How Insurance Agents win back their days

Tiago Costa Alves

CEO The Librarian

December 15, 2025

Insurance Agents spend tons of time in admin tasks, eg submitting claims, generating new quotes, clarifying product questions, all while juggling fragmented tools. The Librarian comes to the rescue by automating a lot of the recurring processes all from a single chat interface on WhatsApp, SMS, Slack. The result is faster responses and hours saved in admin work leading to higher renewals rates due to the Agent spending more time in advising vs doing admin work.

It’s after a policy sale, that the real workload begins for the Insurance Agent: claims’ submissions, clarifications, new quotes, premium calculations, payment issues, policy changes, and endless follow-ups... Thankfully AI Assistants like The Librarian can take over the admin layer so agents spend more quality time advising and selling.

The Pain Insurance Agents Feel Every Day

• Post-sale surge in inbound: Clients need constant help with claims submission, policy clarifications, new quotations, premium calculations and payment problems, often across multiple channels.
• Fragmented systems: Email, calendar, drive, CRM, and messaging apps all live separately, creating constant work duplication and forcing Agents to jump between multiple interfaces and systems.
• Documentation overhead: Attaching the right forms, finding the latest policy PDF, and logging notes, eats hours of work and leads to frustration.
• Response-time pressure: Clients expect quick, clear next steps, while agents juggle a flood of inquiries while travelling between meetings.

What The Librarian Automates for Admin Relief

• Contact capture and CRM enrichment:
  • Instantly extract details from business cards, emails and social media to create and update contacts with policy notes, and product type.
  • Link contacts to the right folders and files in Drive with relevant tags for quick retrieval. -Scheduling from conversations:
  • Turn any chat or email thread with clients into instant calendar invites.
  • Propose times based on availability, add conferencing, and include agenda/context pulled from context, CRM and memories.
• Structured handoffs to support:
  • Convert client messaging threads into clean, complete emails to the support team or into internal system tickets.
  • Auto-include policy numbers, client identifiers, timelines, and required attachments or links.
• Travel insurance requests:
  • Convert an itinerary image or email into a quote request with dates, destinations, traveler details, and add-ons.
  • File the request and auto-link it to the client contact in CRM and policy folder.
• Quick premium estimates and summaries:
  • Generate client-ready premium estimate summaries based on key parameters you provide.
  • Add clear caveats, assumptions, and next steps so they are ready to send.
• Payment issue handling:
  • Summarize multi-message threads and prepare a clear, empathetic reply with retry steps and grace period info.
  • Set follow-up reminders and log outcomes to the client record.
• Filing and record maintenance:
  • Auto-file attachments to the correct policy or client folder structure in Drive.
  • Keep notes and interactions organized and searchable, reducing end-of-day backlog.

An Insurance Agent day with The Librarian

Having a 24h support from a tireless AI Executive Assistant is game changing for an Insurance Agent. Here’s what a typical workday looks like when you have The Librarian by your side:

• 8am - Morning Brief: “Here are the meetings that you have today. For the ones in-person I already took the liberty to calculate the driving time and will remind you when it’s time to leave.”
• 9am - Birthday Wishes: “I have checked your Calendar and have already drafted three personalised birthday messages that you can just forward to your Clients.”
• 10:45am - Pre-Meeting Brief: “Your next meeting is with Mrs Johnson who is the owner of a Recruiting Firm. You are meeting her to discuss the options for Health Benefits for her 23 staff members. Remember to ask her about her husband James and her two kids - Sam and Mary.”
• 1:30pm - Customer Support: “I checked your Inbox and you have a reply from the support team about the auto-debit for Mr Smith. Shall I go ahead and draft a message that you can forward to the client of the steps to resolve the issue?”
• 3pm - Premium Inquiry: “Mrs Sims has inquired about the Premiums for low-risk, fixed returns investment products and I have already drafted a message with the top four matching options that you can forward to her.”
• 4:10pm - Meeting Scheduling: “Based on Mr Wilson’s message I have created and sent the calendar invite for a follow-up call next week - I included your Zoom link and a brief draft for the Agenda.”
• 5pm - Travel Quotation: “Based on the travel itinerary and docs that you forwarded to me I went ahead and have submitted a request for a quotation - all you need is to approve the draft and it will be sent out.”

How This Works Behind the Scenes

• Context stitching: Email, calendar, Drive, CRM, Messaging and Social Media are connected so details flow automatically.
• Template-powered outputs: Consistent, professional drafts reduce back-and-forth with support teams.
• Smart filing: Attachments and forms land in the right place, every time.
• Searchable record of truth: Contacts, notes, and documents stay aligned, which cuts duplicate work and errors.

Expected Results (based on real data)

Having The Librarian support to handle some of the Admin work translates to palpable improvements in some key metrics:

But more than just the numbers, saving time on peripheral Admin work results in the Agent being able to focus on relationship building. And having all the auto-generated reminders from The Librarian leads to higher renewal rates and successful cross-sell and upsell of products and ultimately higher satisfaction rates due to much faster response times.

In Conclusion…

When the paperwork handles itself, your best work shows up. With Librarian running the admin layer, every client touchpoint becomes faster, clearer, and more consistent. Quotes go out on time, claims get the right forms the first time, support receives complete context, and follow-ups never slip.

This is not another tool to manage. It is the connective tissue across email, calendar, files, CRM, and social, so your day moves in one smooth flow. You speak in plain language, Librarian assembles the details, routes the work, and logs the record of truth behind the scenes.

The outcome is simple. Agents recovers up to 10 hours a week, clients get confident next steps, renewals rise, and you get paid more. The admin disappears, the relationship remains, and sales compound.

What your waiting for? Try it now for free and take a step forward in productivity gains!