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Catalyit Guide

Outsourcing

All you need to know about virtual assistants, back-office support, and Robotic Process Automation (RPA).
Section I: Outsourcing Basics
  
Section I

Outsourcing Basics

Outsourcing Isn't What It Used to Be

Outsourcing is about getting the right help so your agency runs smoothly. It includes AI tools and service partners who handle the busywork, freeing your team to focus on clients and growth. From virtual assistants and back-office support to policy processing and automation tools, outsourcing helps agencies work smarter, scale faster, and reduce costs without adding staff.

Why it matters

The right outsourcing strategy saves time, reduces stress, and gives your team the space to focus on what really drives your agency forward.

The Two Types of Outsourcing:

Robotic Process Automation (RPA)

Automates repetitive, rule-based tasks using bots that mimic human actions, increasing efficiency and reducing errors across various business functions.

Virtual Employee/Virtual Assistant (VA)

Provide remote support for administrative and operational tasks, helping businesses reduce costs and improve efficiency. These services allow your team to focus on growth-oriented activities.

 Go Deeper

See how outsourcing has evolved from Virtual Assistants to AI Power Partners.

Read More

      
Section II

Outsourcing in Insurance

“Outsourcing has taken on a whole new meaning, thanks to AI. It’s not here to take over your office; it’s here to be your best teammate. Today’s outsourcing isn’t about sending tasks to a VA. It’s about using AI to automate the work that eats up your team’s time, from data entry and claims processing to customer service and even underwriting. AI handles repetitive work quickly and accurately, freeing your staff to focus on what really matters: building relationships, solving problems, and growing the business. A team that’s not buried in paperwork but energized and focused on growth, that’s the goal.”
Casey Nelson
Casey Nelson

Director of Consulting

Why Agencies Outsource

Operational Efficiency

Powerful drag-and-drop Page Editor and Theme Settings.
Operational Efficiency

Scalability

Add capacity during busy seasons without adding FTEs.
Scalability

Expert Access

Tap into specialized skills (data, marketing, compliance).
Expert Access

Cost Control

Lower overhead and training costs.
Cost Control

Focus on Core Business

Free your team to focus on sales and client relationships.
Focus on Core Business

What to Outsource

Administrative Tasks

Policy checking, data entry, certificate issuance, and renewals.
Administrative Tasks

Customer Service

FNOL support, billing inquiries, service center operations.
Customer Service

Marketing and Sales Support

Prospecting, CRM management, email campaigns, and social media.
Marketing and Sales Support

Technology and Data

Report building, API integrations, data cleanup, analytics dashboards.
Technology and Data

Accounting and Back Office

Reconciliation, commissions tracking, payroll.
Accounting and Back Office

Special Projects

Tech migrations, SOP documentation, AI adoption.
Special Projects
     
Section III

Outsourcing in Action

Outsourcing and Robotic Process Automation (RPA) are transforming how insurance agencies operate, unlocking efficiency, cost savings, and agility in a competitive market. These resources show you how you can leverage outsourcing tools to help free up your team.

Check Out:

Outsourcing 101: Quick Wins For Your Agency
outsourcing

Outsourcing 101: Quick Wins For Your Agency

Discover how outsourcing and robotic process automation (RPA) can transform your insurance agency, boosting efficiency, cost savings, and innovation. Unlock a competitive edge today.

Key Processes in Insurance That can Be Automated with RPA
man-working-at-desk-scaled

Key Processes in Insurance That can Be Automated with RPA

Discover how Robotic Process Automation (RPA) can streamline insurance operations, enhance accuracy, and free up time for building client relationships in your agency.

How to Get Started with RPA in Your Agency Today
laptop

How to Get Started with RPA in Your Agency Today

Discover how to streamline your agency with Robotic Process Automation (RPA) through easy steps like leveraging built-in tools, using Zapier, or consulting experts. Start small, scale smart.

Preparing Your Team for RPA-Driven Workflows: A Learning Journey
0b8cf51e-a035-43d2-a72b-964108382114

Preparing Your Team for RPA-Driven Workflows: A Learning Journey

Prepare your insurance agency for RPA by focusing on training and aligning your mindset. Empower your team with hands-on learning and continuous improvement. Read more to ensure RPA success.

