From Lead to Close: AI + CRM Automation for Insurance Agencies

See how Callen Brooks transformed his insurance business, increased client retention, and streamlined operations using Agentli's AI-powered CRM and automation.

Callen Brooks

SafeHarbor Insurance Group

Tampa, Florida

Use Case: Credit Repair Business Workflow with AI + CRM Integration

Callen Brooks, the owner of SafeHarbor Insurance Group, was facing operational challenges while scaling his agency in Tampa, Florida. With increasing client inquiries across auto, home, and life policies, Callen struggled to keep up with lead follow-ups, policy renewals, and customer service.

Manual processes slowed down his ability to quote quickly and consistently follow up with prospects. Missed calls and inconsistent communication led to lost leads and renewals. Clients often complained about delays, and the agency’s growth stalled despite high demand.

Before implementing the Agentli.ai solution, Callen’s operations were largely manual and fragmented:

  • Leads from website forms, phone calls, and local campaigns were collected in spreadsheets with no prioritization.

  • Follow-ups were inconsistent, relying on memory and sticky notes.

  • Missed calls were frequent, especially during peak hours or weekends.

  • Renewal reminders and policy updates were manual and error-prone, leading to churn.

  • Callen lacked visibility into lead conversion rates and client satisfaction metrics

Solution with Agentli.ai

After adopting Agentli.ai, Callen’s agency automated the core areas of client acquisition, retention, and communication. Here’s how the system transformed SafeHarbor Insurance Group:

Workflow Breakdown (Before vs. After)

  1. AI-Powered Lead Intake & Coverage Matching

  • Before: Leads from websites, referral partners, and ad campaigns were logged manually. There was no intelligent routing based on insurance needs.

  • After: AI categorizes incoming leads by insurance type (auto, home, life, etc.), urgency, and budget—then instantly assigns the best-fit agent or sends a personalized quote funnel..

  • Result: Lead intake became 42% more efficient, with a 36% increase in initial quote requests submitted.

  1. Smart Quoting & Follow-Up Automation

  • Before: Agents manually entered lead data into quoting systems and followed up sporadically. Many prospects dropped off before getting a quote.

  • After: AI pre-fills quoting systems with lead data and triggers smart follow-up sequences if quotes aren’t completed or accepted.

  • Result: Quoting follow-through increased by 39%, and quote-to-bind conversions improved by 27%.

  1. AI Receptionist for Missed Calls & Appointment Scheduling

  • Before: Peak-time and after-hours calls often went unanswered, resulting in missed opportunities and client frustration.

  • After: An AI-powered receptionist captures every call, answers FAQs, qualifies leads, and books appointments with licensed agents.

  • Result: Missed-call recovery rose by 31%, and appointment bookings jumped by 22%.

  1. Automated Document Submission & E-Signature Collection

  • Before: Agents had to chase clients for driver’s licenses, home appraisals, or beneficiary info, slowing down policy issuance.

  • After: AI sends secure upload links with reminders and supports e-signatures, reducing back-and-forth.

  • Result: Time to policy issue decreased by 48%, and documentation errors dropped by 55%.

  1. Renewal Retention Automation

  • Before: Renewal notices were often missed or sent too late, leading to lapsed policies and lost revenue

  • After: The system detects renewal windows and sends multi-channel (email, SMS, voice) reminders with upgrade or cross-sell offers.

  • Result: Policy renewal rates increased by 34%, and upsell success rates improved by 18%.

  1. Reputation & Referral Campaign Automation

  • Before: Satisfied clients weren’t asked for reviews or referrals unless agents remembered to do it manually.

  • After: AI identifies happy clients post-sale and sends automated review and referral requests at key moments.

  • Result: 5-star reviews grew by 49%, and referral lead volume increased by 23%.

  1. Real-Time Client Status & Policy Updates

  • Before: Clients frequently called in to ask about quote status, claim steps, or renewal timing—taking up agent time.

  • After: Clients receive proactive updates through email or SMS about their quote, policy, or claim progress.

  • Result: Client support requests dropped by 17%, and customer satisfaction improved by 21%.

Results & Impact

Lead Intake & Coverage Matching

42% faster lead processing and a 36% increase in completed quote requests through intelligent categorization and routing.

Smart Quoting & Follow-Up Automation

Quote completion rates rose by 39%, while quote-to-policy conversions increased by 27%, reducing lead drop-off.

AI Receptionist for Missed Calls & Scheduling

Captured 31% more missed-call leads and increased booked appointments by 22% thanks to 24/7 voice assistant support.

Document Submission & E-Signature Automation

Policy issuance time was reduced by 48%, with document error rates dropping by 55% due to streamlined upload and e-signature flows.

Renewal Retention Automation

Policy renewal rates improved by 34%, while upsells and cross-sells saw an 18% lift through timely, personalized outreach.

Reputation & Referral Campaigns

Generated 49% more 5-star reviews and boosted referral-based leads by 23%, strengthening brand trust and inbound business.

"Agentli.ai is the silent partner every insurance agency needs."

We were drowning in leads but dropping the ball on follow-ups and renewals. Agentli.ai changed the game. From the AI receptionist that never misses a call to the personalized email and SMS automations, we finally have a system that works while we sleep. Clients love the fast response, and our team is now focused on quoting and closing—not chasing paperwork or calls. We’ve never been more efficient, and we’ve never grown faster.

Callen Brooks

SafeHarbor Insurance Group

Tampa, Florida