Insurance workflow automation for the handoffs between producers, CSRs and carriers.
Fewer files stalled in someone's inbox.
A new commercial account touches a producer, a CSR, the AMS, several carrier portals and the client before it binds. Most delays happen in the gaps: a quote request nobody picked up, a renewal that started late, a signed application nobody chased. We build the routing, tracking and follow-up that keeps work moving, and your team makes the decisions.
- Free
- AI audit before you commit to anything
- Fixed price
- Builds quoted against a defined scope
- 2 to 3 weeks
- Most builds, from a defined scope
Most delays happen between people and systems
Quote requests that start in an inbox
A prospect emails, calls or fills in a web form, and someone has to collect the rest of the information, build the submission and send it to markets. Until that happens, nobody else knows the request exists.
Renewals that start when someone remembers
Renewal work starts from an AMS report someone runs, or forgets to run. Exposure updates, remarketing decisions and the client conversation get squeezed into the last weeks before expiration.
Handoffs with no owner
Producers sell, CSRs service, and accounts pass between them through forwarded emails and hallway conversations. Activities do not always make it into the AMS, so the account history has holes.
What we build for insurance agencies
Each of these is a real engagement shape. Open one to see how it works, what it needs from you, and where a person stays in the loop.
Any figures are targets we scope towards, not guarantees. What you actually get depends on your volume, your systems, and how much stays under human review.
Submission intake and quote requests
New business quote requests arrive in different formats, and the information needed to market the account comes in pieces over days.
Submission intake and quote requests
New business quote requests arrive in different formats, and the information needed to market the account comes in pieces over days.One intake path for web forms, emails and phone notes collects what each line of business needs, asks the client for what is missing, and creates the prospect in the AMS. Once the file is complete, it goes to the marketer or CSR with a submission checklist and a tracker for each carrier's response.
How it works
- 01Bring requests from your website, email and phone intake into one queue
- 02Check each request against what your markets need for that line of business
- 03Ask the client for missing information and remind them until it comes back
- 04Create the prospect in the AMS and assign it to a producer or marketer
- 05Track each carrier submission until a quote, decline or referral is logged
Where a person stays in the loop
Your team chooses which carriers to approach and what to quote. The automation gathers the information and keeps the status current.
- A producer or marketer reviews each complete file before it is submitted
- Carrier declines and referrals go to a person instead of an automatic resend
What it needs from you
- Your web forms, intake inbox and phone notes
- AMS access for prospects and activities (API or import)
- Your submission checklist for each line of business
Typical build: 2 to 3 weeks·Aim: Every open quote visible in one place
Talk through this oneRenewal pipelines that start on schedule
Renewals are worked from an expiration report, so the early steps (updated exposures, loss runs, the client conversation) happen late.
Renewal pipelines that start on schedule
Renewals are worked from an expiration report, so the early steps (updated exposures, loss runs, the client conversation) happen late.Each policy enters a renewal pipeline a set number of days before expiration, on rules you set by line and account size. Tasks go to the right producer and CSR, clients get requests for updated exposure information, and the account manager sees which renewals are behind.
How it works
- 01Read upcoming expirations from the AMS on a daily schedule
- 02Start each renewal at the lead time you set for that line and account size
- 03Create tasks for the producer and CSR and ask the client for updated information
- 04Request loss runs from carriers on accounts that will be remarketed
- 05Show each renewal's stage and flag the ones running behind
Where a person stays in the loop
Remarketing decisions and renewal recommendations stay with the producer. The pipeline handles timing and reminders.
- The producer decides whether each account is remarketed
- Client messages use templates your agency approves
What it needs from you
- AMS expiration data (report, export or API)
- Your renewal timeline by line of business
- Loss run request contacts or portals for your main carriers
Typical build: 2 to 3 weeks·Aim: One view of every renewal in progress
Talk through this oneProducer and CSR handoffs, logged to the AMS
When an account moves from sale to service, or a client email needs a producer's answer, the handoff happens by forwarded email and often never reaches the AMS.
Producer and CSR handoffs, logged to the AMS
When an account moves from sale to service, or a client email needs a producer's answer, the handoff happens by forwarded email and often never reaches the AMS.Client emails and service requests are matched to the account, sorted by request type and routed to the right person, with the activity logged to the AMS. When a new policy binds, the service handoff checklist is created and assigned to the CSR.
How it works
- 01Read incoming email in your shared service and producer inboxes
- 02Match each message to the client account and label the request type
- 03Route it to the assigned producer, CSR or account manager by your rules
- 04Log the activity to the AMS with a link to the original message
- 05Create the onboarding checklist and tasks when a new policy binds
What it needs from you
- Shared inbox access (Outlook or Gmail)
- AMS access for activities and tasks
- Your routing rules: who owns which accounts and request types
Typical build: 3 to 4 weeks·Aim: Account history that lives in the AMS
Talk through this oneClient follow-up for missing items
Signed applications, no-loss letters, inspection access and requested documents get chased by hand, when someone has time.
Client follow-up for missing items
Signed applications, no-loss letters, inspection access and requested documents get chased by hand, when someone has time.Open items on each account become a follow-up sequence: the client gets a request with a secure upload link, reminders go out on your schedule, and the CSR sees what is still outstanding. Items close when the document arrives.