The Future of RPA in Insurance: Trends to Watch
iStock-2133003318

The Future of RPA in Insurance: Trends to Watch

Discover the future of RPA in insurance, from AI-driven automation to hyperautomation and enhanced customer experiences, transforming the industry one process at a time.

        
Section IV

Set Yourself Up for Outsourcing Success

Choosing the Right Partner

Define Your Goals

What outcomes do you want (speed, accuracy, capacity)?

Assess Experience

Look for insurance-specific expertise.

Evaluate Security & Compliance

Ensure data protection and adherence to regulations.

Check Communication Practices

Availability, reporting structure, time zone alignment.

Ask for References or Case Studies

Learn how they have helped similar agencies.

Setting Up for Success

Start Small

Pilot with one process or team.

Document SOPs

Clear workflows reduce friction.

Designate a Point of Contact

Keep communication organized.

Track Metrics

Monitor accuracy, turnaround time, and ROI.

Provide Training

Treat the outsourced team as an extension of your agency.

Common Pitfalls to Avoid

  • Poor documentation or unclear expectations.
  • Lack of internal buy-in.
  • Overlooking compliance and data security.
  • Trying to outsource strategy instead of execution.
  • No performance review or accountability.

 Bottom Line

Start small, set clear expectations, and communicate often. The best outsourcing partnerships feel like an extension of your team, not a replacement for it.

          
Section V

Outsourcing Insurance Solutions

Take a closer look at all your available options by visiting their profiles.

Acolite AI Agents
Acolite AI Agents

Acolite AI Agents
by Acolite

Automate submissions, certificates of insurance, and property records with AI.

AI Carrier Submission Management Outsourcing RPA

Adapt
Adapt

Adapt
by Adapt

Automate document processing and notifications to save account managers 1-2 hours each day and eliminate costly risks.

RPA Outsourcing

Cara
Cara

Cara
by Oyster Technologies

Cara grows your insurance agency, brokerage, or MGA with domain-specific AI that automates servicing and assists with sales.

AI Chatbots Outsourcing

CSRdigit
CSRdigit

CSRdigit
by Exdion Insurance

AI-powered insurance management solution for the whole insurance policy life cycle.

RPA Outsourcing

Insu serve-1
Insu serve-1

Insu serve-1
by Insu serve-1

24-hour administrative insurance back-office outsourcing services.

Outsourcing

Kay.ai
Kay.ai

Kay.ai
by Kay

Hire AI coworkers for Insurance Operations.

101 Weston Labs Outsourcing RPA

Lava $50 Million Blueprint with Virtual Assistants
Lava $50 Million Blueprint with Virtual Assistants

Lava $50 Million Blueprint with Virtual Assistants
by Lava Automation

We help agencies with CRM Implementation and offshore staffing so their team can focus on what matters most.

Marketing Automation & Email Outsourcing

Liberate
Liberate

Liberate
by Liberate

Enables you to provide human-like conversation that offers 24/7 support and answers 100% of calls with no wait time.

Chatbots Outsourcing AI

Marble Box
Marble Box

Marble Box
by Marble Box

Your go-to partner for every insurance service task—powered by 23+ years of expertise and technology-driven precision.

Outsourcing

SkySource
SkySource

SkySource
by Dyad

SkySource is an insurance outsourcing program that handles routine business processes, from new submissions to premium finance.

Outsourcing

Sonant AI
Sonant AI

Sonant AI
by Sonant AI

The AI receptionist for insurance agencies.

Chatbots AI Outsourcing 101 Weston Labs

vBots Intelligent Automation
vBots Intelligent Automation

vBots Intelligent Automation
by Coventus

Revolutionize your insurance agency with AI-Powered Bots. Automate repetitive tasks, enhance productivity, and focus on growth.

RPA Outsourcing

Agency VA
Agency VA

Agency VA
by Agency VA

Outsourcing

Agent Autodialer
Agent Autodialer

Agent Autodialer
by JasperVOCAL Inc.

Lead Generation Chatbots Outsourcing

AI-Powered VA & Insurance Agency Optimization
AI-Powered VA & Insurance Agency Optimization

AI-Powered VA & Insurance Agency Optimization
by The Hour.co

Chatbots Outsourcing AI

Brightside
Brightside

Brightside
by Brightside

AI Outsourcing

Broker CoPilot
Broker CoPilot

Broker CoPilot
by Bluepond.ai

RPA Outsourcing

CertAssist and PolicyPro
CertAssist and PolicyPro

CertAssist and PolicyPro
by LightDoc AI

Outsourcing AI

Checkk
Checkk

Checkk
by Checkk AI

Outsourcing AI

Coverflow
Coverflow

Coverflow
by Coverflow

AI Outsourcing RPA

FBSPL
FBSPL

FBSPL
by FBSPL

Outsourcing

Flatworld Solutions Inc.
Flatworld Solutions Inc.

