6 Best Policy Renewal Tracking Software for Brokers in 2027

Key Takeaways

• A renewal tracker lists each policy's expiration date, sends reminders on a lead time you set, and records who handled the renewal. Whether you need a separate one depends on whether your agency management system already does those jobs.

• AgencyZoom and Expiration Reminder publish monthly plan prices on the pages we opened. The other four options in this guide are quote-based on those pages.

• AgencyZoom's renewal automation is tier-specific. It appears on four of its five plans and not on Essential.

• HawkSoft's Retention Alerts flag renewals that rise above a threshold you set. Confirm that plain expirations are also tracked before you rely on it.

• Data access, duplicate-send checks and one named person who approves client messages decide whether any of these tools works for you.

TL;DR: If your agency management system already holds your policies and sends alerts you trust, start there and buy a separate tracker only for a gap you can name. If it cannot export your expiring policies, fix that before you compare features.

Start with the category decision

A policy renewal tracker is software that lists each policy's expiration date, sends reminders before that date, and records the renewal's owner and status. Two paths matter for most small brokerages. The first is a renewal feature inside the agency management system (AMS) you already run. The second is a separate tracker that reads a list of policies and adds reminders, status and an audit trail on top.

A standalone tracker adds a second place where policy data lives. It pays off only when the AMS cannot produce a reliable expiring-policy list, or when its alerts do not reach the people who act on them. If your AMS already handles those jobs, a second copy of the data is a cost to manage, not a benefit.

A third path is a configured workflow that sits on top of an export or API you already have. A workflow that US Tech Automations could configure would be a proposed design, not a product you buy off a shelf. We describe its prerequisites and review points below. It belongs in the decision only when the first two paths leave a gap.

How we evaluated these tools

This is a desk review of public pages checked October 26, 2026. We did not run any of these products. Every feature claim below comes from a vendor page or trade press we opened. We weighted six criteria by how often each one decides whether a renewal gets missed.

The weights sum to 100%. Three candidates were excluded before scoring. Karbon's pricing page lists general client-management plans and does not mention renewals. Double's pricing page lists accounting features such as Autoclose and the Tax Suite. Applied Systems' Applied Epic was not scored, because its product page returned not found when we tried to open it in this session. QuoteSweep describes Applied Epic's pricing as custom and quote-based, according to QuoteSweep (updated April 11, 2026).

The six options at a glance

"Not verified" means the page we opened did not describe that feature. It does not mean the product lacks it. Vendor pages are written to sell, so the gaps in these tables are the first questions to put to each sales team.

What it costs, and what is not published

AgencyZoom's published monthly plans are the Single Location Agency at $99, Multiple Location Agency at $129, Essential at $149, Growth at $199 and Pro at $349, each with seven users, according to AgencyZoom (checked 2026). Extra seats go through sales, and the page offers an annual option without listing annual prices.

Published monthly range: $99 to $349 according to AgencyZoom (checked 2026).

Expiration Reminder lists four flat tiers on its pricing page: Starter at $49 a month for 150 expiration items, Professional at $99 for 600, Business at $179 for 1,500 and Enterprise at $399 for 2,500, according to Expiration Reminder (checked 2026). The page shows two different annual figures per tier that do not reconcile with the monthly prices, so ask for the annual invoice terms in writing.

The table below multiplies each published monthly price by 12. It is a list-price comparison, before any annual terms, sales-quoted seats or add-ons.

Pricing checked October 26, 2026.

The four Quote-based rows reflect what their pages showed, not an estimate. EZLynx says its pricing "is based on the number of users at your agency and the products you need, so there's no single flat rate." HawkSoft's page asks visitors to request a call-back. JAVLN's renewals page publishes no renewals-module figures. A QuoteSweep article updated April 11, 2026 says HawkSoft publishes its pricing openly, according to QuoteSweep (updated April 11, 2026). We could not find that price sheet on HawkSoft's own pages, so ask HawkSoft for its current pricing in writing.

Where the renewal work breaks

In a recent Insurance Business article, Eric Purdy of Rival Insurance Technology describes brokers pulling information together from separate places, including the management system. He also calls replacing a legacy system a change management problem. In practice the failure point is usually the handoff rather than the date. The list exists, but the context and the follow-up sit on other screens.

Adoption of AI tools is still thin across agencies. Agencies with an AI tool in place: 14% according to Insurance Business (October 13, 2026). The same article reports that 65% of agents had used AI for work in the past year, according to Insurance Business (October 13, 2026), which is the Liberty Mutual 2026 Independent Agency Growth Study. Individual use is ahead of agency-wide tools, so expect the setup work to fall on your team.

Here is a proposed, configurable renewal handoff from US Tech Automations. It is not a live deployment or a measured result. The trigger is a policy whose expiration date falls inside the lead time you set for its line. The workflow reads that policy through your AMS export or API and creates a renewal task with the policy number, carrier, last-term premium and last client contact, assigned to the account manager. Prerequisites are read access or a scheduled export from the system that holds the policies, a field that marks a policy as active, and a list of lines with different notice rules. The human review point comes before anything reaches a client, when the account manager checks the pulled data against the policy file.

The second step is the send. After the account manager approves a reminder draft, the proposed workflow sends it from a named mailbox and writes the send, the approver and the timestamp to a log. Prerequisites are sending permission on that mailbox, your agency's client-communication rules, and a duplicate-send check so one renewal cannot trigger two messages. The output is a renewal queue showing status per policy and an audit trail of who approved each message. Client replies go to a person, and the workflow does not answer them.

