Stop losing leads to slow response times and manual processes. This guide shows you exactly how to automate lead capture, qualification, and routing—converting 3x more leads with instant response and intelligent routing.
Pro Tip: 62% of calls to agencies go unanswered. Don't let your "Unified Capture System" act like a voicemail.
Follow these five steps to automate your entire lead intake process. Each step builds on the previous one, creating a complete automation system.
Start by documenting every channel where leads come in: website contact forms, phone calls, email inquiries, social media DMs, referral programs, third-party lead vendors, and walk-ins. For each source, document: (1) current response time, (2) who handles it, (3) common pain points (missed calls, form submissions not followed up, leads sitting in email inboxes), and (4) conversion rates. This audit reveals where automation will have the biggest impact.
Connect all lead sources into a single automation platform. Website forms integrate directly via API or webhooks. Phone calls are captured through call tracking numbers that transcribe conversations in real-time. Email inquiries are parsed by AI to extract contact info, coverage needs, and urgency. Social media messages are monitored and captured automatically. All leads flow into one centralized system—no more checking multiple inboxes or missing leads.
Define qualification criteria that matter: coverage type needed (auto, home, life, commercial), budget range, timeline (immediate need vs. shopping), location, current policy status, and specific pain points. The AI scores each lead on a 0-100 scale based on likelihood to convert and estimated policy value. High-scoring leads (80+) get instant priority routing. Medium scores (50-79) enter nurturing sequences. Low scores (below 50) are still captured but deprioritized. This ensures agents focus on leads most likely to close.
Route qualified leads to the right agent automatically. Rules can be based on: agent expertise (commercial vs. personal lines), geographic territory, current workload, or specialization (high-value clients, specific carriers). The system sends instant notifications via Slack, email, or SMS. CRM records are created automatically with all lead data pre-populated. Agents see a prioritized queue of hot leads, not a random list. If an agent doesn't respond within 15 minutes, the lead escalates to another agent or the agency owner.
Never let a lead go cold. Every new lead receives an immediate acknowledgment (within 60 seconds) via email or SMS. High-scoring leads get personalized sequences with relevant information, case studies, and clear next steps. Medium-scoring leads enter longer nurturing sequences with educational content. Sequences are personalized based on lead source, coverage interest, and qualification score. If a lead engages (opens email, clicks link, responds), they're automatically bumped to higher priority. Sequences pause when an agent makes contact.
Agencies that automate lead intake see these improvements within the first 90 days.
More qualified leads reach agents (AI filters out tire-kickers)
Faster response time (instant vs. hours/days)
Leads fall through cracks (100% capture rate)
Hours saved per week on manual intake and data entry
Lead capture and qualification (no business hours limit)
Higher conversion rate (right leads to right agents)
Answers to the questions insurance agency owners ask most.
Most agencies go live in 2-3 weeks. Week 1: Integration setup and lead source connections. Week 2: Qualification rules configuration and testing. Week 3: Agent training and go-live. Simple setups (single lead source) can be done in 1 week.
Our automation platform integrates with 50+ systems including Applied Epic, AMS360, Salesforce, HubSpot, and more. Leads can be routed to multiple systems simultaneously, or we can sync data between systems automatically.
Yes. You can set up a 'human-in-the-loop' workflow where high-value leads are flagged for manual review before routing. Or configure automatic routing with optional review flags. You control the level of automation.
All data is encrypted in transit and at rest. We're SOC 2 compliant and follow insurance industry data protection standards. Lead data is stored securely and only accessible to authorized users in your agency.
Get a free audit of your lead intake process and see how many more qualified leads you can convert.
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