with setup included (6-month minimum), or $497 pay-once. Satisfaction guarantee: we'll fix it until it works. Pay-once setups: or we refund your setup fee. $149/mo plan: cancel in the first 30 days and we refund your first month. Terms. We reply within 1 business day.
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