Vans in, vans out, and three versions of the list
A client runs a fleet of vans and a couple of cars. Vehicles change all the time. The transport manager emails 'two new vans this week, regs attached', or sends an updated spreadsheet with changes highlighted in yellow, or rings on a Friday afternoon. The handler adds the vehicles on the insurer's portal or by email, and files the confirmation.
At renewal the insurer's schedule, the client's spreadsheet and the broker's file all disagree. There are vehicles the client sold months ago still listed, and one van that the client thought was on cover and the insurer has never heard of.
Why fleet lists drift apart
Fleet changes are frequent, small and informal. Each one is easy, but there is no single list that all three parties treat as the truth. Clients keep their own spreadsheet for their own reasons, insurers hold their schedule, and the broker sits in between with emails. Differences only surface at renewal or at a claim.
- Changes arrive in different formats from different people at the client.
- Deletions are reported less reliably than additions.
- Insurer confirmations are filed but not compared back to the client's list.
- Some fleet policies are rated on vehicle count or type, so the premium drifts too.
When the lists disagree
The worst case is a vehicle the client believes is insured when the insurer does not have it. How cover applies in that case depends on the policy and the insurer, and is not something any system decides. The more ordinary costs are hours spent at renewal reconciling lists, adjustment premiums missed, and a client who feels the broker is not on top of their fleet.
A fleet portal with a change queue
- Each fleet client gets a secure portal showing their current vehicle list as the broker holds it.
- The client's transport or office manager adds or removes vehicles on the portal, with registration, type, use, value and date, and can upload a spreadsheet of changes instead.
- Registrations can be checked against public vehicle data where available, so make and model are filled in and typos are caught.
- Each change enters a queue for the handler with a status, and is submitted to the insurer by portal, email or API.
- Insurer confirmations are matched back to the change, and the portal list updates once confirmed.
- On a regular schedule, the insurer's schedule is read and compared with the portal list, and any difference goes on a list for the handler.
- Premium adjustments from the insurer are logged for accounts to invoice or refund.
One list, checked against the insurer
| Question | Today | With the portal |
|---|---|---|
| What vehicles are on cover? | Depends who you ask | Portal list, reconciled with insurer |
| Has the new van been added? | Search email | Status shown on the portal |
| Sold vehicles | Often forgotten | Removed by client, confirmed by insurer |
| Renewal fleet list | Rebuilt from scratch | Already current |
Fleet renewals afterwards
The renewal list is correct before renewal starts. The client can see their fleet as the broker holds it at any time, which removes the Friday afternoon calls asking whether a van is on. Handlers deal with differences as they arise rather than all at once. For clients on fleet rating by count or type, adjustments are captured as they happen.
Recognise your fleet clients?
- Fleet changes come in by email, spreadsheet and phone.
- At renewal, the client's list and the insurer's schedule disagree.
- Sold vehicles stay on schedules for months.
- Clients ring to ask whether a new vehicle is covered yet.