Smarter Week

AI and automation by role

How Insurance Agents / Brokers can use AI and automation

Below are 12 common tasks for Insurance Agents / Brokers, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Producer, Account Manager, Personal Lines CSR, Insurance Agent, Insurance Broker, Commercial Lines Account Manager, Agency Owner, Benefits Broker

Find your own hour leaks, free See the fixes

Task 1 · typically 60 min, every day

Quote policies across several carriers

Software featureBest fix

Quote once in a comparative rater instead of carrier by carrier

Comparative raters (EZLynx Rating Engine, Vertafore PL Rating, ITC TurboRater; Bold Penguin or Tarmika for small commercial) send one set of answers to many carriers and return prices side by side, often pre-filled from the client record.

Typically saves about 50% of the time2 h to set up
  1. 1Check which rater your agency already licenses or which comes with your AMS.
  2. 2Set up your carrier appointments and logins in it once.
  3. 3Start each quote from the client record so details pre-fill, and use data prefill where offered.
  4. 4Bridge the winning quote to the carrier and into your AMS instead of retyping.

Tools: EZLynx Rating Engine · Vertafore PL Rating · ITC TurboRater · Bold Penguin · Tarmika

One more way to fix it
AI

Have approved AI pull the details for applications out of dec pages and loss runs

Upload the prior declarations pages, loss runs and the client's answers to an approved AI tool and get back the fields you need for the ACORD form or rater, with gaps flagged. You check every field before submitting.

Typically saves about 50% of the time10 min to set up
  1. 1Use only your agency's approved AI tool or your AMS's AI features for client documents; do not use free consumer AI for client personal information.
  2. 2Upload the prior dec pages, loss runs and any questionnaire.
  3. 3Use the prompt below to get a field-by-field table.
  4. 4Check each value against the source before it goes into the application.
Prompt to copy
From the attached declarations pages, loss runs and questionnaire, fill in this table for a [LINE OF BUSINESS] application: [PASTE FIELD LIST, e.g. named insured, FEIN, locations, class codes, payroll, revenue, limits, deductibles, prior carrier and premium, losses by year]. One row per field with the value and the page it came from. Leave blank and mark [MISSING] if not stated. Do not guess.

Tools: Agency-approved AI (Microsoft Copilot, ChatGPT Business or Claude Team) · Applied Epic or EZLynx AI features

How to automate this task

Task 2 · typically 60 min, every day

Answer client questions about coverage, ID cards and billing

Software featureBest fix

Give clients a portal and AI assistant for ID cards, policy documents and simple changes

Client portals and AI assistants answer the routine requests (ID cards, policy copies, payment links, how to report a claim) day and night and pass real coverage questions to staff.

Typically saves about 40% of the time2 h to set up
  1. 1List the requests you get most each week.
  2. 2Turn on your AMS client portal and app (Applied CSR24, Vertafore InsurLink, HawkSoft or EZLynx client center).
  3. 3Consider an AI texting or phone assistant built for agencies (for example EZLynx EVA) for after-hours requests.
  4. 4Keep coverage advice with licensed staff; set clear handoff rules.

Tools: Applied CSR24 · Vertafore InsurLink · EZLynx EVA · HawkSoft client center

One more way to fix it
AI

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

How to automate this task

Task 3 · typically 30 min, every day

Issue certificates of insurance

Software featureBest fix

Issue certificates from templates, and let clients issue routine ones themselves

Certificate templates and saved holder lists in your AMS make most certificates a one-minute job, and client self-service portals let clients issue standard certificates any time, with your rules.

Typically saves about 60% of the time2 h to set up
  1. 1Build certificate templates per client with standard wording and saved holders.
  2. 2Turn on client self-service certificates in your portal (for example Applied CSR24 or Vertafore InsurLink) for standard holders.
  3. 3Keep anything with special wording, additional insureds or waivers for staff review.
  4. 4Send certificate requests to one shared inbox or form, not personal email.

Tools: Applied CSR24 · Vertafore InsurLink · Your AMS certificate templates

How to automate this task

Task 4 · typically 45 min, every day

Process policy changes and endorsements

Software featureBest fix

Turn on carrier download so policy changes update the AMS automatically

Carrier download (through IVANS) brings policy, endorsement and billing changes straight into your agency management system, so staff stop rekeying what the carrier already processed.

Typically saves about 45% of the time2 h to set up
  1. 1Ask your AMS provider which of your carriers support download and turn it on for each.
  2. 2Map downloaded policies to the right clients once.
  3. 3Process changes on carrier portals and let the download update the AMS.
  4. 4Review the download exceptions list daily.

Tools: IVANS Download · Applied Epic · AMS360 · HawkSoft · EZLynx

One more way to fix it
Software feature

Give clients a portal and AI assistant for ID cards, policy documents and simple changes

Client portals and AI assistants answer the routine requests (ID cards, policy copies, payment links, how to report a claim) day and night and pass real coverage questions to staff.

