Quote follow-up, appointment setting and renewal reminders automated for insurance agencies
Insurance agencies get quote requests at all hours and renewals on a fixed calendar. We build the system that follows up on every quote request, sets appointments with an agent, collects onboarding paperwork and sends renewal reminders, all to people who agreed to hear from you. Coverage questions and recommendations stay with your licensed agents.
An example site for insurance and financial agencies
A made-up business, built the way we build real ones: the request comes in, the reply goes out with consent, and the job lands in the CRM.
Calls and texts go out only after the visitor ticks the OK box on the form.
Answered by an AI receptionist, after hours or 24/7. No missed calls. Calls are recorded only with the caller's OK. Coverage questions go to a licensed agent. How the AI receptionist works
The chat says it is an AI assistant. Texts go out only after the visitor says OK. Coverage questions go to a licensed agent.
Renewal reminders go only to current clients who opted in to texts.
- A visitor asks for a home quote
- They get a text right away
- The request shows up in your quote list
- A licensed agent is assigned
- The quote call goes straight onto Priya's calendar
- Confirmation sent and a reminder set
- A home quote request was assigned to a licensed agent and the call went onto Priya's calendar for 3pm today, with a confirmation text and a reminder.
- A home buyer calls while the agents are with clients
- The AI receptionist answers right away
- The call shows up in your quote list
- It goes straight onto Priya's calendar
- Confirmation sent and a reminder set
- Jess called about home insurance for a house closing this month. The AI receptionist answered, recorded with her OK, left the coverage question for a licensed agent and booked Priya for tomorrow at 10am.
- A visitor asks questions in the website chat
- The AI assistant sends coverage questions to a licensed agent
- The request shows up in your quote list
- It goes straight onto Priya's calendar
- They get a confirmation text and a reminder is set
- Ray asked about hail coverage and a bundled quote in the website chat. The AI left coverage to a licensed agent and booked Priya for 3pm today, with a confirmation text.
- Carol's home policy renews next month
- She gets a reminder text (she opted in)
- She books a review call online
- It goes straight onto Priya's calendar
- Confirmation sent and a reminder set
- Carol's home policy renews next month. One reminder text, she mentioned a new roof, booked a review online, and it went onto Priya's calendar for Thursday at 11am.
Example tool
A tool your customers can use on your site
Try it. A few plain questions give a clear answer and one next step, and the answers go straight into the request.
Coverage checkup
Pick anything that changed in your life recently. We list the topics worth going over with a licensed agent.
Pick what changed and press "Show my review topics".
Topics to review with a licensed agent
These are questions to go over on a call, not answers. The agent looks at your policies with you.
Have these handy
- The declarations page from each current policy
- Names and birth dates of everyone in the household
- Car details (year, make, model) if a car changed
This list is a starting point for a conversation. It is not advice, and it does not recommend any product. A licensed agent goes over your situation with you.
Want a tool like this on your site? Get plugged in
Email campaigns
Bringing back past customers, every week and every month
Your existing list is worth more than new ads. These emails go out on a schedule to people who opted in, stop the moment someone replies or books, and put the booking on the right calendar.
Reminders and scheduling only. No coverage advice, no pricing, no commission language. A licensed agent handles every policy question.
Sent only to people who opted in or are existing customers. One-click unsubscribe in every email. Business address in every footer.
Renewal reminders. Who gets it: Current policyholders with a renewal in the next 30 days. What starts it: Renewal date from the agency system, 30 days out.
- 30 days out: email "Your policy renews next month", with a button "Book a time with your agent". Gives plenty of notice and one way to talk.
- 3 weeks out: email "Anything changed this year?", with a button "Update my details". Asks for changes so the renewal is right.
- 10 days out: email "Renewal reminder", with a button "Reply to your agent". A short reminder with a person on the other end.
- 3 days out: email "Last reminder before your renewal date", with a button "Call the office". The last check-in before the date.
When it stops:
- Replied: Sequence stops, a person follows up.
- Booked a call: On the agent's calendar, confirmation sent.
- No opens after 3 emails: One last check-in.
- Unsubscribed: Removed right away.
When someone books, the appointment goes straight onto the agent calendar and a confirmation is sent.
Renewed or not, the agent sees the full history in the CRM.
Reminders and scheduling only. No coverage advice, no pricing, no commission language. A licensed agent handles every policy question.
Sent only to people who opted in or are existing customers. One-click unsubscribe in every email. Business address in every footer.
Annual coverage review. Who gets it: Current clients, one year since their last review · opted in. What starts it: Anniversary of the last review.
- Day 0: email "Time for your yearly policy check-in", with a button "Book a check-in". Offers a short call, nothing more.
- Day 7: email "A checklist before your check-in", with a button "See the checklist". Helps them prepare, so the call is short.
- Week 2: email "Times open for policy check-ins", with a button "Pick a time". Makes booking easy.
- Day 24: email "Want us to check in next year instead?", with a button "Remind me next year". The last check-in, with an easy out.
When it stops:
- Replied: Sequence stops, a person follows up.
- Booked: On the team calendar, confirmation sent.
- No opens after 3 emails: One last check-in.
- Unsubscribed: Removed right away.
When someone books, the appointment goes straight onto the agent calendar and a confirmation is sent.
No reply: reminder set for next year.
Reminders and scheduling only. No coverage advice, no pricing, no commission language. A licensed agent handles every policy question.
