Grow your pipeline from the clients you already have.
A human-led client care service that uses AI behind the scenes so no client is missed. A steady calendar of calls and personal cards, plus claim hand-offs, while your licensed team stays on coverage and sales.
Most agencies know client contact matters. The hard part is doing it on a schedule, for every client, every year.
Your pipeline is not only new leads. At 84% retention an agency has to write about 16% in new business just to stay level.
Source: PIA National via Summit, Nov 2025
84–85%
Average independent agency client retention. Top agencies reach 93% to 95%.
Source: QuoteSweep summary of 2025 Big I Best Practices benchmarks
~16%
At 84% average retention, agents must write about 16% in new business just to break even.
Source: PIA National, via Summit, Nov 2025
82%
Of about 900 employers surveyed, 82% would leave a broker over slow response or ineffective service, and 50% over inconsistent communication. 23% go two months or more without hearing from their broker.
Source: Zywave 2025 Broker Services Survey
98% vs 18%
98% of agents call retention very important, yet only 18% reported a retention increase of 5% or more last year.
Source: Liberty Mutual 2026 study, via IA Magazine
How it works
A yearly calendar for every client
Each client gets four scheduled touches a year, plus event touches when something happens on their account.
Scheduled touches
17 days before birthdayBirthday card mailedCard
260 to 90 days before renewalRenewal check-in callCall
3Mid-yearMid-year check-in callCall
4NovemberThanksgiving cardCard
Event touches
AWithin 7 days of a new policyWelcome call and cardCallCard
B14 days after a claim, and at closureClaim follow-up callsCall
CWithin 7 days of a referralReferral thank-you cardCard
The check-in call: four questions
How are things going with your insurance and the agency?
Has anything changed: a move, a new driver or car, a new business location?
Is there anything I can take care of or pass along to the team?
Would you like a sit-down review with [agent name]?
A typical week for 300 clients (about 4 hours)
Day
Work
Time
Monday
Build the week's call and card list
30 min
Tuesday
Call block
90 min
Thursday
Call block
90 min
Friday
Logging and a one-page report
30 min
How AI helps (and where it does not)
AI does the prep work. People do the relationship.
AI helps me prepare and follow through
A renewal brief for every client before I call
Flags for clients who may be at risk (single policy, no contact in 12 months, recent claim)
First drafts of card messages that I review and personalize
Call notes written into your agency system
Claim follow-up reminders
A one-page monthly report
People stay in charge of
Every relationship call
Every card message before it is ordered
Anything about coverage or claims
Every decision
AI does not give coverage advice, quote, or negotiate claims, and it does not contact your clients on its own.
Planned, not live yet
An after-hours booking line that is clearly an AI assistant. It would book a client with the right person on your team and hand off to a person. It is not available today.
Time saved on admin goes to more personal contact, not less.
Scope
What I do, and what stays with your licensed team
I am not an insurance agency, adjuster or advisor. Coverage questions, quotes, policy changes and claim negotiation always stay with your licensed staff.
I handle
Scheduled check-in calls
Pen-written cards
Renewal outreach and review booking
Relaying claims to your claims team and following up
Relaying messages
A monthly report
Stays with your licensed team
Coverage advice
Quotes
Selling
Claim negotiation or settlement
Policy changes
Who it is for
Built first for insurance, with a few related fits
Commercial and benefits insurance brokers
Who
Brokers serving employer clients.
The pain
Clients drift when contact is slow or uneven. In the Zywave 2025 survey, 82% of employers would leave over slow response or ineffective service, 50% over inconsistent communication, and 23% go two months or more without hearing from their broker. 49% would also leave a broker who is not a strategic advisor; that advisory role stays with licensed staff.
The program
The full calendar of calls and cards, renewal outreach and review booking, so your licensed team has more time to advise.
Source: Zywave 2025 Broker Services Survey
Independent personal-lines agencies
Who
Agencies with many households on home and auto.
The pain
Average retention is 84% to 85% while top agencies reach 93% to 95%, and at 84% an agency must write about 16% in new business just to break even.
The program
Priced by client tier, because commission per client is lower. Calls focus on higher-value households.
Sources: QuoteSweep (Big I Best Practices); PIA National via Summit
Nonprofits (donor stewardship)
Who
Organizations that rely on repeat donors.
The pain
Overall donor retention was 43.3% in FEP Q4 2025, and donor counts fell 3.6% while giving rose 5.0%.
Vendor data, not proof
In Bloomerang's own sample of 3,729 customer organizations, first-time donors were retained about 33% with no call within 90 days, 41% with one call and 58% with more than one.
The program
Thank-you calls and cards on a schedule, logged in your donor system.
Sources: FEP Q4 2025 via DonorPerfect; Bloomerang (vendor data, not proof)
IT service providers (MSPs)
Who
Managed service providers with recurring contracts.
The pain
A TSIA benchmark cited by a vendor blog puts average retention at about 90%, with more than half of firms below that and some at 70% or lower.
The program
Scheduled check-in calls with business contacts, separate from technical support.
Source: TSIA benchmark, via SaaSAssure blog
Draft pricing
Flat monthly fees. No share of commissions.
Both plans cover up to 300 clients.
Pilot, 90 days
$750 / month
$30 per client per year, at 300 clients
Full touch calendar
AI-prepared call briefs and notes
Claim relay
Monthly report
Standard planStandard, after the pilot
$1,500 / month
$60 per client per year, at 300 clients
Full touch calendar
AI-prepared call briefs and notes
Claim relay
Monthly report
Cards are billed at cost
Pen-written cards are billed to the agency at cost: $2.80 per card plus $0.82 postage, which is $3.62 each. For 300 clients with 2 cards each, that is 600 cards, about $2,172 a year.
Pricing calculator
What retention gain covers the fee?
Fee per client per year
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Break-even retention gain
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Commission protected per 1 point of retention
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Hours per week
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If retention improves by…
Gain
Retained commission
Net after fee
Net after fee + cards
Enter the number of clients and commission per client to see results.
Illustrative. First year only. Ignores multi-year value and servicing cost.
Pilot
A 90-day pilot: January 4 to April 4, 2027
Proposed measures (draft):
Scheduled touches completed
Target: 95% or more.
Reviews booked with licensed staff
Target: 15 or more.
Saves logged
Clients who said they were shopping or unhappy, and stayed.
Renewal rate
Reported against the same months last year, but not judged.
Note: 90 days holds about 75 renewals at 300 clients, so the real retention read comes at 12 months.
FAQ
Honest answers
Do you sell insurance?
No. I am not an insurance agency, adjuster or advisor. Selling, quotes, coverage advice and policy changes stay with your licensed team. When a client asks about any of those, I pass it to the right person on your team.
Can you handle claims?
I relay claims to your claims team and make follow-up calls at 14 days and at closure. I do not negotiate or settle claims, and I do not advise on coverage.
Will retention go up?
I can't promise that. What I can commit to is a calendar of calls and cards that actually gets done, with every touch logged. The pilot reports the renewal rate, but 90 days is too short to judge it; the real read comes at 12 months.
How is this different from hiring a CSR?
The Texas average pay for a customer service representative is $43,654 a year (Salary.com, Nov 2026). This program is about 200 hours a year for 300 clients. The value is a calendar that actually gets done, with one person accountable, without pulling your CSRs off service work.
What happens to my client data?
It stays in your own system under your login, or in an export you approve.
Do you use AI with my client data?
Only inside your own system or an export you approve, under your login, and nothing is shared without your sign-off. AI drafts and summarizes; a person reviews.