How the renewal assistant works
It does the chasing. Your licensed team does the advising. Here is what happens to every policy, from the first check-in to the thank-you.
It finds renewals early
Every morning at 8:00 it reads your policy list and picks out policies entering their renewal window: 120 days out for business, 90 for home and 60 for auto.
It asks what changed
Each client gets a short email with questions for their type of policy: drivers and vehicles for auto, renovations and roof for home, revenue and payroll for business. The questions are fixed. The assistant only writes a personal greeting and closing, and a safety check holds anything that mentions coverage, prices or promises.
It follows up and reads the replies
No answer? Reminders go out on days 7, 14 and 21, then your CSR gets a call task. When a client replies, the assistant pulls out the changes for your team and flags anything that sounds like they might leave. The client gets a short "we got your message" note, and a licensed person follows up.
It compares the renewal premium
As soon as the new premium is in your policy list, plain rules in your sheet work out the change. Up 10% or more: your producer gets a rate-review alert with talking points. Otherwise the "your renewal is ready" email is drafted and waits for your approval. Premium figures from your policy list never go to the AI.
It closes the loop
Renewed clients get a thank-you with one question about their other insurance. Quotes get follow-ups. New clients get a welcome and check-ins at 30 and 60 days. Every action is logged, and your team gets a morning summary and a Monday numbers email.
What stays human
- All advice, all coverage questions and all changes to a policy.
- Approving renewal notices with premium figures.
- Calling clients who don't reply or who sound unhappy.
What you need
- Google Workspace for your agency email (Gmail and Google Sheets). This is required.
- Your policy list, exported from your agency software as a spreadsheet or CSV. Direct connections, starting with AMS360 and Momentum, are in development. We aren't affiliated with any software vendor.
- About two weeks: a week to set up, then a trial week where every email goes to your own CSR before any client sees one.
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.
Where does our client data live?
In your own Google Workspace and n8n accounts. The AI runs on Ventar's Anthropic account, in a workspace used only for your agency. See Data Handling & Security.
Does it text or call clients?
No, email only.
How many emails does a client get?
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. Anyone who replies STOP gets no more emails from the assistant, and your team gets a task to call them instead.
Can we pause it?
Yes, with one switch in your settings.
Who pays for the AI?
It's included in your package, with a monthly limit that fits your size.
What does it cost?
It depends on how many policies renew each month, from US$400 a month plus a one-time setup fee. Your own n8n and Google accounts cost about US$37 a month on top, paid directly to them. See pricing and the plain terms.
See it running for a sample agency
20 minutes: the morning email, a client reply, and the renewal sheet.