Sent only to people who opted in or are existing customers. One-click unsubscribe in every email. Business address in every footer.
Win back old quote requests. Who gets it: Quote requests that never finished, older than 60 days · opted in. What starts it: Lead marked inactive in the CRM.
- Day 0: email "Still looking for a quote?", with a button "Pick up my quote". A plain check-in that saves them starting over.
- Day 5: email "What we need to finish your quote", with a button "See the list". Removes the friction that stopped them before.
- Day 12: email "Prefer to talk to an agent?", with a button "Request a call". Offers a person.
- Week 3: email "Should we close your quote request?", with a button "Keep it open". The last check-in before the lead is closed.
When it stops:
- Replied: Sequence stops, a person follows up.
- Booked: On the team calendar, confirmation sent.
- No opens after 3 emails: One last check-in.
- Unsubscribed: Removed right away.
When someone books, the appointment goes straight onto the agent calendar and a confirmation is sent.
No reply: lead closed and removed from the list.
What gets handled
Replies, follow-up, onboarding and reporting for insurance and financial agencies
01 · Inquiries in
Quote requests from the website and referral introductions answered right away, with the basic details collected before an agent calls.
answered right away
02 · Follow-up out
Follow-up on quote requests that went quiet, appointment reminders, and renewal reminders ahead of each policy date, to people who agreed to texts or calls.
on schedule, with consent
03 · Onboarding
Application forms and documents collected and tracked, signatures requested, and a welcome message that says who to contact.
sent in order
04 · Monthly overview
A monthly overview of quote requests, appointments set and kept, paperwork completed and renewals coming up, compared with last month, plus a check on every process we run. Then a monthly review call to go through it. Live dashboards are available when a agency needs them.
reviewed with you
The website
A website built for insurance agencies
People shopping for coverage want to know what you write and how to get a quote. The site makes both easy, and each request reaches an agent with the details already filled in.
01 · Website
A page for each line
A page for each line of coverage your agency writes, explaining what an agent needs to start a quote.
02 · Website
Quote request form
The form asks what your agents need first, such as the property, the vehicles or the current policy, and whether the person agrees to calls or texts about the quote.
03 · Website
Time with an agent
Visitors can book a time with a licensed agent from the site. Coverage questions and recommendations stay with your agents.
04 · Website
Connected to follow-up and renewals
Each request lands in your CRM and gets a reply right away. Follow-up and renewal reminders go only to people who agreed to hear from you.
Built with the automation behind it
Workflows
How the workflow fits together
New quote requests get a reply and an appointment. Open quotes and upcoming renewals get spaced-out reminders that stop the moment someone books, replies or opts out.
Simulated. Counts in the diagram are illustrative.
Texts and consent
What a new lead hears first
Texts only go to people who said yes to texts on your form. The first one arrives within a minute or two of the request, from a number registered with the carriers, and STOP and HELP work the way they should. Outbound calls follow the same rule. Incoming calls are answered, and AI calls are recorded only with consent stated at the start.
Qualifying questions we would start with
- 01 What kind of coverage are you asking about, such as auto, home, life or business?
- 02 Is this for you, your household or your business?
- 03 Is a current policy coming up for renewal?
- 04 What is the best day and time for an agent to call?
You choose the final questions and wording. Answers are saved to your CRM, and anything the system cannot answer goes to a person.
- Hi [First name], this is [Agency]. Thanks for your quote request. An agent will review it. Can we ask a few quick questions so the call is short? Reply STOP to opt out.
- Yes
- Thanks. What kind of coverage are you asking about?
Words in [brackets] are filled in with your business and the lead's own request.
Why reply speed matters
Published research on following up
7×
Firms that responded to a web lead within an hour were nearly seven times as likely to qualify it as firms that waited longer.
23%
of the 2,241 companies in the same audit never responded to a web inquiry at all.
53%
of mobile site visits are abandoned when a page takes longer than three seconds to load.
Common questions from insurance and financial agencies
What can an insurance agency automate?
Follow-up on quote requests, appointment setting with your agents, collection of onboarding paperwork, and renewal reminders before each policy date. Quotes, coverage questions and recommendations stay with your licensed agents.
Do automated messages discuss coverage?
No. Automated texts and calls collect basic details, answer logistics questions and book time with an agent. Anything about coverage goes to a licensed agent. Message wording is set with your agency, and goes through your compliance review where the agency requires it.
How do renewal reminders work?
Renewal dates come from your agency management system or a spreadsheet. Clients who agreed to texts or email get reminders on the schedule you choose, with a link to book a review with an agent if they want one.
Who will the system contact?
Only people who agreed to hear from you, such as someone who sent a quote request and said yes to texts or calls. AI calls are recorded only with consent stated at the start of the call. We do not call or text purchased lists.
How do we know it is working?
You get a monthly overview and a monthly review call. The overview covers quote requests, appointments set and kept, paperwork completed and upcoming renewals, compared with last month, and flags anything that needs a fix. Live dashboards are available when a agency needs them.
What should an insurance agency website include?
A page for each line of coverage you write, a quote request form that asks what your agents need first, and a way to book time with a licensed agent. We connect it to your CRM so every quote request gets a reply right away, and follow-up goes only to people who agreed to it.
Walk us through how work comes in today
A free 30-minute call. We look at how requests reach you today, where follow-up slips, and what we would set up first. Every engagement is scoped on the call.