A day at work
What an AI admin does in a day at work
Three times a day it reads every inbox and text thread, works out who each message belongs to, and puts the work in AgencyZoom for the right person. It never binds, cancels or changes coverage. When it is not sure, it asks.
30-minute call → $1 to start your build → 2-day proof run on your real mail → go live. First month billed at go live.
A typical day
- ~90
- emails opened and read
- ~24
- tasks, notes and leads written into AgencyZoom
- 0
- policies bound, cancelled or changed by the bot
How a run works
Five steps, three times a day.
01
Reads
Every shared and personal inbox, text threads, and the voicemail transcripts and call summaries your phone system already emails.
02
Sorts
New business, service, carrier notice, protected item, or noise. About three out of four emails are noise or already handled.
03
Matches
Finds the right record by email, name, phone, then policy number.
04
Routes
By your rules. Home to one producer, auto to another, commercial and anything protected to the owner. A record's existing owner wins.
05
Writes or asks
A task with a due date and a plain summary, a note, a ticket, or a new lead. If it is not sure, it writes a question instead of guessing.
Real examples
What landed in AgencyZoom, and why.
Each one is a message the bot read and the work it set up. Names left out, figures rounded. The pattern is what matters.
01
Caught the same morning
Things that arrived after hours or before the office opened, waiting on the right desk by the first run.
"Please call me in the morning."
A landscaping company owner forwarded a cancellation notice late in the day: commercial auto cancelling in six weeks, $3,917 due. By the 7:30 AM run a high-priority ticket was waiting for the CSR, with the policy's $19,640 annual premium, a note that the cancel date did not match expiration (likely non-pay), and a link to the older ticket on the same policy.
A quote expiring at 4 PM.
An underwriter emailed "expiring today" on a general liability quote with no CSR assigned. A high-priority ticket was in front of a CSR within the hour. When the bind confirmation came the next morning, the certificate work was set up for the person who handles certificates.
A possible claim at 6:52 AM.
A box truck overturned before the office opened. The owner had a protected task by the 9 AM run.
"Reply by today."
Lienholder requests with same-day deadlines become a task due at 3 PM that day for the person who handles evidence of insurance.
Want this on your inbox?
Thirty minutes is enough to tell whether it fits your office.
30-minute call → $1 to start your build → 2-day proof run on your real mail → go live. First month billed at go live.
02
Small notices, big consequences
The emails that look like nothing and cost a client their coverage if nobody opens them.
$38.19 between a client and a lapse.
A notice of intent to cancel came in over a weekend, buried in 31 threads. The owner had a task due Monday at noon.
A premium jump from $3,610 to $4,470, caught the same day.
Signed owner/officer forms were missing on a workers' comp policy. The owner had a task before the deadline.
An auto-purge caught with time to spare.
A carrier system alert said a pending endorsement would purge in 10 days. The bot matched the policy, confirmed nobody was working it, and set a ticket due two days before the purge.
"Paid, never processed."
A wholesaler sent a cancellation for a policy the agency had already paid. For 19 days the bot kept the ticket and notes current through every reply, until the wholesaler confirmed in writing it was paid.
A failed payment that did not become a quiet lapse.
A $1,318.42 payment failed. When the intent-to-cancel followed a week later ($1,409.77, cancels in 10 days), it went on the same ticket, due two days before the cancel date.
03
New business, no lead left behind
Every yes, every callback and every web form lands in the right pipeline with the right owner.
Voicemail-only callers become real leads.
A caller who leaves only a name and number used to become a sticky note. Now they get a lead in the right pipeline, the right owner, the call summary as the first note, and a callback task.
"Looks good, let's do it."
A prospect accepted a quote by email. The yes went on the lead and the owner got a bind task. Deals that get a clear yes move to the binding stage automatically. Binding stays with a person.
Holiday-weekend web leads.
Two quote requests came through the website over a long weekend and never reached AgencyZoom. Both leads were created before the team was back.
A quote that bounced on a typo.
A quote email went to a one-letter-off address and bounced. The owner got a task to resend before the prospect went cold.
Hot leads called back the same day.
A shopper abandoned an online quote with no follow-up set. The bot set a 4 PM callback on the existing lead. No duplicate.
04
Service, to the right desk
Routine service mail, read and routed so the person who answers already has the facts.
One hour's mail.
A township's new $52,000 utility truck became a coverage-change ticket; a bank's mortgagee addition became a ticket to confirm and send the updated declarations; a lender's proof-of-insurance request went to the producer, flagged as a different property than last time; a customer's "I already paid" became a task to confirm the payment posted.
