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Koffyr Documentation

Renewal requests — guiding a policy renewal from notice to bind

Who this is for

Section titled “Who this is for”

Agency producers, managers, and CSRs who manage the full renewal cycle for a client policy. This spans sending the renewal notice, collecting updated information, quoting, getting the insured’s acceptance, binding the policy, and re-issuing certificates.

Before you start

Section titled “Before you start”

You need an active policy in Koffyr for the insured whose policy is renewing. Renewal requests are available from the Renewals page in the sidebar.

Step-by-step

Section titled “Step-by-step”

Start a new renewal:

  1. Click Renewals in the sidebar.
  2. Click + New Renewal in the page header.
  3. Step 1 — Insured: Search for and select the insured whose policy is renewing.
  4. Step 2 — Policy and effective date: Select the active policy to be renewed and enter the new effective date.
  5. Step 3 — Confirm: Review the details and click Submit to create the renewal request. The request starts at the Notification sent stage.

Move the renewal through its stages:

  1. From the Renewals list, click any row to open the full request detail page.
  2. The workflow stepper shows the current stage. Advance the renewal as work progresses:
    • Click Begin info collection once you are ready to send questionnaires to the insured. Koffyr sends the four information forms to the insured automatically.
    • Click Start quoting once the insured has returned their information and you are actively requesting quotes from carriers.
    • Click Send for acceptance once you have a renewal quote to present to the insured for sign-off.
    • Click Accept renewal once the insured has reviewed the quote and signed the Renewal Acceptance agreement.
    • Click Distribute certs (or Complete renewal to skip cert distribution) once the policy is bound with the carrier.
    • Click Complete renewal once all replacement certificates have been issued.
  3. If the renewal will not proceed at any point, click Mark as non-renewed (available from several stages, confirmation required).

What happens next

Section titled “What happens next”
  • After submitting, the renewal request appears in your Renewals list at the Notification sent stage.
  • When you click Begin info collection, the insured receives four questionnaires: Updated Business Info, Revenue & Payroll, Claims History, and an Operations Checklist. The insured completes these forms in the browser — no PDF attachments required.
  • At the Awaiting acceptance stage, the insured receives a Renewal Acceptance agreement to e-sign.
  • When a renewal reaches a terminal state (Renewed or Non-renewed), it stays visible in your archive and the request is closed.
  • The renewal detail page shows spawned child requests (such as replacement COI certificates) directly, so you can track follow-on work without leaving the renewal.

Troubleshooting

Section titled “Troubleshooting”

I don’t see the renewal I just created. The Renewals page filters by template category. If you created the request using a legacy bundle, it may appear under Other Requests instead.

The insured has not received their questionnaires yet. The renewal notification email is not yet automated — notify the insured using the reminder button on the request detail page, or contact them directly with the link to their questionnaires.

I need to re-issue certificates after binding. At the Re-issuing certs stage, you can manually create replacement COI requests for each certificate holder by clicking + Issue Certificate on the Certificates page and linking the parent renewal request.

Section titled “Related”

Last verified: 2026-05-28