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Insurance Agency · The Renewal & Retention Engine
Insurance agency automation for x-dates, renewals, pending cancels and account rounding
Every quote chased, every x-date worked, every renewal touched 60 days out. Everborn builds the front door and the back door around your AMS: speed-to-lead and missed-call coverage on one side, a renewal and retention engine on the other.
Who it is for
Built for the principal of a 2-to-15-person P&C or life and health agency, independent or captive. Your AMS stays the system of record, and bound clients push into it.
Where the agency's day goes
The downloads land and the CSR's suspense list is already long: endorsements, certificates, ID cards, a mortgagee change, three pending cancels, a claim that came in overnight. The producer is quoting in the rater while the internet lead from 7:40 last night waits. Renewals with a rate jump get a call when someone notices them, and the mono-line households never get asked.
In J.D. Power's 2026 U.S. Insurance Shopping Study, 45% of active auto shoppers had a homeowners policy, but only 20% got a homeowners quote while shopping.
How a policy moves, and where we sit
Lead → fact-find and x-date → quote → proposal → application → bind → ID cards, payment and mortgagee → service → renewal review → remarket or retain.
Your AMS stays the system of record for policies, downloads and accounting, and bound clients push into it. We run the reply, the follow-up, the renewal cadence and the saves.
The Renewal & Retention Engine and what comes off your plate
Launch: every lead answered, every call returned. Text and email in under 60 seconds, round-robined to a producer; missed-call text-back; a 7-day quote sequence that stops on reply; source tags by vendor and partner; consent records with timestamps; DNC scrubbing; license-number footers where required, including California's rule for emails; and a review request after bind and after a claim.
Growth: Launch plus The Renewal & Retention Engine
The named block of ten deliverables in the Growth package, built for Insurance Agency.
- X-date pipeline
Every prospect and lost quote gets an expiration date at first contact, and outreach fires 60, 45 and 30 days out, ahead of the carrier's renewal notice.
- Renewal review cadence
Texts and emails with a booking link at 60, 45 and 30 days. Rate increases above your threshold are flagged for remarketing with an automatic document request.
- Pending-cancel save flow
The non-pay list from the carrier download becomes a same-day text with a payment link, a CSR call task and a 3-touch save sequence.
- Account-rounding sequences
Mono-line auto, mono-line home, no-umbrella and no-life households each get a 90-day nurture with a quick-quote reply path.
- Claims check-in
A we're-here text when a claim opens, 7-day and close-out check-ins, then a review request.
- Carrier document chase
Signed app, prior dec page, photos, inspection, EFT form: a per-client checklist with 48-hour reminders and a staff board.
- Life anniversary and term-conversion reminders
Need-based, carrier-agnostic review invitations and conversion-deadline alerts.
- Compliance-safe client appreciation
Birthday and holiday touches with per-person gift value logged against the lowest limit in the states you're licensed in, never tied to buying or quoting.
- Post-bind welcome
ID cards, app download, EFT setup and the mortgagee step, then a review request.
- Owner dashboard
Rolling-12 retention, close ratio, quotes per producer, source ROI and pending cancels saved.
Full Engine: Growth plus the partner program and the operating system
Partner lanes for mortgage, real estate, dealers, CPAs and other agents; a zero-dollar program for RESPA-covered partners; statements that show referral status, never a payout tied to a bind; a recruiting funnel for producers; the Monday pending-cancel huddle and Friday quote review; and the monthly automation think-tank.
The money desk: sign-up, billing and commissions
The package each item starts in is shown under its name.
| What it is | What it does |
|---|---|
| Owner-routed onboarding Growth | Every new client gets the welcome from their own producer: the producer's name, license number, email and own sign-up link, so the file lands in that producer's queue. One message per client, never a duplicate. |
| Secure two-step sign-up Growth | Clients never email a driver's license, SSN or bank details. The welcome sends them to a secure form that files everything into your system of record, and says plainly not to email it. |
| Billing that runs itself Growth | Agency-billed fees only, never carrier premiums: branded invoice emails; reminders 3 days before due, on the due day, 3 days after and a final notice at 7 days; card-on-file autopay with an upcoming-charge notice and a declined-card update link; receipts. Email-first. |
| Commission ledger Full Engine | Producer commissions calculated from money actually received by the agency, not bound policies, under your own plan rules (splits, new-business and renewal rates, payout timing, clawbacks), with a monthly statement per producer and a needs-attention list. |
| Payment processor migration Included at no charge | Moves every paying client off a processor that closed or is being replaced: new payment links or card-on-file, and old invoices cancelled only after payment clears, so nobody is double-charged or dropped. |
Partners inside anti-rebating and RESPA
Loan officers, real estate agents and title companies send homeowners business, and lender-required homeowners insurance is a settlement service under RESPA, so those partners get zero dollars: a referral portal, fast status back to the closer and reciprocal referrals instead. Where you pay an unlicensed referrer, the fee is flat and never depends on a sale. Client appreciation is offered to everyone in a class, logged per person, and never tied to a quote.