What a 1,200-item book costs to check by hand

Take an illustrative broker with 1,200 active expiration items. This is a hypothetical book, not a customer, and the figures are assumptions. Business tier: $179 a month according to Expiration Reminder (checked 2026) covers up to 1,500 items, so the whole book fits on one plan at $2,148 a year, which is $179 × 12. A manual review pass that takes 4 minutes per item comes to 4,800 minutes, or 80 hours per cycle, before any client contact. A scheduled job that reads your records through the API could cut that list down to exceptions a person must review. The response example on Expiration Reminder's key-concepts page shows an is_active field on its contact_types records but does not document expiration item fields, so confirm those in the Expiration Items reference first. It still needs an API key, a test against a sample of expiring items, and a named reviewer for every client message.

Vendor profiles: fit, limits and evidence

AgencyZoom

Best fit: agencies that want renewal automation on a tier they can price from a published page. Limitations: the Essential plan does not list renewal automation, extra seats require a sales call, and the annual option does not show annual prices. Implementation: the pages we opened do not describe migration, so ask whether data import is included. Evidence: AgencyZoom pricing.

HawkSoft

Best fit: agencies that want alerts when a renewal's premium rises above a level they set, plus daily reminder agendas for staff. Limitations: the page we opened publishes no prices. Its alert is described as a follow-up task when a renewal arrives above a threshold, so confirm that plain expirations are also tracked. Implementation: the page says there are no long-term contracts, and it does not describe migration. Evidence: HawkSoft's product page.

EZLynx

Best fit: agencies that want one all-in-one agency management system and will take a quote. Limitations: the pricing page says pricing depends on users and products, and it names Retention Center only in a FAQ answer, with renewals appearing only in the navigation. The vendor says Retention Center is a capability you won't find as an add-on elsewhere, but the page gives no workflow detail to check. Implementation: not described on the pages we opened. Evidence: EZLynx pricing.

Vertafore AMS360

Best fit: agencies on a full AMS that receive renewal data from carriers and want it written straight into the policy record. Limitations: the page describes renewal automation and carrier-fed renewals, but not a dedicated renewal dashboard or schedule, and it publishes no prices. Implementation: the page says carriers can send renewal data directly into the system, which removes manual policy entry. Evidence: AMS360 product page.

Expiration Reminder

Best fit: a small team that needs a dated list, automatic reminders and an API, and does not need a full AMS. Limitations: it is a tracker, not an AMS, and each tier caps the number of expiration items. The insurance page addresses insurers, brokers, agents and risk managers alike, so check fit for commercial lines. Implementation: API access comes with developer documentation, and the key-concepts page shows an is_active field on contact types. Evidence: Expiration Reminder's insurance page and its API key concepts.

JAVLN

Best fit: brokers who place business with several insurers and want renewal status, approval steps and quote requests in one module. Limitations: the renewals page publishes no figures, and it describes no public API for third parties. Implementation: onboarding covers migrating renewal status, reminders and history, but the page does not detail the import process. Evidence: JAVLN renewals.

Who should choose which option

This guide is for an owner or operations lead at a small insurance business who must choose between an AMS renewal feature and a separate tracker, and who can name the person who approves each renewal. Red flags: no export or API from the system that holds your policies, no one who owns renewal decisions, or an expectation that a tool will place coverage or replace carrier quoting.

Common mistakes

• Treating a reminder as a renewal. A reminder with no owner and no status still lets renewals slip.

• Buying a second system before checking the alerts your AMS already sends.

• Budgeting from a third-party price. Four of the six vendors on our list showed no price on the pages we opened.

• Skipping the export test. Ask for a sample export of your expiring policies before you sign anything.

• Ignoring notice rules. Lead times that work for one line can be too late for another, so set them by line.

Decision checklist

• Does the tool read the policy record from your AMS, or do you re-key it?
• Can you see who owns each renewal and its current status?
• Are reminder lead times configurable by line?
• Is there an API or export you can test before buying?
• Do you have a written quote that names seats, tiers and migration fees?

Questions buyers ask before signing

Is a renewal tracker the same as an agency management system?

No. An AMS holds the policy record, along with accounting and carrier data, while a tracker mainly lists expirations and sends reminders, though some also hold documents and tasks.

Which of these options publish a monthly price?

AgencyZoom and Expiration Reminder publish monthly plan prices on the pages we opened, while HawkSoft, EZLynx, Vertafore AMS360 and JAVLN do not, so those cells read Quote-based.

Does AgencyZoom include renewal automation on every plan?

No. The pricing page lists renewal automation on four plans and not on Essential.

Can I build this in Zapier, Make or n8n instead?

Yes, if you have API or export access and are ready to own run histories, duplicate-send checks, escalation paths and maintenance. Those tools can keep run histories, retries and error branches when configured, but your team has to design and maintain them.

Should I start with a standalone tracker or the AMS I already have?

Start with the AMS you already have. Test its alerts against an export of your expiring policies, and add a tracker only for a gap that test exposes.

Why is there no price for some of these vendors?

The pages we opened for HawkSoft, EZLynx, Vertafore AMS360 and JAVLN showed no price, so we did not estimate one.

When a simpler tool is the better pick

Skip a configured workflow in three cases. First, your AMS already sends renewal alerts your team trusts, such as threshold alerts on HawkSoft or renewal automation on an AgencyZoom tier that includes it. Second, you only need a dated list with reminders, which a standalone tracker like Expiration Reminder covers without a build. Third, nobody can give read access or an export from the system that holds your policies, so there is nothing for a workflow to read. In those cases, use the vendor's own alerts first, and add a build only when a specific gap remains after a test.

Where to go from the shortlist

Shortlist two or three options from the tables, then ask each vendor for a written quote that names seats or item limits, migration fees and which renewal features sit on which tier. Run a test on a sample export of your expiring policies before you sign. If your system cannot produce that export, see how US Tech Automations configures this for a proposed design, and test that design on your own data before any client message goes out.