The virtual assistant for insurance agencies.
InsuraMate is always-on software that does the routine service work at independent agencies and brokers. It answers the calls on your existing number, after hours and overflow first, issues standard certificates from your AMS policy data, sorts the service inbox with every reply waiting for approval, and keeps your AMS up to date, in the caller’s language, around the clock.
Why a general virtual assistant won’t cut it.
A general assistant service covers the phone and takes a message. An insurance agency needs something that knows the customer, the policy and the workflow, and finishes the certificate, the call note and the inbox inside the AMS.
The work comes off three desks, and nobody loses one
The after-hours call belongs to whoever carries the phone that night. The Monday certificate is a licensed agent’s. The service inbox is a CSR’s morning. InsuraMate takes the routine slice off all three. Your payroll does not drop; what changes is what your licensed people spend the day on.
It already speaks insurance
COIs, declarations pages, deductibles, binders, renewals, claim calls. A general virtual-assistant service has to be taught your business. InsuraMate was built for an agency’s call mix from the start.
Single-tenant, built for client data
Your deployment serves exactly one agency, with no shared data. Field-level encryption on sensitive customer information and a full audit log on every read and write to your AMS. We never train shared models on your calls.
From the ring to a logged call, in one flow.
It sits on your existing line.
No new phone number and no new software for your team to learn. InsuraMate answers the number your customers already call, the moment it rings.
It does the assistant’s work.
Calls, intake, scheduling, COIs, data entry. It pulls the customer from your AMS, answers from your own SOPs and knowledge base, and logs the note as it speaks.
Your team gets the clean handoff.
When something needs a person, the right agent gets a one-line summary and a direct link to the record, so they pick up already up to speed.
It answers like an assistant. Then it finishes the work.
An answering service hands the request back to you. InsuraMate picks up, finds the caller in your AMS, finishes the request, and updates your systems, so your producers spend their hours selling instead of typing.
Answers every call on your existing number
It picks up the moment the phone rings, in the caller’s language, with a mid-call switch across 85 languages, so a Spanish-speaking caller gets the same service as anyone else. You can start it on evenings, weekends and overflow and widen from there.
Knows who is calling from your AMS
It recognises the number, pulls the customer’s record, references the right policy, and confirms the name before it says a word. Billing questions and policy lookups are answered from your own data.
Issues the standard certificate
A request arrives by email or text. It matches the policy in your AMS, issues the standard certificate, sends it and logs it on the client file, in minutes, any hour. Special wording, missing fields and duplicates stop and go to your licensed person with the request attached.
Sorts the service inbox
It clears carrier marketing, newsletters and bulk mail, surfaces the client work, and drafts the routine replies. Every draft waits in your own inbox for a person to approve. Nothing sends itself.
Books the callback with the right person
When a call needs a person, it checks the right producer’s calendar first, offers a callback, and hands off with a one-line summary and a direct link to the record.
Updates your AMS for you
Every call writes back a summary and a full transcript to the customer’s record. The recording, when enabled, is in the portal. The data entry a human assistant does by hand happens automatically.
About 550 hours back to the whole team last quarter at one agency.
Returned to the whole team in one quarter, across calls, emails, certificates and AMS updates.
Goodwill Financial, our first agency, put InsuraMate on its main line and its service inbox. About 1,200 calls answered and logged in the AMS with no one typing it up, the inbox worked, and the standard certificates issued from policy data.
A virtual assistant for the agency or the brokerage.
The phones ring after hours either way, the admin piles up either way, and the good producers want to be selling either way. We run in the US today, and every system we connect to is a US one. If you are a brokerage outside the US, the broker management system is the piece we would scope with you first. See the assistant for insurance brokers.
Virtual assistant questions, answered.
What does an insurance agency virtual assistant do?
A virtual assistant for an insurance agency does the routine service work that lands on your principal, your licensed agents and your CSR: answering calls on your existing number, routing claim calls to the right person, capturing quote intake, issuing standard certificates from your AMS policy data, sorting the service inbox, and keeping the AMS up to date. InsuraMate does all of that as always-on software built for independent agencies and brokers.
How is an AI virtual assistant different from hiring a remote VA?
An AI virtual assistant runs inside your AMS and your phone system. It answers on your existing number, matches the caller to the record, issues standard certificates from policy data, sorts the service inbox with every reply waiting for your approval, and logs everything to the client file. It is tested against your own workflow before it goes live, you choose whether certificates start as review copies to your team, and it handles any number of calls at once.
Is it cheaper than a part-time assistant?
Pricing is quoted on a call rather than published. Every agency is quoted for its own situation, never per call, per minute or per add-on, with no setup fee and no overage, so call volume can double in renewal season and our bill does not move. The quote is in writing the same day.
Which AMS or agency software does it connect to?
Live today on the AMS side: Nexsure, QQ Catalyst, AMS360, HawkSoft, NowCerts and Applied Epic. On the CRM side: AgencyZoom, Keap, Salesforce and HubSpot. Email runs on Outlook or Gmail, alerts on Microsoft Teams and Slack, voice and SMS on Twilio, and transfers check the agent’s Outlook or Google Calendar before they ring. Tell us what you run and we will confirm where it stands on the call.
How long does it take to go live?
Setup and testing usually take about two weeks once we have your access. We connect your phone system and your AMS, you load your greeting, SOPs and knowledge base, and your existing lines keep working while it is tested against your own workflow. Calls go live when you approve the tests, and you choose whether certificates start as review copies to your team.
Is my client data secure?
Yes. InsuraMate runs single-tenant on AWS, so your deployment serves exactly one agency. Sensitive customer data is encrypted at the field level, every AMS read and write is audit-logged, and we never train shared models on your calls.
See it answer a call, and how a certificate request is checked.
Thirty minutes with Aiste, our CRO. Tell us which AMS you run, and the quote is in writing the same day.