Flatworld Solutions Inc.
by Flatworld Solutions Inc.

Outsourcing

Fulcrum
Fulcrum

Fulcrum
by Fulcrum

RPA Outsourcing Sales Management

GAIL
GAIL

GAIL
by GAIL

Chatbots Outsourcing

Growth.Insure
Growth.Insure

Growth.Insure
by Growth.Insure

Outsourcing

Insure Response
Insure Response

Insure Response
by Insure Response

Outsourcing

Nexa
Nexa

Nexa
by Nexa Receptionists

Outsourcing Chatbots

Office Beacon
Office Beacon

Office Beacon
by Office Beacon

Outsourcing

Pathway
Pathway

Pathway
by Pathway

RPA Marketing Automation & Email Outsourcing

Patra
Patra

Patra
by Patra Corp

RPA Outsourcing

Powerbroker AI
Powerbroker AI

Powerbroker AI
by Powerbroker.ai

RPA Outsourcing

Quandri Policy Checking
Quandri Policy Checking

Quandri Policy Checking
by Quandri

RPA Outsourcing

Renewal, Automation, & Commission Virtual Assistants
Renewal, Automation, & Commission Virtual Assistants

Renewal, Automation, & Commission Virtual Assistants
by ia Blueprint

Outsourcing

Replicant AI Agent & Conversation Intelligence
Replicant AI Agent & Conversation Intelligence

Replicant AI Agent & Conversation Intelligence
by Replicant

AI Chatbots Outsourcing

SmartCall AI
SmartCall AI

SmartCall AI
by ARK Global Partners

AI Chatbots Outsourcing

Software Engineering and or Back Office Staff Augmention
Software Engineering and or Back Office Staff Augmention

Software Engineering and or Back Office Staff Augmention
by InsuranceTechTalent

Outsourcing

SourceThrive
SourceThrive

SourceThrive
by SourceThrive

Outsourcing

Strada
Strada

Strada
by Strada

Outsourcing Chatbots

Vantel
Vantel

Vantel
by Vantel

AI RPA CL Quoting Enhancement Outsourcing

Virtual Assistants and Back-office Support
Virtual Assistants and Back-office Support

Virtual Assistants and Back-office Support
by Cover Desk

Outsourcing

Virtual CSR
Virtual CSR

Virtual CSR
by Virtual Insurance Pro

Outsourcing

Virtual Intelligence
Virtual Intelligence

Virtual Intelligence
by Virtual Intelligence

Outsourcing

Virtual Professionals
Virtual Professionals

Virtual Professionals
by Savvital

Outsourcing

Wahve
Wahve

Wahve
by WAHVE

Outsourcing

WeSage BPM
WeSage BPM

WeSage BPM
by WeSage

Outsourcing

 Pro Tip

Take the Tech Assessment to identify where outsourcing and automation can have the most significant impact.

    
Section VI

Outsourcing Comparison Grid

Make an informed decision by comparing solutions side-by-side. Click the logo to take a deeper dive and learn more about the solution.

Brand/Product name
AMS Expertise
Ideal Agency Size
Minimum Term of Engagement
Services Provided
Agency Can Select VA
Majority of Workforce
VA Background Checks
Onboarding Time
Quality Control Checks
Contract Termination Process
E&O Policy
Cyber Policies & Procedures
Data Stored on Network
VAs On-site at Company Facility
Staff Device Policies
Last Updated
       
Section VII

Demos & Videos

Outsourcing 101: Quick Wins For Your Agency
Outsourcing

Outsourcing 101: Quick Wins For Your Agency

October 1, 2025
Exdion Demo
Exdion Insurance

Exdion Demo

September 16, 2025
Kay.ai Demo
Outsourcing

Kay.ai Demo

August 29, 2025
Cara Demo
AI

Cara Demo

August 5, 2025
Sonant Demo
Sonant demo
AI

Sonant Demo

May 27, 2025
Adapt Demo
Adapt
Outsourcing

Adapt Demo

April 22, 2025
        
Section VIII

TechTips

How Outsourcing Evolved: From Virtual Assistants to AI Power Partners
AI

How Outsourcing Evolved: From Virtual Assistants to AI Power Partners

October 1, 2025 2 min read
The Future of RPA in Insurance: Trends to Watch
Automation