A workers' comp bind, fully worked within an hour.
Bind follow-up for the producer, e-signature send for the CSR, placement ticket kept open until issue, and a new-business ticket for the next proposal.
A $186,412.55 final claim payment.
The owner had a task to confirm receipt the same day.
The right numbers before anyone replied.
A customer asked about her renewal "increase." Before anyone answered, the bot put the real figures on the ticket: $2,140 to $2,137, a $3 decrease.
A policy number read with a digit wrong on a voicemail.
It still matched the right customer.
05
Keeping AgencyZoom clean
Duplicates, mismatches and odd alerts, handed to the back office as one tidy task.
One person, six records.
Instead of asking the owner, the bot hands the back office one cleanup task listing every record ID and what differs.
A security alert nobody asked it to watch for.
A new mailbox forwarding rule triggered an alert from the agency's email provider. The bot opened a task for the back office.
Duplicates avoided.
"Mike" matched the existing "Michael" lead. A social lead matched an existing household, so it noted it and asked a person to confirm.
Judgment
Knowing when not to act.
Most of a good admin's value is the work they do not create. The same is true here.
Questions it asks
- "Is this caller the same person as the lead with the same phone and last name?"
- "This number matches a different customer. Should I attach it there, or is this someone new?"
- "The only email match is a business with a different name. Who does this belong to?"
- 01
Someone is already on it.
A lender asked for a dec page the CSR had already sent. The bot added a note and no task.
- 02
One thread, not seven.
Seven "payment overdue" notices on one invoice in 10 days went onto one ticket.
- 03
A receipt is not coverage.
A portal's "bind requested" email confirms a request, not coverage. The bot treats it as nothing to act on.
- 04
Protected items stay with people.
A request to remove liability coverage went to the owner with every underwriter question attached. The bot's own words on another item: "I took no action on the policy or any ticket," followed by the steps for a person.
- 05
It does not guess.
A reinstatement matched five similar records, so it flagged it for a person instead of picking one.
- 06
It turns patterns into advice.
One contractor client sent seven certificate requests in six weeks. The bot handled the two not already in progress and suggested offering the client a blanket certificate.
30-minute call → $1 to start your build → 2-day proof run on your real mail → go live. First month billed at go live.
A busy morning
One run, before the first coffee refill.
- 127
- emails reviewed
- 8
- records written
- 4
- escalations to a person
- ~12
- left alone, staff already on them
About 40 minutes, start to finish.
A typical run is smaller. Of about 45 new emails, about 35 are noise or already handled. It works the other 10.
What it never does
The lines it does not cross.
- Binds
- Cancels
- Reinstates
- Changes coverage
- Marks a lead Sold
- Contacts a customer
Anything protected goes to a licensed person every time.
Getting started
How you get started
01
Fit call (30 minutes)
Your team, your pipelines, who handles what.
02
$1 to start your build
Puts your card on file. Nothing else is billed until you go live.
03
We build it around your office
We review your AgencyZoom setup, agree on routing, and build your first version.
04
Proof run
It runs on your real mail for 2 days with writes locked, and you see everything it would have done.
05
Go live
You give the green light, it starts working, and your first month is billed then.
If the proof run doesn't show you enough to go live, you don't go live, and you're out a dollar.
Works with any phone system that emails voicemails or call summaries. No phone integration to set up.
Pricing
Most agencies land around $350 a month.
$1 to start your build. Nothing else is billed until it goes live.
Price depends mostly on team size and how often it runs. We'll confirm it on the call.
30-minute call → $1 to start your build → 2-day proof run on your real mail → go live. First month billed at go live.
FAQ
Questions about the AI admin
Does it connect to my phone system?
No. If your phone system emails voicemail transcripts or call summaries, and most do, it reads them like any other email.
Will it ever bind or cancel a policy?
No. Those always go to a licensed person.
What if it is not sure?
It writes a question for you instead of guessing.
What does it need access to?
Your AgencyZoom and the mailboxes you choose. Nothing else.
What if it makes a mistake?
It reports its own errors in the daily report with the correct value, so a person can fix it.
Why $1?
It puts a card on file so we can start building. Building takes real work on our side (reviewing your AgencyZoom, routing, first version), so we only do it for offices that are ready. Nothing else is billed until you go live.
What is the proof run?
Two days on your real mail with writes locked. You see every task, note and lead it would have created, and we fine-tune from there. You decide if it goes live.
See it against your own inbox.
A 2-day proof run on your real mail, with writes locked, comes before anything goes live.
30-minute call → $1 to start your build → 2-day proof run on your real mail → go live. First month billed at go live.