AI agents run the CRM, the follow-ups and the phone of an insurance firm.

A broker who runs their growing firm alone handed AI agents the tracking of their files, their follow-ups and their phone. The goal of the engagement: win back more than 35 hours a month.

Teal-ink engraving on cream paper: a broker's desk with a rotary phone, a stack of files, a lamp and a screen; a calendar on the wall.
Client
Insurance brokerage · Quebec
Systems
noCRM, Gmail, IP telephony
Go-live
5 weeks
Volume
≈ 35 files and 75 calls a month

Results

  • ≈ 46 h

    freed up every month, across all agents.

    Estimated

  • 24/7

    phone coverage, instead of office hours only.

    By design

  • Mon. 7 AM

    a report on dormant files and the amount at risk, every week.

    By design

How the estimate breaks down: file briefings 9 h · email filing 6 h · stage-based emails 10 h · alerts and the Monday report 5 h · message transcription 10 h · voice agent 6 h. Calculated from the firm's real volumes and the time spent before automation.

01

The problem

The firm is growing, but one person runs every operation: quotes, follow-ups, file tracking and the phone.

  • Emails stay in the inbox, not in the CRM files.
  • Follow-ups and dormant files depend on one person's memory.
  • Outside office hours, nobody answers the phone.

02

What we built

Agents connected to the same CRM. Before every exchange, the broker has a briefing on the file; follow-ups go out on their own; and every Monday, a report shows which files are slipping away.

Mockup · fictional data

File · Home insurance

Roy family

Quote sent

AI briefing · updated after the last exchange

Summary
Home insurance quote for a single-family house. The client is comparing with their current insurer, whose policy renews on November 3.
History
Basement photos received today. The question about the deductible is still open.
Recommended action
Call back before Friday to confirm the deductible and present the final quote.

Automatic follow-ups

  1. Day 5Follow-up sent on October 9
  2. Day 10Follow-up scheduled for October 14
  3. Day 20No reply: last email, then the file is closed

Monday report: quote pending for 12 days, the file is listed in this week's report.

  1. A briefing before every exchange

    The AI summarizes the file, the history of exchanges and the next action, from the emails and the CRM notes.

  2. Automatic follow-ups

    On days 5, 10 and 15. With no reply by day 20, a last email goes out in the client's language, and the file is closed.

  3. The Monday report

    Every week, dormant files, pending quotes and the amount at risk, with a summary written by the AI.

03

How it works

  1. 01

    An email comes in

    The agent files it under the right record and updates the briefing.

  2. 02

    The file moves forward

    At every stage, the right email goes out. A won file triggers cross-selling suggestions.

  3. 03

    Monday, the review

    A report lists dormant files, stalled stages and the amount at risk.

  4. 04

    The phone gets answered

    The voice agent greets, qualifies and books appointments, 24/7.

Next step. Measure the time actually won back, then open the same tools to the brokers who will join the firm.

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