vehicles.octa-renewal·version 1.0.0·draft4 to verify
Renew compulsory motor insurance (OCTA)
Every company vehicle holds a continuous OCTA policy in the company's name, the new policy starts the day after the old one ends, and the next renewal is in the watch.
When to use
An OCTA policy on a company vehicle is approaching its end date. Not for a vehicle newly bought or brought into the company — use vehicles.add-vehicle, which registers it and starts its first policy. Not for casco, fleet or other voluntary insurance — this playbook covers only the compulsory third-party liability policy (OCTA) that Latvian law requires for every registered vehicle.
Before you start
- The vehicle list shows the plate, current insurer, policy number and expiry date.
- The usage is known: who drives, private or business use, whether the vehicle goes abroad (green card is
- ⚠ verify how many days before expiry a policy can be bought in advance, and whether the new policy can
What a run requires3
- Approval · S4 · ownerthe run stops until a named person records the decision
- Approval · S5 · ownerthe run stops until a named person records the decision
- Irreversible · S5an agent never closes it alone
Any step can wait until a date and reopens by itself; every closed step leaves evidence (a note, a link, a number).
The trail8 steps
Read the renewal windowagent
For each vehicle due, read the expiry date from the vehicles module and confirm it against the current policy document.
Done when each vehicle has a confirmed expiry date and a target start date (the day after expiry, or the same day if the policy allows same-day start).
Check the vehicle data is currentagent
Compare plate, registration state and usage against CSDD data and the vehicles module.
Done when any mismatch (sold vehicle, changed usage, new driver) is written down before offers are requested.
⛔ Renewing a policy for a vehicle the company has already sold creates a paid policy for nothing.
Collect at least three offersagent
Request prices from at least three insurers (via the vehicles module integrations or the insurers' websites) for the same vehicle, usage and coverage period.
Done when a comparison exists: insurer, price, period, what differs (instalments, claims handling notes), with the collection date.
Choose the insurerownerneeds approval · owner
Approval · S4 · owner — the run stops until a named person records the decision
Present the comparison with a recommendation.
Done when the owner has named the insurer and the price they approve.
Pay and issue the policyagentneeds approval · ownerirreversible
Approval · S5 · owner — the run stops until a named person records the decision
Irreversible · S5 — an agent never closes it alone
Buy the approved policy in the company's name, pay from the agreed account, and confirm the policy document is issued — not merely ordered.
Done when a policy document exists with a policy number, start and end dates, and the payment is recorded in the money module.
⛔ "I started the order" is not a policy. No issued document, no step done.
Verify the policy is registeredagent
Check the policy appears in the state OCTA database (via ltab.lv check by plate number) with the correct start date.
Done when the database shows the new policy active from its start date.
⛔ A paper PDF without a database entry means the police see the vehicle as uninsured.
Update the vehicles moduleagent
Record policy number, insurer, price, start and end dates; set the next renewal deadline so this playbook fires again.
Done when the vehicle row shows the new policy and the next deadline.
Record and hand backagent
Send the owner a three-line summary per vehicle: plate, policy number and dates, price paid vs the cheapest offer collected. File the policy document in the documents module.
Done when the owner has the three-line summary per vehicle and the policy document is filed in the documents module.
Checks — how we know it worked
- The database check in S6 shows the new policy active — read back by plate number, not from the invoice.
- Start date = the day after (or the same day as) the old expiry — no gap, no overlap of more than a day.
- Policy holder is the company's legal name and registration number, not an employee.
- The vehicles module shows the new dates and the next renewal deadline.
If it goes wrong
| Symptom | Response |
|---|---|
| Expiry passed before renewal | Do not drive the vehicle until a policy is issued; buy immediately, note the gap days in the run record, and move the deadline earlier in S7. |
| Payment made, no policy document | Contact the insurer the same day with the payment reference; if unresolved in 2 working days, pay with another insurer and start a refund claim. |
| Wrong vehicle or wrong usage on the policy | Ask the insurer for correction before the start date; after it, the policy may need cancellation and re-issue — ⚠ verify correction and cancellation rules with the insurer. |
| Price far above the previous year | Check what changed (claims, driver list, usage class) before accepting; re-run S3 if the reason is not clear. |
| Vehicle sold mid-policy | Cancel the policy per the insurer's rules and reclaim the unused period — ⚠ verify refund terms, ltab.lv and the insurer's contract. |
What each step leaves behind
- S1each vehicle has a confirmed expiry date and a target start date (the day after expiry, or the same day if the policy allows same-day start).
- S2any mismatch (sold vehicle, changed usage, new driver) is written down before offers are requested.
- S3a comparison exists: insurer, price, period, what differs (instalments, claims handling notes), with the collection date.
- S4the owner has named the insurer and the price they approve.
- S5a policy document exists with a policy number, start and end dates, and the payment is recorded in the money module.
- S6the database shows the new policy active from its start date.
- S7the vehicle row shows the new policy and the next deadline.
- S8the owner has the three-line summary per vehicle and the policy document is filed in the documents module.
Evidence to keep
Policy number and document · database check result with timestamp · payment record id · the offer comparison with collection date · the owner's choice in S4 (who, when) · the S7 vehicle row before/after.
How this playbook improves
After every 10 renewals ask: how many days before expiry did the run start, and did any vehicle end up renewed later than 5 days before? Was the paid price the cheapest collected offer, and if not, why did the owner choose otherwise? Did any run produce a gap, a wrong vehicle, or an unpaid order? A new version changes the step that caused the gap or the overpay, and says so in its change note.
Obligātās sīkdatnes tur sarunu kopā. Analītika ir izslēgta, līdz tu atļauj — tā neliek nevienu sīkdatni un neglabā ierīces identifikatoru.Necessary storage keeps your conversation together. Analytics is off until you allow it — it sets no cookie and stores no device identifier. Ko mēs glabājamWhat we store