Service the book so your producers can grow it.
Dedicated assistants who issue certificates, prep renewals, process routine service requests and keep your agency management system clean — handling non-licensed work under your supervision.
Policy service is endless — and mostly predictable.
Independent agencies live on retention, and retention lives on service. Certificates of insurance for a contractor client's new job, an auto ID card, a mortgagee change, renewal marketing ninety days out, carrier downloads that didn't match — the work is constant, and much of it follows clear rules.
An ExecWing insurance assistant handles that rule-based work inside your agency management system. They issue certificates from your templates, prepare renewal submissions and comparisons for your licensed staff, enter data from applications into carrier portals for quoting, reconcile downloads and keep activities and notes complete.
Licensing defines the boundary. In most states, discussing coverage, recommending policies or binding coverage requires a producer license. Our assistants stay on the unlicensed side of that line, and your licensed producers and account managers handle client advice.
Tasks your assistant owns
Service desk
- Issue certificates of insurance and ID cards
- Process routine endorsements for licensed review
- Mortgagee, lienholder and address changes
- Log every activity and note in the AMS
Renewals & marketing
- Pull renewals 90/60/30 days out
- Prepare submissions and carrier comparison sheets
- Enter quoting data into carrier portals
- Schedule renewal reviews with producers
Agency operations
- Reconcile carrier downloads
- Commission statement reconciliation
- Loss-run requests and tracking
- Prospect lists and cross-sell campaigns
Tools
Your assistant works in your accounts, under your access policies.
Roles that fit
- Commercial or personal lines account assistant
- Certificate and service-desk specialist
- Renewal and marketing coordinator
- Executive assistant to an agency principal
Compliance notes
Assistants do not solicit, negotiate, recommend coverage or bind policies — activities that generally require a producer license under state insurance law. They perform clerical and administrative work under licensed supervision.
Policyholder information is nonpublic personal information under the Gramm-Leach-Bliley Act and state privacy rules; assistants work only in your systems under your controls.
Some carriers have their own rules for offshore access to their portals. Confirm carrier requirements before granting access.
How this maps to our plans
One dedicated, full-time assistant. Month-to-month, 30-day cancellation, $3,000 buyout if you want to hire them directly.
| Plan | Price | When it fits |
|---|---|---|
| Core | $1,900/mo | Certificates, endorsements and AMS hygiene. |
| Growth | $2,300/mo | Adds renewal prep and carrier quoting data entry. |
| Executive | $2,700/mo | Senior assistant to an agency principal. |
Full plan details on the pricing page. Founding clients: 50% off the first month (first 5 clients).
A realistic first 30 days
How a typical Insurance Agencies engagement ramps. Your plan is set on the fit call and adjusted to your SOPs.
| When | What happens |
|---|---|
| Week 1 | Access, tools and shadowing Your assistant gets accounts in Applied Epic, Vertafore AMS360, HawkSoft and shadows the current process for service desk. You share SOPs or record short walkthroughs; they turn them into written checklists. |
| Week 2 | First owned workflows They take ownership of issue certificates of insurance and ID cards and process routine endorsements for licensed review, with your review on every item. ExecWing QA reviews output against the checklist. |
| Weeks 3–4 | Expand scope Add renewals & marketing work such as pull renewals 90/60/30 days out. Review shifts from every item to daily spot checks. |
| Day 30+ | Steady state Agency operations joins the routine. You get a weekly scorecard and a monthly review of what to delegate next. |
Insurance Agencies: common questions
Are your insurance assistants licensed?
No. They handle non-licensed administrative work only. Coverage discussions, recommendations and binding stay with your licensed staff.
Can they work in Applied Epic or AMS360?
Yes, using user accounts and permissions you assign.
Can they talk to clients?
They can handle administrative communication — sending certificates, requesting documents, confirming receipt — using scripts you approve.
What does it cost?
Core is $1,900/mo, Growth $2,300/mo and Executive $2,700/mo.
Related guides
The Insurance Agency Renewal Workflow: 90/60/30 Days, Step by Step
A step-by-step renewal workflow for independent insurance agencies, showing which tasks a non-licensed assistant can own and which stay with licensed staff.
Read the guide →Security & ComplianceThe FTC Safeguards Rule: A Plain-English Overview for Small Firms Using Assistants
A plain-English overview of the FTC Safeguards Rule for small financial firms — tax preparers, mortgage brokers, dealers and others — and how it affects working with remote assistants.
Read the guide →Get your evenings back.
Book a 20-minute fit call. We'll map the work you want off your plate and tell you honestly whether a dedicated assistant is the right move.