Rafael M.
Insurance Agency Automation Specialist
Seven years in back-office finance ops. Builds Claude agents that assemble Monday's reporting and chase every unpaid invoice on their own.
- Claude
- Make
- Airtable
- Zapier
Delegated AIDelegated AIFor independent agencies. First automation live in week one.
Rafael M.
Insurance Agency Automation Specialist
Seven years in back-office finance ops. Builds Claude agents that assemble Monday's reporting and chase every unpaid invoice on their own.
Maria GomezContent Writer, Delegated AIWrites Delegated AI's guides on automation and delegation.
An insurance agency automation specialist builds the workflows that pull renewal accounts from Applied Epic or EZLynx at 90, 60, and 30 days out, send follow-up sequences through HubSpot, route inbound quote requests to the right producer, and log every client touch for E&O compliance. They wire Zapier, Make, and Claude to the tools your CSRs already run.
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Your Applied Epic or EZLynx account list shows 40 policies renewing next month and nobody has touched 30 of them. A CSR is spending the first two hours of every morning pulling COI requests from email, looking up each policy, and drafting certificates one at a time. Meanwhile, three quotes sent out last week have gone cold because there was no second follow-up, and the producer who owns them is tied up on a commercial account. The client who lapsed last quarter called to ask why nobody reached out before her renewal date.
Every renewal that slips without a timely touch is a policy that re-shops, and every quote that goes cold without follow-up is a commission that never closes.
Accounts coming up for renewal get three timed touches without a CSR pulling the list each month.
Quote requests land in HubSpot and reach the right producer within minutes, with a follow-up queued.
COI requests answered in minutes instead of hours, with the certificate generated and logged automatically.
One specialist, one flat price, and every workflow they build belongs to you.
A dedicated specialist running your renewal calendar, quote follow-up sequences, COI requests, and activity logging across all five working days, so producers can stay on the phone.
No setup fee. No contract. Stop whenever you want.
Never scoped, never billed per project. The backlog just keeps moving.
Everything is built in your own tools. Cancel and it all keeps running.
A short Friday note on what was automated this week and the hours it saves you.
Academy-trained, background-checked, least-access credentials.
| Delegated AI specialist | Freelance consultant | Automation agency | Doing it in-house | |
|---|---|---|---|---|
| What you pay | One flat monthly rate for 20 hours a week | $100 to $200 an hour | A project fee, then a retainer | A full-time CSR or admin hire |
| Knows Applied Epic and EZLynx | Placed from insurance operations backgrounds | Depends entirely who you get | Sometimes, on the senior accounts | You hire and train them yourself |
| First workflow live | Week one | After scoping and a signed statement of work | After discovery and onboarding | After hiring, onboarding, and training |
| Works in your AMS | Applied Epic, EZLynx, HawkSoft, or whatever you run | If they have used it before | Often only their supported platforms | Yes |
| Renewal reminders automated | 90, 60, and 30-day touches sent without manual pulls | Usually billed separately per project | Often part of a broader retainer | Whoever has time that week |
| If you stop | Every workflow keeps running in your accounts | You inherit whatever is documented | Access can end with the contract | Nothing changes |
The consultant and agency columns describe how those engagements are usually structured, not any one firm. Your own quote is confirmed on the intro call.
Your specialist comes AI-trained and fully fluent in:
Monday 8:33 AM
Wednesday 10:12 AM
Thursday 2:18 PM
Renewals were falling through the cracks because nobody had time to pull the list and send reminders. By the end of the first week we had a sequence running at 90, 60, and 30 days. The producers started their Monday morning with the right accounts already flagged.
Karen B.Principal, independent P&C agencyVerified clientCOI requests used to stack up in a shared inbox and take most of the morning to clear. Now the request comes in, the certificate goes out, and it is logged in Epic without anyone touching it. Our CSR finally has time for the clients who actually need help.
Tom W.Operations Manager, commercial lines agencyVerified clientMonth-to-month, cancel whenever you want. If your specialist is not the right fit, we replace them free. And every workflow lives in your own accounts, so it stays yours either way.
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Every specialist is matched by hand to your stack, your tools and your timezone, which caps how many businesses we can start properly. When this month is full, the next start date is the following month.
One flat fee.
Your dedicated AI Automation Specialist for Insurance Agencies, 20 hours a week.
Month-to-month. No setup fee. Cancel anytime and keep every workflow.
Thirty minutes. Bring your messiest week. You leave with the three workflows worth automating first, sequenced and yours to keep. If we're a fit, your specialist starts within a week.
Renewal reminder sequences at 90, 60, and 30 days from Applied Epic or EZLynx, inbound quote request routing into HubSpot with producer assignment, certificate of insurance generation and delivery, DocuSign policy document dispatch, new client onboarding emails, claims status update notifications, and E&O activity logging. The intro call identifies which workflow is costing the most time.
Yes. Applied Epic is the most common AMS specialists work with. Automations pull renewal data, policy information, and client records via the Applied API and through Zapier or Make. Your existing book of business stays exactly where it is.
Yes. EZLynx has its own automation layer, and the specialist builds on top of it, connecting EZLynx data to HubSpot, Twilio, and email sequences. Renewal dates, quote activity, and client records flow into the workflows automatically.
Yes. When a COI request arrives by email or form, a workflow reads the insured name, pulls the active policy from your AMS, generates the certificate, sends it to the requester, and logs the transaction in the policy file. Average delivery time drops from 40-90 minutes to under 10 minutes.
Yes. The specialist sets up a trigger in your AMS or a connected spreadsheet that identifies accounts expiring in 90, 60, and 30 days, creates producer tasks, and launches a timed email or SMS sequence. The producer gets a prioritized list, not a raw renewal report.
Yes. When a quote is delivered, a sequence starts automatically: a 48-hour follow-up, a second touch at day five, and an internal reminder to the producer at day ten. The sequence stops the moment the prospect replies or schedules a call.
No. The specialist handles the administrative and communication layer: routing, reminders, document delivery, and logging. Licensed tasks such as coverage analysis, binding decisions, and E&O judgment calls stay with your producers and CSRs.
The first workflow is typically running in week one. The intro call identifies the highest-cost problem, usually renewal reminders or COI requests. That one ships first while the next is being scoped.
The specialist works within your existing AMS and CRM and does not store policyholder data in unsanctioned third-party tools. All access is covered by an NDA. The workflows move and log data between your systems; they do not expose it externally.
Thirty minutes on your messiest week. The three workflows worth automating first are yours to keep either way.
