When a prospect's policies are already in force but they have not created a Policy Stack account yet, you can stage those policies as drafts on their contact profile. The drafts double as your own working reference for the relationship, and when the prospect later signs up, they can accept the whole set into their account with one click.
This capability is available to every practice. Open the Policies card on a not-connected contact's profile to stage drafts.
Where Drafts Live
Open a contact who is not connected to Policy Stack and open the Banking tab on their profile. The pre-stage workspace links to the same Policies card used elsewhere on the profile. For a prospect, entering a policy here creates a claimable draft.
Everything you enter is encrypted at rest and visible only inside your practice (your agency's active members, where applicable). Nothing appears in any client account — drafts stay entirely on your side until the client explicitly accepts them.
Set Up and Complete a Draft
- Upload contract — from an empty Policies card, drop in the policy contract PDF. Policy Stack creates the draft, then AI extraction fills its carrier, policy number, insured, owner, dates, riders, and premium structure for your review.
- Set up a policy — create the draft manually through the same policy wizard used elsewhere in Policy Stack.
- Add statement — once the draft exists, upload an annual statement to extract current cash value, loan balance, and death benefit as a dated statement snapshot.
The card shows each draft's full detail — carrier, policy number, insured and owner, base death benefit, premium and frequency, issue date and anniversary — plus the latest statement values and any uploaded documents. A readiness chip tracks whether the draft has everything a claim needs — carrier, policy number, issue date, and base death benefit — and prompts for a statement when current values are missing.
When a draft has a complete anniversary month and day, that anniversary also appears on the advisor calendar. Archived and transferred drafts no longer create future anniversary events.
Removing a Practice-Loaded Policy
Before a prospect accepts a draft, your practice can manage or remove that draft. After acceptance, the transferred policy belongs to the client's account and the client decides whether to delete it.
For a policy created directly by your practice in a connected client's workspace:
- An advisor or team member with read/write access can remove it only while the client has not added data to it. The removal flow requires the acknowledgment and the typed confirmation DELETE.
- Once the client has added data, the advisor cannot remove it. The client must open the policy in their own account and decide whether to permanently delete it.
- Current policy deletion is permanent. Recently Deleted only restores older records created under the previous soft-delete flow during their remaining 30-day window.
What the Prospect Sees Later
When the prospect creates a Policy Stack account with a verified email, their Home shows a card: "[Your name] set up N policies for you." Amounts are shown rounded until they accept. They choose:
- Import prepared policies — the exact policy details, statement history, and any draft-linked documents are copied into their account while preserving the access level already selected for that client.
- Connect without importing — the connection is made without adding any policy data, while preserving the client's current access choice.
- Skip for now / Not now — the prepared policies are not imported and the offer is hidden until you resend policy setup from the client profile. The client can still manage access from Settings → Connections.
Each draft on the Policies card carries a state chip so you can tell these apart without guessing:
- Awaiting acceptance — complete and waiting on the client.
- Needs details — the draft cannot be imported yet; the card names the missing field.
- Declined — the client dismissed the offer, with the date. Use Resend policy setup to put it back in front of them. If the draft also needs details, fix those first: a resend is refused while the draft is incomplete.
- Accepted — the client imported it; the live policy is now theirs.
The client is told that declining is visible to you. You see only that they declined and when — never a reason, and nothing else about their account.
The card is only offered when the account matches exactly one of your contacts and the person had a prior signal that you work together (for example, a seat or connection invite, or they named you during onboarding). Policies already recorded in the account do not block the offer; accepted prepared policies are added alongside them. Otherwise they see a plain connect prompt with no policy data.
After the Claim
Accepted drafts are marked transferred, the contact moves from prospect to active client, and the contact profile hands off to the connected-client view of their live banking system. The draft's encrypted copy is cleared by a scheduled cleanup once the transfer completes — the client's account now holds the single source of truth.
A client on the Starter tier keeps one policy active after accepting; additional policies arrive locked and unlock on Builder Pro. The data is preserved either way.
Drafts for a prospect who never joins simply remain on the contact profile as your working reference for the life of the contact.