Automation That Works: Real-World Wins for Insurance Agencies

At conferences like INSURCON, there’s always a buzz around “the next big thing,” but sometimes, what agencies need is a clear, simple roadmap to get real value from the tech they already have. In this session, we explored how outsourcing, robotic process automation (RPA), and clear process planning can enable your team to have more time, less frustration, and a faster path to growth.

Let’s Start with Outsourcing

Outsourcing doesn’t have to mean offshoring or replacing people. Think of it as removing low-value tasks from your team’s plate so they can focus on what matters most.

For insurance agencies, outsourcing often shows up in two ways:

1. Labor outsourcing – using Virtual Assistants (VAs) to handle repeatable, non-licensed tasks.
2. Process outsourcing – leveraging automation and AI to complete repetitive work behind the scenes.

Both routes help agencies become more scalable, responsive, and cost-effective, especially when business starts booming.

Robotic Process Automation (RPA): Not Just for Techies

RPA simply means using software to automate rule-based tasks. Think of it as a digital assistant that works 24/7, never forgets a step, and costs a fraction of employee time.

You likely already have some automation built into your current tools, such as CRMs or VOIP systems, and may not even realize it. Whether it’s sending follow-up emails, logging call summaries, or moving leads through your pipeline, it’s all automation.

You can automate:

• Lead follow-ups
• Renewal outreach
• Prospect nurturing
• Onboarding workflows
• Internal alerts and handoffs
• Even life or flood insurance quoting

Start simple. Then build.

Middleware: The Secret Glue

If your systems don’t “talk” to each other, middleware can connect them. Zapier is a popular example. It links software platforms together so that actions in one can trigger actions in another.

Example: Your VOIP system (like RingCentral) deletes recordings after 90 days. However, you can use Zapier to automatically back them up to your OneDrive. That’s peace of mind with no added manual steps.

Automation in Action: Real-World Agency Examples

• Dave Ramsey: One agency automated different response sequences based on the time of day. Leads received personalized replies, producers received alerts, and the system worked even outside business hours, keeping their response times lightning-fast.
• Canopy Connect: One South Carolina agency requires all personal lines prospects to submit information through Canopy Connect. Why? It weeds out unqualified leads and automates the intake process, improving client quality and boosting close rates.

6 Quick-Win Automations to Start Today

Follow-up Automation
Don’t rely on memory. Let your CRM handle it.

Client Onboarding Campaigns
Set expectations, build trust, and drive referrals—automatically.

Renewal Prep
Communicate before the carrier does to protect retention.

Perpetual Prospecting
Every cold lead should be touched regularly, not left to rot in the CRM.

Daily Email Auto-Replies
Include links to service forms and quote requests. Help your clients even when your team’s offline.

Pipeline Triggers
Use tools like AgencyZoom to automatically advance opportunities when key actions occur (e.g., Canopy Connect submission).

Final Tips for Success

Define your front door.
All data and workflows should originate from a single system (e.g., your CRM). That’s how you keep things clean and scalable.

Train your team.
Don’t let automation be something that happens to your staff. Involve them. Let them help define what gets automated.

Track ROI
Know the cost of time spent on each task. That’s how you measure if automation is paying off.

Looking Ahead: AI Shoppers Are Coming

Yes, really. AI bots will soon shop for insurance on behalf of clients. And when bots start calling bots, you need to be ready.

Train your team. Prepare your tech. Stay curious.

Start Here

• Pick three tasks to automate next week.
• Explore what your current tech already does.
• Sign up for a free Zapier account and try connecting a Google Sheet to a Doc.
• Visit the Catalyit Outsourcing Guide for more examples and inspiration.

Let your tech work for you. Free up your team. And scale smart with automation that works.