Eleviant is to Elevate & Scale. Eleviant Tech symbolizes business transformation and reinforces our mission to help clients elevate and scale their business.
Let’s be real—manual processes are draining your team’s time. Repetitive data entry, policy renewals, compliance tracking… it’s a lot. And if we’re being honest, it’s not exactly the best use of your team’s expertise. What if you could offload the busy work and focus on what actually moves the needle for your agency?
That’s where automation comes in. It’s not as complicated as it sounds. In fact, with the right approach (and the right partner), it’s a smooth ride.
Why Insurance Agencies Need Automation
Insurance is a fast-paced game, and efficiency is everything. But if your team is buried under endless paperwork and redundant tasks, you’re running with a weight tied to your ankles.
Consider this: Your agents spend 70% of their time on manual and repetitive tasks that could be automated (Infosys research). That’s hours lost to data entry, policy tracking, and back-and-forth emails—hours that could be used for building client relationships, cross-selling, or, you know, finishing work at a reasonable hour.
Automation isn’t just a tech upgrade anymore—it’s a game-changer. It helps agencies:
- Eliminate human errors - because tired employees make mistakes, bots don’t.
- Speed up workflows -think minutes instead of hours.
- Scale seamlessly - grow without constantly hiring more staff.
And the best part? You don’t need to break your bank to make it happen.
Prepare Your Agency for Automation
Before you go all-in on automation, let’s set the foundation. A little preparation goes a long way in ensuring a smooth transition.
Define Your Goals – What’s your biggest pain point? Is it the slow turnaround for policy renewals? Manual error nightmares? Identify the processes that need the most attention.
Map Your Processes – Take stock of your current workflows. If a task is repetitive, rules-based, and high-volume, it’s an automation goldmine.
Get Your Team on Board – Change can be intimidating, but transparency makes it easier. Let your team know that automation is not here to replace jobs—it’s about freeing them from tedious work so they can focus on higher-value tasks.
Once you’ve tackled these steps, you’re ready to dive in.
Identify What to Automate
Not every process needs automation. Some tasks are too complex, too low-volume, or simply don’t yield enough return to justify the effort. The goal is to automate the right tasks—the ones that eat up time and slow you down.
Top automation candidates:
- Policy Renewals
Agencies can fully automate policy renewals using automation bots along with technologies like OCR to validate policy details, and process renewals in the agency management system.
- Direct Bill Reconciliation
Manually matching carrier payments with agency records is time-consuming and prone to errors. Automation bots can reconcile invoices, flag discrepancies, and ensure accurate financial reporting—saving hours of tedious work.
- Notice of Cancellation
Bots automates the entire process of sending out NOCs right from retrieving data from carrier websites, updating the agency management system to notifying policyholders via email. This minimizes coverage gaps and client dissatisfaction.
- CSR24 Account Setup
Automation bots updates or creates client accounts in CSR24 based on the customer details extracted from your AMS. This speeds up onboarding and ensures accuracy.
- Document Retrieval
Instead of manually downloading policy documents from carrier portals, automation bots instantly fetch and upload them onto your Agency Management Systems.
- Policy Transaction Processing
Automation bot extracts policy data from emails, updates premium and commission details in the agency management system and assigns the account manager and primary producer.
Find the Right Automation Partner
Here’s the deal—automation is only as good as the system behind it. If you choose the wrong partner, you could end up creating more headaches than they solve.
When evaluating automation providers, ask these questions:
- Do they understand the insurance industry? Generic automation tools won’t cut it.
- Can they integrate with my current systems? Your AMS, CRM, and other tools need to work together seamlessly.
- Do they offer end-to-end support? From setup to training and ongoing maintenance, you need a partner who’s in it for the long haul.
- Can the solution scale as my agency grows? You don’t want to start over with a new system every time you expand.
Pro tip: Look for a provider with pre-built solutions (like vBots) so you can get up and running quickly.
How We Do It - The Eleviant vBots Methodology
At Eleviant, we follow a 4-step methodology to ensure automation is implemented efficiently and effectively:
Step 1 - Process Inventory
- Identify and document automation-ready processes.
- Capture key data like transaction volume, error rates, and cycle times.
- Establish a baseline to measure future improvements.
Step 2 - Goals & Outcomes
- Define success metrics (e.g., 30% faster workflows, 200% scalability).
- Set measurable automation goals that align with business objectives.
Step 3 - Prioritize & Plan
- Rank processes based on ROI potential.
- Use a Process Rating Scale and Impact vs. Effort Matrix to determine priority.
- Build a business case to ensure stakeholders see the value.
Step 4 - Build the Roadmap
- Develop a phased automation rollout plan.
- Identify potential risks and put mitigation strategies in place.
- Ensure the plan aligns with long-term agency goals.
Our structured approach removes the guesswork and makes automation smooth and stress-free.
Why vBots? Because We Do the Heavy Lifting
Our pre-built workflows eliminate the need to start from scratch, offering ready-made solutions designed specifically for insurance agencies. With seamless integration, vBots works effortlessly with your AMS, CRM, and existing software tools, ensuring a smooth transition. Our expert support team is with you every step of the way, from initial setup to ongoing optimization, so you’re never left figuring things out alone. And the results speak for themselves—agencies using vBots have reduced processing times by 60% while significantly minimizing human errors. Hear from our agency clients, as they share why automation is a must-have and their experience working with Eleviant vBots.
Book a Free Consultation and let’s map out your automation journey.
