Home 90 days before
- Renovations, additions or major repairs
- When the roof was last replaced
- A new pool, trampoline, hot tub or dog
Keep more clients at renewal.
A renewal assistant for independent P&C agencies. It checks in with every client before their policy renews, follows up with the quiet ones, and tells your team the same day when someone sounds ready to leave.
- Runs in your own Google Workspace
- Your team approves every notice
- Never gives coverage advice
- 90 days outCheck-in emailQuestions about the home, in your agency's name
- 80 days outReply: "shopping around"Your CSR hears the same day
- 45 days outRenewal premium up 12%Your producer calls before any notice goes out
- Renewal dayRenews with youEvery touch logged, ready for your AMS
- After renewalThank-youWith one question about their other insurance
Works from the policy list in the agency software you already use
- Applied Epic
- AMS360
- EZLynx
- HawkSoft
- QQCatalyst
- Momentum
- Any spreadsheet
Clients rarely complain before they leave. They go quiet.
A busy office can't check in with every client before every renewal. The assistant can, and it brings your team the conversations that need a person.
Without an assistant
- Renewal reviews happen when someone finds the time.
- Clients who stop answering slip away unnoticed.
- The client sees a price jump before anyone calls.
- Follow-ups live in someone's head.
With Ventar
- Every client hears from you 60 to 120 days before renewal.
- Reminders go out, then your CSR gets a call task.
- A rise of 10% or more goes to your producer first.
- Every touch is logged, and each morning brings one list of what needs a person.
It does the chasing. Your team does the advising.
Every client hears from you before renewal
120 days out for business policies, 90 for home and 60 for auto, each client gets a short email in your agency's name with questions that fit their policy. You approve the questions. The assistant only writes a friendly opening and closing.
- Short enough to read on a phone, with a reply-by date and a one-word "No changes" answer
- Sent from your own mailbox, in your agency's name
- Every email says an AI assistant helps your office
- Anything that mentions coverage, prices or promises is held back
InboxToday, 8:04 AM
HPHarbor Point Insuranceto Priya Shah
Anything changed before your Dec 24 renewal?
Hi Priya, your homeowners policy renews on December 24. Has anything changed this year?
Could you reply by Friday? Nothing changed? Just reply "No changes". That's all we need.
- Renovations or big repairs?
- About when was the roof last replaced?
- A new pool, trampoline, hot tub or dog?
Written with help from an AI assistant. A licensed member of our team reads every reply.
Sample email for a fictional agency
It reads every reply and flags who might leave
The assistant pulls out what changed for your team and flags wording like "too expensive" or "shopping around" the same day. The client gets a short "we got your message" note, and a licensed person follows up.
- Changes summarized and labeled as AI, to check against the client's words
- Social Security, license, bank and card numbers masked first
- No reply after three reminders? Your CSR gets a call task
Reply received9:14 AM
MRMaria ReyesHomeowners, renews Nov 30
We added a home office this spring and the new roof went on in May. Honestly the price went up again, so we're shopping around.
AI summaryCheck against the reply
- Home office added
- Roof replaced, May 2026
At risk: "shopping around"Sent to your CSR
Sample reply for a fictional client
Price jumps reach your producer before the client
When the carrier's renewal premium is in, plain rules work out the change. If it's up 10% or more, your producer gets a rate-review alert to call first. Otherwise the "your renewal is ready" email waits for your YES.
- The monthly difference, the client's tier and their other policies
- Talking points and a remarket checklist
- Premium figures from your list never go to the AI
Rate-review alertCall first
DODavid OkaforPersonal auto, renews Dec 12
+14%
- Expiring premium
- $1,620
- Renewal premium
- $1,847
- Difference
- about $19 a month
- Other policies
- Homeowners, umbrella
Before the notice goes out
- Call to review drivers, vehicles and discounts
- Remarket only if the review shows it's needed
Sample alert for a fictional client
One list every morning
At 8:00 your team gets one email: who's at risk, which calls to make, which notices need approval, and what was done automatically. On Mondays, the week's numbers.
- Calls grouped by CSR, with new and overdue marked
- Top clients flagged
- Anything that failed shows up as a row to fix
Renewals, November 38:02 AM
14
client emails sent
7
to do today
1
at risk
38
kept so far
- M. Reyes, home: "shopping around"At risk
- D. Okafor, auto: up 14%Rate review
- J. Patel, business: notice readyApprove
- L. Chen, home: replied with changesUpdated
Sample summary for a fictional agency
Questions that fit the policy
Each line of business gets its own short list, so clients answer what matters and your team can update the policy before it renews.