The Future of RPA in Insurance: Trends to Watch

October 1, 2025 2 min read
How to Get Started with RPA in Your Agency Today
Automation

How to Get Started with RPA in Your Agency Today

October 1, 2025 2 min read
Key Processes in Insurance That Can Be Automated with RPA
Automation

Key Processes in Insurance That Can Be Automated with RPA

October 1, 2025 2 min read
Preparing Your Team for RPA-Driven Workflows: A Learning Journey
Automation

Preparing Your Team for RPA-Driven Workflows: A Learning Journey

October 1, 2025 2 min read
AI Won’t Replace Your Team, But Virtual Employees Will Transform It
AI

AI Won’t Replace Your Team, But Virtual Employees Will Transform It

September 28, 2025 2 min read
      
Section IX

State of Tech Report

17%

of Catalyit agencies are using an outsourcing service. Are you one of them?

For the fourth year, Catalyit is partnering with Big “I” state associations to survey independent insurance agencies nationwide about their current tech stack. Agencies are sharing the solutions they use, their ratings, and where they see the most opportunities.

Take the Agency Tech Assessment and tell us what powers your agency’s operations. See the results this spring in the 2026 State of Tech in Independent Insurance Agencies Report.

         
Section X

Catalyit's Outsourcing FAQ

What agents are asking.

Q: What does “outsourcing” really mean for an insurance agency?

A: Outsourcing refers to the practice of delegating specific tasks or processes to a third-party service or software platform. It can include virtual assistants, offshore service centers, or AI-powered automation that handles repetitive tasks such as data entry, renewals, or certificate management. The key is to offload tasks that don’t require in-house expertise, without losing control of quality or compliance.

Q: What types of agency work are best suited for outsourcing?

A: Common examples include -

  • Data entry, policy checking, and downloads
  • COI issuance and tracking
  • Renewal prep and remarketing
  • Accounting, reconciliation, and commission processing
  • Lead generation or appointment scheduling
  • IT management and cybersecurity monitoring

Start with structured, rule-based work that can be documented and measured.

Q: How do we protect client data when using outsourcing partners?

A: Data security must come first.

  • Only work with vendors that follow U.S. or international privacy standards (SOC 2, ISO 27001, or similar).
  • Use secure portals or encrypted file transfers. Never send data through an open email.
  • Make sure your Business Associate Agreements (BAAs) and NDAs clearly define data use, storage, and retention.
  • Conduct annual reviews of vendor security practices.

Outsourcing does not mean lowering your compliance standards.

Q: What’s the difference between traditional outsourcing and AI-powered outsourcing?

A: Traditional outsourcing involves utilizing individuals to perform specific tasks. AI-powered outsourcing leverages technology, such as bots, scripts, or automation, to perform tasks more efficiently and accurately. Most modern agencies employ a hybrid approach, where people handle exceptions and relationships, while AI handles the repeatable steps.

Q: How should an agency get started with outsourcing?
  1. Identify your biggest time-wasters or backlog areas.
  2. Document the current workflow.
  3. Decide what to outsource and what to keep in-house.
  4. Choose a partner who understands insurance operations and compliance.
  5. Start small, track results, and expand once quality is proven.

 Pro Tip

Outsourcing is most successful when you pair it with clear SOPs, automation, and strong oversight, not when you “hand off” responsibility entirely.

      
Section XI

Next Steps

Ready to put outsourcing to work in your agency?

Talk to Us
Connect with Catalyit Consulting to develop a customized outsourcing strategy that fits your agency's needs.

Take the Agency Tech Assessment
Discover where outsourcing can streamline operations and strengthen your team.

Join Our Next Webinar
Learn about new solutions and see how agencies are using outsourcing to boost efficiency and service.

Catalyit laptop mock-up

 Bottom Line

Start small, stay curious, and keep learning. Each step builds a smarter, more efficient agency.

Contributors:

Casey Nelson

Casey Nelson

Guide Last Updated: November 2025

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