Typically saves about 40% of the time2 h to set up
  1. 1List the requests you get most each week.
  2. 2Turn on your AMS client portal and app (Applied CSR24, Vertafore InsurLink, HawkSoft or EZLynx client center).
  3. 3Consider an AI texting or phone assistant built for agencies (for example EZLynx EVA) for after-hours requests.
  4. 4Keep coverage advice with licensed staff; set clear handoff rules.

Tools: Applied CSR24 · Vertafore InsurLink · EZLynx EVA · HawkSoft client center

How to automate this task

Task 5 · typically 90 min, once a week

Review renewals and remarket accounts

AutomationBest fix

Let the AMS start every renewal 90 days out with tasks and client emails

Renewal workflows in your agency management system create the tasks, send the renewal questionnaire and remind the client automatically, so nothing reaches the last week unworked.

Typically saves about 40% of the time2 h to set up
  1. 1Set up a renewal workflow in your AMS (Applied Epic, AMS360, HawkSoft, EZLynx) at 120, 90, 60 and 30 days.
  2. 2Send the renewal questionnaire automatically at 90 days with a reminder.
  3. 3Flag accounts to remarket based on rate increase or claims.
  4. 4Review the renewal list weekly instead of working from memory.

Tools: Applied Epic · Vertafore AMS360 · HawkSoft · EZLynx

One more way to fix it
AI

Have AI compare the renewal or competing quotes side by side

AI lines up the expiring policy and the new quotes into a comparison table (limits, deductibles, exclusions, premium) and lists differences to explain. A licensed agent checks it against the documents.

Typically saves about 45% of the time10 min to set up
  1. 1Gather the expiring policy and the renewal or competing quotes as PDFs.
  2. 2Use an approved AI tool (no consumer AI for client data) with the prompt below.
  3. 3Check every figure and exclusion against the documents.
  4. 4Use the table in your client proposal and explain the differences yourself.
Prompt to copy
Compare the attached expiring policy and quotes for [CLIENT TYPE, LINE]. Build a table with rows for: carrier, premium, each coverage and limit, deductibles, key endorsements, exclusions, and conditions that differ. Then list every place a quote gives less coverage than the expiring policy. Cite the page for each value. If something is not stated, write NOT STATED; do not assume.

Tools: Agency-approved AI (Microsoft Copilot, ChatGPT Business or Claude Team)

How to automate this task

Task 6 · typically 60 min, a few times a week

Fill in applications and carrier submissions (ACORD forms)

AIBest fix

Have approved AI pull the details for applications out of dec pages and loss runs

Upload the prior declarations pages, loss runs and the client's answers to an approved AI tool and get back the fields you need for the ACORD form or rater, with gaps flagged. You check every field before submitting.

Typically saves about 50% of the time10 min to set up
  1. 1Use only your agency's approved AI tool or your AMS's AI features for client documents; do not use free consumer AI for client personal information.
  2. 2Upload the prior dec pages, loss runs and any questionnaire.
  3. 3Use the prompt below to get a field-by-field table.
  4. 4Check each value against the source before it goes into the application.
Prompt to copy
From the attached declarations pages, loss runs and questionnaire, fill in this table for a [LINE OF BUSINESS] application: [PASTE FIELD LIST, e.g. named insured, FEIN, locations, class codes, payroll, revenue, limits, deductibles, prior carrier and premium, losses by year]. One row per field with the value and the page it came from. Leave blank and mark [MISSING] if not stated. Do not guess.

Tools: Agency-approved AI (Microsoft Copilot, ChatGPT Business or Claude Team) · Applied Epic or EZLynx AI features

One more way to fix it
Software feature

Quote once in a comparative rater instead of carrier by carrier

Comparative raters (EZLynx Rating Engine, Vertafore PL Rating, ITC TurboRater; Bold Penguin or Tarmika for small commercial) send one set of answers to many carriers and return prices side by side, often pre-filled from the client record.

Typically saves about 50% of the time2 h to set up
  1. 1Check which rater your agency already licenses or which comes with your AMS.
  2. 2Set up your carrier appointments and logins in it once.
  3. 3Start each quote from the client record so details pre-fill, and use data prefill where offered.
  4. 4Bridge the winning quote to the carrier and into your AMS instead of retyping.

Tools: EZLynx Rating Engine · Vertafore PL Rating · ITC TurboRater · Bold Penguin · Tarmika

How to automate this task

Task 7 · typically 30 min, every day

Write up client conversations and coverage declined for E&O

Software featureBest fix

Let AI summarize calls into the AMS activity for E&O

Phone systems and AMS AI features can transcribe and summarize client calls, including coverage offered and declined, into an activity note. You check it, which is faster and more complete than writing from memory.