How it works
- 01Create open items from bind, renewal and endorsement steps
- 02Send the client a request by email or text with a secure upload link
- 03Send reminders on the schedule and wording you approve
- 04Close the item when the document arrives and file it to the account
- 05Escalate items still open near a deadline to the CSR
Where a person stays in the loop
Your agency approves every message template and the reminder schedule. Client replies go to a person.
- Client replies are routed to the CSR and never answered automatically
- Text reminders follow the consent rules your compliance owner sets
What it needs from you
- AMS access for open items and attachments
- An email and SMS provider (or we set one up)
- Your list of standard follow-up items and deadlines
Typical build: 2 to 3 weeks·Aim: One list of what each client still owes you
Talk through this oneBuilt inside your systems, not beside them.
We work in your cloud, using your tools, under least-privilege access. We never train models on your data, and you keep the source code.
Encrypted in transit and at rest
Client data is encrypted wherever it moves or is stored, in your cloud account where possible.
Least-privilege access
Each workflow gets only the access it needs, and access is removed when it is retired.
Activity logged to the account
Every routed request, reminder and handoff is recorded with who handled it.
No training on your data
Client data is never used to train AI models, and you keep the source code.
Systems we build around
- Applied Epic
- AMS360
- HawkSoft
- EZLynx
- QQCatalyst
- Carrier agent portals
- Microsoft 365 and Outlook
- Google Workspace
- DocuSign
These are systems agencies commonly ask about, not a list of existing integrations. We connect where your system offers an API, an interface or a reliable export, and confirm what your AMS plan and carrier access allow during scoping.
Questions we get
What is insurance workflow automation?
Insurance workflow automation is software that moves work and information between the people and systems at an agency so nobody has to carry it by hand. For an independent P&C agency that means quote requests routed to the right marketer, renewals started on a schedule, client emails logged to the AMS and assigned, and follow-up sent for missing documents. Where a step needs reading or sorting, AI suggests the answer and your team decides.
Which insurance agency workflows can be automated with AI?
The best candidates are the ones that depend on someone remembering: new business submission intake, renewal pipelines, routing of client emails and service requests, producer to CSR handoffs at bind, and client follow-up for signed applications and documents. AI helps by reading incoming emails and forms to identify the account and the request. Carrier selection and coverage recommendations stay with your licensed staff.
Does it integrate with my agency management system?
We connect where your AMS offers an API, an interface or a reliable export, and confirm which during scoping. Applied Epic, AMS360, HawkSoft and EZLynx each handle outside access differently, and some require a partner program or a particular plan tier. We check API access, plan tier and partner requirements before quoting. Where direct access is limited, we work from exports and imports and tell you what that means for timing.
How much does workflow automation cost for an independent agency?
It depends on how many workflows are in scope, whether your AMS has usable API access, and your volume of quotes, renewals and service requests. The AI audit is free and ends with a scoped estimate. Builds are fixed-price against that scope, and ongoing support is a flat monthly fee covering hosting, monitoring, model and API costs, and fixes. There is no hourly billing. Our pricing page explains what moves the number.
Can it automate policy comparison, renewals, and quoting?
Renewals and the quoting workflow, yes. Workflow automation runs the renewal pipeline and the quote request process: collecting information, building the submission file and tracking each carrier's response. That is the workflow side of insurance quote automation; rating stays in your rater or the carrier portals. Policy comparison is reading and judging coverage, which is AI automation. ProducerHQ, our AI workspace for independent P&C agencies, does policy comparison, and our insurance AI automation page covers custom builds.
What's the ROI of automating insurance agency workflows?
Return comes from fewer quote requests and renewals lost to delay, less producer and CSR time spent chasing, and account histories that are complete when someone needs them. How large it is depends on your quote volume, your renewal count and how much of the process runs through inboxes today. The free audit maps your current process first, so any estimate uses your agency's numbers rather than an industry average.
How long does implementation take?
Most builds go live in two to three weeks from a defined scope. An AMS that needs vendor approval for API access can take longer, which is why we scope before we quote. We usually start with one workflow, such as quote intake or the renewal pipeline, run it on live accounts until your team trusts it, and then add the next.
Will automation replace producers or CSRs?
No. Producers keep the client relationships and the recommendations, and CSRs keep the service judgement. The automation takes the parts of the job that are about moving information: logging, routing, reminding and chasing. A person still decides which carriers to approach, what to recommend to the client and what to bind.
Is insurance workflow automation secure and compliant?
It is built to be. Client data is encrypted in transit and at rest, each workflow has only the access it needs, every automated action is logged, and we work in your cloud account where possible. We never train models on your data, and you keep the source code. Responsibility under state insurance data security rules and privacy law is shared, so we document the controls we run, and your compliance owner signs off on matters such as client text consent.
Keep reading
- Insurance Back Office AutomationPolicy checking, endorsements, certificates and ACORD data entry prepared by AI and approved by your CSRs.
- Insurance AI AutomationAI that reads policies, contracts and carrier manuals, cites what it finds, and leaves the recommendation to a licensed agent.
- Independent P&C agency engagement blueprintA blueprint, scoped and proposed but not built: carrier portal automation and quote prep for an independent agency.
- ProducerHQOur AI workspace for independent P&C agencies, for the policy comparison and review work that workflow automation does not cover.
- AI for Insurance AgenciesEverything we build for insurance teams, in one place.
- Workflow AutomationHow we approach workflow automation in any industry.
Find the handoff where your agency loses the most time.
Book a scoping call. We will walk through quote intake, renewals and service handoffs with you, tell you which one to automate first, and what it would cost.
Book a scoping call