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How a Leading Insurance Provider Improved Renewal Efficiency by 40% with Pivotal Leap’s CLM

Client Overview

Client Name: Confidential

Contact Person: Head of Operations

Industry: Insurance

A large insurance provider selling licenses and policies through brokers and direct sales teams was managing thousands of contracts expiring each year. Timely renewals were critical to revenue, but manual tracking and follow-ups made the process unreliable and difficult to scale.

Pivotal Leap implemented a Salesforce-based Contract Lifecycle Management (CLM) solution that automated renewals, improved visibility, and eliminated revenue leakage caused by missed follow-ups.

Key Results Achieved

40% uplift in renewal efficiency

Zero missed renewals guaranteed

100% real-time visibility into contract health

Higher broker productivity and satisfaction

Challenge / Problem Statement

  • 01

    They had no centralized system to track renewals, relying on emails, spreadsheets, and calendars.

  • 02

    Brokers and sales reps missed follow-ups, causing contracts to expire unnoticed.

  • 03

    Renewal agreements were created manually as PDFs, with no tracking of signatures.

  • 04

    Reminder emails continued even after renewals were confirmed, creating confusion.

  • 05

    Leadership lacked real-time insight into at-risk contracts, discovering issues months later.

  • 06

    Revenue losses accumulated due to manual processes and delayed visibility.

Objectives / Client Priorities

Automate renewal reminders

And eliminate manual tracking.

Ensure no contract expires

Without timely follow-up.

Create a single source of truth

For contracts and renewals.

Stop unnecessary communication

Once a renewal is confirmed.

Provide real-time dashboards

For leadership and finance.

Improve broker efficiency

And customer experience.

The Solutions We Brought to the Table

  • Implemented Salesforce-based Contract Lifecycle Management

    A centralized CLM system was built to manage the full renewal lifecycle inside Salesforce.

  • Automated renewal reminders at key intervals

    Notifications were triggered at 90, 60, 30, and 15 days before expiry.

  • Integrated digital agreement handling

    Renewal agreements were sent automatically and tracked directly within Salesforce.

  • Introduced smart automation rules

    Once a broker confirmed renewal or payment, reminder emails stopped automatically.

  • Centralized signed contracts and renewal status

    Every completed agreement was attached to the correct Salesforce record.

  • Delivered real-time renewal and revenue dashboards

    Leadership gained visibility into expiring contracts, renewals in progress, and revenue impact.

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Implementation Details

Configured Salesforce CLM architecture aligned to insurance renewal workflows.
Automated reminder logic based on contract expiry dates.
Integrated digital agreement tracking for renewal documentation.
Implemented automation rules to prevent duplicate or unnecessary outreach.
Built executive dashboards for renewal health and revenue forecasting.
Delivered the solution through an agile, fast-track approach, minimizing disruption.

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Results / Outcome

  • Improved renewal efficiencyby 40% , reducing manual effort.
  • Eliminated missed renewals, protecting recurring revenue.
  • Increased broker productivity, removing repetitive follow-ups.
  • Improved customer experience, with timely and professional communication.
  • Provided leadership with real-time visibility, enabling proactive decisions.
  • Replaced a chaotic renewal process with a predictable, automated system.

The Power & Impact of Partnership with Pivotal Leap

  • Stopped revenue leakage through automated renewals.

  • Improved broker efficiency with smart workflows.

  • Enabled leadership to forecast revenue confidently.

  • Built long-term trust with clients through reliable renewals.

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