Typically saves about 50% of the time45 min to set up
  1. 1Turn on call recording and AI summaries in your phone system (for example RingCentral, Dialpad or Zoom Phone), with the disclosures your state requires.
  2. 2Use your AMS's AI summary features where available.
  3. 3After each call, check the summary, especially coverages offered and declined, and save it to the client activity.
  4. 4Send a short email confirming any declined coverage.

Tools: RingCentral · Dialpad · Zoom Phone · Applied Epic or EZLynx AI summaries

How to automate this task

Task 8 · typically 45 min, once a week

Follow up on open quotes and cross-sell existing clients

Software featureBest fix

Track quotes and cross-sell in a pipeline with automatic follow-ups

Sales pipeline tools for agencies (AgencyZoom, or your AMS or CRM) send follow-up texts and emails on open quotes and flag clients with only one policy, so follow-up happens without a sticky note.

Typically saves about 45% of the time2 h to set up
  1. 1Put every open quote into a pipeline with its stage and X-date.
  2. 2Set an automatic follow-up sequence (day 1, 3, 7, 14) that stops when they reply.
  3. 3Run a monoline report and start a cross-sell campaign.
  4. 4Review the pipeline weekly with producers.

Tools: AgencyZoom · HubSpot · Applied Epic or HawkSoft activities

How to automate this task

Task 9 · typically 45 min, once a week

Help clients report claims and chase the adjuster

Software featureBest fix

Give clients a portal and AI assistant for ID cards, policy documents and simple changes

Client portals and AI assistants answer the routine requests (ID cards, policy copies, payment links, how to report a claim) day and night and pass real coverage questions to staff.

Typically saves about 40% of the time2 h to set up
  1. 1List the requests you get most each week.
  2. 2Turn on your AMS client portal and app (Applied CSR24, Vertafore InsurLink, HawkSoft or EZLynx client center).
  3. 3Consider an AI texting or phone assistant built for agencies (for example EZLynx EVA) for after-hours requests.
  4. 4Keep coverage advice with licensed staff; set clear handoff rules.

Tools: Applied CSR24 · Vertafore InsurLink · EZLynx EVA · HawkSoft client center

One more way to fix it
AI

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

How to automate this task

Task 10 · typically 30 min, once a week

Chase clients for late payments

Software featureBest fix

Turn on automatic payment reminders and online payment

QuickBooks, Xero, Clio Payments, Chaser and most billing tools send polite reminders before and after the due date, and card or bank payment links get you paid faster.

Typically saves about 60% of the time30 min to set up
  1. 1Turn on invoice reminders in QuickBooks, Xero, Clio, FreshBooks or your billing tool.
  2. 2Set a schedule: three days before due, on the due date, 7 and 14 days after.
  3. 3Add an online payment link to every invoice, and offer autopay for retainers.
  4. 4Only call clients after the automated reminders fail.

Tools: QuickBooks invoice reminders · Xero payment reminders · Clio Payments · Chaser · FreshBooks

How to automate this task

Task 11 · typically 30 min, every day

Copy the same information between systems or spreadsheets

AutomationBest fix

Connect the two systems so data moves itself

A Zapier, Make, n8n or Power Automate flow copies new records from one system to the other the moment they appear.

Typically saves about 80% of the time2 h to set up
  1. 1Write down the trigger ("new row in", "new form submission", "deal marked won") and where it should go.
  2. 2Check if the two tools already have a built-in integration; turn it on if so.
  3. 3If not, build a two-step flow in Zapier, Make, n8n or Power Automate.
  4. 4Run it next to your manual process for a week, then stop copying by hand.

Tools: Zapier · Make · n8n · Microsoft Power Automate

One more way to fix it
AI

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up
  1. 1Collect the source text (emails, PDFs, screenshots).
  2. 2Give the AI the column names you need.
  3. 3Paste the table into your spreadsheet or import file.
  4. 4Spot-check a few rows against the source.
Prompt to copy
Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 12 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Quick wins

Have you tried…

Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Have you connected two apps so information copies itself between them?
Tools like Zapier, Make or Power Automate watch for something new in one app and create it in the other, so nobody retypes it.
Do your invoices send their own payment reminders?
QuickBooks, Xero, Clio and most billing tools can email polite reminders before and after the due date and include a pay-online link.
Do you quote personal or small commercial lines in a comparative rater?
A comparative rater sends one set of answers to many carriers and shows prices side by side, so you stop logging into each carrier site.
Can clients issue their own standard certificates of insurance from a portal?
Client portals like Applied CSR24 or Vertafore InsurLink let clients create standard certificates any time, so staff only handle the special ones.
Does carrier download update policies in your agency system automatically?
Carrier download brings policy and endorsement changes from the carrier straight into your AMS, so nobody types them in twice.
Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Do you send a booking link instead of emailing back and forth about times?
A booking link shows your free times so the other person picks one. Outlook and Google Calendar both have this built in.

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