Auto 60 days before
- Drivers who joined or left the household
- Vehicles bought, sold or replaced
- Commuting, business use or rideshare
Business 120 days before
- Expected revenue and payroll
- Locations opened, moved or closed
- Subcontractors, vehicles and equipment
Your licensed team stays in charge
- Licensed staff answer every client question. The assistant never gives coverage advice.
- Notices with premium figures wait for your approval.
- A trial week first. Every email goes to your own CSR before any client sees one, and one switch pauses everything.
- Your data stays in your accounts. Your policy list, activity log and emails live in your own Google Workspace and n8n.
What one point of retention is worth
An agency earns commission every year a policy renews. With US$1 million in commission, keeping one more client in a hundred is worth about US$10,000 a year, and again every year after.
Simple pricing, by size
Priced by how many policies renew each month. AI credits are included. Prices in US dollars.
Essentials
Up to 50 renewals a month
$400 /month
US$1,000 one-time setup
400 AI credits a month
Growth
51 to 150 renewals a month
$550 /month
US$1,500 one-time setup
1,200 AI credits a month
Scale
151 to 400 renewals a month
$800 /month
US$2,000 one-time setup
3,200 AI credits a month
Custom
Over 400 a month, or several offices
From$1,050 /month
From US$2,500 one-time setup
AI credits sized to your book
Every package includes
- Check-ins, reminders and call tasks
- Reply reading and risk alerts
- Rate-review alerts
- Morning summary and Monday numbers
- Trial week and monthly review call
What's an AI credit? One email the AI writes, or one client reply it reads. Thank-yous, quote follow-ups, alerts and your morning summary use none. A typical month uses about half, and you can see your count any time when you log in. If you ever run out, nothing stops: those emails become tasks for your team until the 1st, and your morning summary says so that day.
Plus about US$37 a month for your own n8n and Google accounts, paid directly to them. Not sure of your size? Total policies ÷ 12 is roughly your renewals a month. Custom is quoted after we see your policy list.
Live in about two weeks
45-minute setup call
We open n8n and an assistant mailbox in your agency's name, and you invite us in.
Send your policy export
Export your policy list from your agency software. We build everything, and you approve the email wording.
Trial week, then go live
Every email goes to your own CSR first. It goes live only when you say so.
No surprises in the contract
These match the services agreement you read before signing.
- 6 months, then month to month
- The first term runs 6 months from go-live. After that it continues month to month, and either side can end it with 30 days' notice.
- No monthly fee until you go live
- The monthly fee starts only when you approve go-live. If the trial week doesn't work for you, you can stop then and owe no monthly fee.
- The setup fee
- Paid when you sign. It covers building your assistant and the trial week, and it isn't refunded once setup work has started.
- If you leave
- Your policy list, activity log and emails stay in your accounts. We remove our workflows and our access within 10 business days and confirm it in writing.
Questions agencies ask
Something else on your mind? Contact us.
Does it give insurance advice?
No. It never answers client questions and never discusses coverage. It hands them to your licensed team.
Will it flood our clients' inboxes?
No. A client only gets an email when something is actually due: a renewal check-in, a reminder, a notice or a follow-up. Even then, a household gets at most one automatic email a day and no more than five in any week, across all its policies (you can set it lower), and none at the weekend. A client who writes in also gets a short "we got your message". Quote follow-ups stop after three. Every email offers a simple "reply STOP"; the assistant never emails anyone who uses it again, and your team gets a task to call them instead.
Who will we work with?
The Ventar Solutions team. We build your assistant, set it up in your accounts and look after it once it's live. If a scheduled run fails, we get an alert and fix it. We're based in Jamaica and work US Eastern hours.
Do we need Google Workspace?
Yes. The assistant uses Gmail and Google Sheets in your own Google Workspace account. If your agency runs on Microsoft 365, tell us on the demo.
Does it connect to our agency management system?
Today it works from the policy list you export from your agency software as a spreadsheet or CSV. We're building direct connections, starting with AMS360 and Momentum. We aren't affiliated with any software vendor.
Who pays for the AI?
It's included in your package as monthly AI credits: one credit for each email the AI writes or client reply it reads. We run it on Ventar's Anthropic account, in a workspace used only for your agency. Your morning summary and your client area show how many you've used.
What if we use up our AI credits?
Nothing breaks and nothing is charged. Until the credits renew on the 1st, the emails the AI would have written become tasks for your team, and client replies go straight to your CSR to read. Your morning summary warns you at 80% and again when they run out. If it happens often, moving up a package is usually the better fit.
What happens if we stop?
Your policy list, activity log and emails stay in your accounts. We remove our workflows and our access within 10 business days and confirm it in writing.
Can we pause it?
Yes, with one switch in your settings.
See it running in 20 minutes
We'll show the assistant working for a sample agency: the morning email, a client reply, and the renewal sheet.