Follow-up length and the never-list
How long it runs. Lost quotes park to their next x-date, up to 12 months, with one touch a quarter, then re-engage 60, 45 and 30 days out. Life gets a 90-day education drip after a P&C bind, then an annual review.
Blocked in every template. No premium, rate, discount or savings figure that isn't from an actual quote. No rebates, gift cards or anything of value for buying or quoting. No coverage confirmation before the carrier binds. No carrier logos without an appointment. No SSN, license or policy numbers over SMS. No replacement language. Nothing paid to a mortgage LO, real estate agent or title partner for homeowners referrals.
Three fixed packages
Launch
$3,500 build + $697/mo
Every lead answered, every call returned
Tracked number, consent-capturing forms, a reply in under 60 seconds, missed-call text-back, booking, a 5-day drip, review requests and weekly reporting.
Growth
$6,500 build + $1,197/mo
Launch plus The Renewal & Retention Engine
Adds The Renewal & Retention Engine, onboarding, payment links, long-term nurture, list re-activation, retention, an after-hours assistant and the owner's report.
Full Engine
$9,500 build + $1,697/mo
Growth plus the partner program and the operating system
Adds mortgage, real estate, dealer and CPA partner lanes with status-only statements (zero dollars to RESPA-covered partners), a producer recruiting funnel, alerts, written procedures and the monthly think-tank.
Same prices in every industry. Half the build fee at signature, half on delivery; month to month after 90 days. Each monthly includes a $197 platform license (take it off if you already pay for the platform we build on). Free week-one compliance review for regulated industries. Your accounts and data are yours and export any time. The system we build runs in your accounts, and you keep the right to use it even if you cancel.
Websites and search add-ons
Starting points, confirmed in your written quote. Sites are built and hosted on the platform your monthly already covers. We never guarantee rankings or traffic.
| Add-on | What it is |
|---|---|
| Bundle: Online Presence Starter $1,800 | Core site, Local SEO foundation and social profile set-up ($2,200 separately) |
| Bundle: Online Presence Complete $3,200 | Full site, Local SEO foundation, brand kit and social profile set-up ($4,000 separately), first month of Local SEO growth free |
| Website build: core site $1,200 | Up to 6 pages, lead capture and booking wired to the CRM, compliance and disclosure pages, mobile, basic on-page SEO |
| Website build: full site $2,400 | Up to 15 pages: services, locations, team or rep pages, recruiting, blog set-up |
| Website redesign or migration $900 | Existing site rebuilt or moved, with redirects kept |
| Local SEO foundation $750 | Google Business Profile optimization, citations, on-page SEO and schema, Search Console and analytics |
| Google Business Profile set-up $250 | Set-up and optimization, standalone |
| Local SEO growth $350/mo | Two articles a month, weekly Business Profile posts, citation and review monitoring, a rank and traffic report |
| Website care plan $49/mo | Hosting, updates, backups, uptime, compliance-page upkeep, small edits |
Also available: additional pages ($350 per 5), brand kit ($600), social profile set-up ($250), accessibility review and fixes ($450), Google Ads account build ($600). Other one-time add-ons bought with the build are 15% less; monthly add-ons and bundles don't get that discount.
Moving your payment processor: included at no charge.
Snap Credit Fix, a California credit repair company, runs on a system I built for them.
Chris Magee, Everborn Productions
Insurance Agency questions
We already have Applied Epic, EZLynx, HawkSoft, AgencyZoom or Better Agency.
Keep it. The AMS is the system of record for policies, downloads and accounting. What it rarely does well is speed-to-lead, missed calls and after-hours on one side, and renewal cadence, pending-cancel saves and rounding on the other. If you run AgencyZoom or Better Agency fully, Launch overlaps and the value is in Growth and Full Engine.
I'm captive. Corporate won't let me.
Carrier brand, domain and data rules are real. The build is scoped to the agent-office side, all copy goes through the carrier's brand and compliance review, and no carrier marks appear in the funnel. Where a carrier prohibits a piece, we remove it.
Internet leads are junk. Automation just annoys people faster.
Shared leads are low-contact by design, and no sequence fixes that alone. What it fixes is slow first response and the leads nobody called twice. The weekly report shows contact rate and cost per bound policy by source; if a vendor still loses to referrals after 90 days, move the spend to the partner program.
What about TCPA, DOI complaints and anti-rebating?
Most of the risk comes from what agencies already do by hand: texting from personal phones, gift cards for referrals. The build stores consent with timestamp and source, honors revocation by any reasonable means within the FCC's 10 business days, enforces quiet hours and DNC, logs gift value per person, and adds license footers where required, including California's license-number rule for emails. Run state-specific copy past your E&O carrier too.
We sell Medicare. Does this work for us?
Only as appointment logistics: booking, reminders and paperwork, with no automated plan pitching and no contact without permission. Every Medicare template is checked against current CMS marketing rules before it goes live.
Insurance Agency documents
Book a build call
Tell Chris what your team still does by hand. You will get a straight answer on which package fits, or whether none does.
Email [email protected]
Call (916) 541-3415
Chris Magee · Sacramento, CA · serving clients across the United States