Account managers spend their days logging into carrier portals, issuing certificates and chasing renewals. The lookups run overnight, certificates issue themselves for routine requests, and renewals are worked from a list instead of a memory.
An agency with a few thousand policies deals with a dozen carriers, each with its own portal. Account managers log in to check policy status, download documents, and pull renewal terms. Certificate of insurance requests arrive by phone and email all day and are issued one at a time.
Renewals are tracked in the agency management system, but working them depends on someone running the report and remembering. Policy documents from carriers arrive by email and portal and get filed by hand. Routine calls, such as a client asking for an ID card, take an account manager off the phone with a prospect.
Call a fully loaded account manager $45,000 a year, as an illustration. Three account managers spending a third of their week on portals, certificates and filing is about $45,000 a year on work that follows fixed rules.
We build portal jobs that log into each carrier the way an account manager does, pull the day's policy changes, documents and renewal terms, and write them into the agency management system. Documents are filed to the right client and policy automatically.
Certificate requests that match a client's existing certificate holders and coverage are issued and sent automatically, with a copy filed. Requests that need a coverage change or a new holder go to the account manager with the request already parsed.
Renewals are worked from a list generated 90, 60 and 30 days out, with the current premium, the carrier's renewal terms once they arrive, and the client's claims history. Reminders to the client go out on the schedule you set.
Routine inbound calls, such as ID card and certificate requests, can be handled by a phone assistant that pulls the answer from the agency system and sends it. Anything else goes to a person. Our own office line works this way.
The full picture, including where automations run and how logins are kept: how we handle your data.
The shape of a typical engagement, with the names left out. Hours are illustrations of what a team this size usually gets back.
Scenario 1
About 20 hours a week back
Before
Account managers log into eleven carrier portals to check status and download policy documents, then file each document to the client. Roughly 90 minutes per person per day.
After
A nightly job pulls changes and documents from every carrier and files them to the client and policy. Account managers see a morning summary of what changed.
Scenario 2
About 15 hours a week back
Before
Forty certificate requests a day arrive by email and phone. Each is issued by hand in the agency system, emailed, and filed. Clients wait hours, and the work interrupts everything else.
After
Requests that match existing holders and coverage are issued and sent within minutes, automatically. Account managers handle only the requests that need a coverage decision.
Scenario 3
About 6 hours a week back
Before
Renewals are worked from a report someone runs when they remember. Clients are contacted late, carrier terms arrive with days to spare, and a few policies lapse every quarter.
After
Renewal lists are generated on schedule with the terms and history attached. Client reminders go out automatically. The account manager works a list every Monday and nothing lapses unnoticed.
Plain automation
Automate looking up statuses on vendor and carrier portals
An automation checks every portal overnight and hands the team only the exceptions.
Plain automation
Automate sending the same reminder on a schedule
It goes out on schedule with the right details, and only to the people who still need it.
Automation, AI where needed
Automate renaming, sorting and filing documents that arrive by email
They land in the right place, named the right way, the moment they arrive.
Uses AI
Automate routine inbound calls so staff only take the ones that need a person
Routine calls are handled. Staff take only the ones that need a human.
Set to a typical team doing this work by hand. Change it to match yours.
People doing this work
3
Hours each, per week
Half an hour counts. 40 is a full week.
14
Fully loaded cost per person, per year
Salary, benefits, taxes, overhead. $45,000 is an illustration; set it to yours.
$45,000
Time spent on this task
42 hrs / week
About 2,184 hours a year of a person's time.
These figures show the value of time spent on the task, not a project quote or guaranteed cash savings. We will help estimate what can realistically be automated.
Not sure which task first?
Half a day with your team. Every task, ranked by what it costs you.
The Automation Inventory. $500, credited in full toward your first build. Optional: if you already know the task, the evaluation and the quote are free.
Every morning, every Friday, or every time an order comes in. Small tasks and larger workflows are both welcome. The evaluation is free, and if we take it on, the first deliverable is running in your operation within 14 days, guaranteed.
Free evaluation. Fixed quote before work begins.
