AI workflows for independent insurance agency teams
Koya places trained AI automation developers into businesses full-time to build internal tools, automate manual workflows, and help your team move faster without adding more headcount.
Our developers build around your actual tools, team, and workflows. The examples below show the kinds of projects they could take on.
Examples of systems our AI automation developers could build
These are example builds for independent insurance agency teams. Your developer would scope the real version around the tools, data, and approval steps you already use.
Carrier commissions matched to policies, with underpayments flagged for review
This system reads carrier commission statements, matches each line against AMS policy records, flags underpayments or missing transactions, and prepares a review queue for finance, producers, or agency principals.
- 01 The workflow pulls carrier statements from email, portals, CSV exports, PDFs, and shared folders.
- 02 It normalizes carrier, policy number, insured name, effective date, premium, commission amount, producer split, and payment date.
- 03 It matches each line against AMS records using policy numbers first, then fuzzy matching on insured name, dates, premium, and carrier.
- 04 It flags missing commissions, underpayments, duplicate payments, unmatched policies, producer-split issues, and items that need manual review.
- 05 Finance gets an exception queue and a payout-ready report, with the source statement attached to each flagged item.
Commission review moves from line-by-line spreadsheet matching to exception review. The agency gets cleaner revenue visibility, catches missed payments earlier, and gives producers a clearer answer on what has been paid.
COI and endorsement requests prepared with policy checks and AMS logging built in
This system turns routine service requests into a structured queue. It reads COI, endorsement, ID card, and policy-change requests, checks them against the active policy, drafts the next step, and logs the work back to the account.
- 01 The workflow captures requests from shared inboxes, website forms, client portals, Slack, Teams, and direct producer forwards.
- 02 The workflow classifies the request: COI, holder update, endorsement, ID card, cancellation question, claims note, billing question, or policy-change request.
- 03 It pulls the active policy, named insured, holder details, limits, effective dates, endorsements, and prior service notes from the AMS.
- 04 It checks for expired policies, missing holder details, limit issues, missing endorsements, unclear instructions, and items that require licensed staff review.
- 05 It prepares clean requests for CSR approval, while exceptions go into a queue with the missing details and recommended next action.
CSRs stop rebuilding the same service workflow for every request. Routine requests get organized faster, unclear items stay visible, and the agency keeps a cleaner service trail inside the AMS.
Renewals started 90 days out, with missing items and re-shop flags in one queue
This system keeps renewals from becoming a last-minute scramble. It watches upcoming expirations, starts the 90/60/30-day renewal process, collects client changes, flags accounts that may need re-shopping, and keeps producers and CSRs aligned.
- 01 The workflow pulls upcoming expirations, policy type, premium, carrier, producer, CSR owner, claims history, prior notes, and client contact details from the AMS.
- 02 It starts renewal tasks 90 days out, including coverage-review reminders, exposure-update requests, and internal review tasks.
- 03 It tracks client responses, missing schedules, payroll updates, vehicle lists, loss runs, statement of values, and other documents needed for renewal.
- 04 It flags rate increases, non-renewal notices, claims activity, client silence, or coverage changes that may need a producer decision or re-shop review.
- 05 The team gets a renewal dashboard showing which accounts are on track, which need client action, and which need producer review.
Renewal work starts from the AMS calendar instead of memory, inbox search, or spreadsheet color coding. Producers still make coverage decisions, but the system keeps the admin, reminders, missing items, and escalation queue moving.
Coverage answers found faster, with policy docs and SOP sources attached
This system helps producers, CSRs, and account managers find answers buried inside policy PDFs, carrier guidelines, SOPs, internal wikis, prior endorsements, and service notes. It returns a source-backed answer that staff can review before replying to a client.
- 01 The workflow indexes policy forms, endorsements, carrier manuals, SOPs, coverage notes, internal wiki pages, and approved service templates.
- 02 A team member asks a question in Slack, Teams, the AMS note workflow, or an internal lookup page.
- 03 The system searches the relevant documents, pulls the matching clauses or SOP steps, and shows the source file and page or section.
- 04 It drafts a plain-English internal answer, marks uncertainty, and flags questions that need producer, manager, or carrier review.
- 05 Staff use the answer to prepare the client response, update the account note, or route the question to the right licensed person.
The team spends less time hunting through PDFs, carrier portals, and old notes for routine answers. Client-facing judgment stays with licensed staff, but the research work gets faster and easier to audit.
What clients say about Koya developers
Joshua quickly became a key part of our team. He handles complex automation tasks across several client projects, freeing us up to focus on strategy. The process was smooth, and Joshua's skills and communication have been spot on. We're excited to bring on more developers like him as the business grows.
Koya made the process easy to get started. We were paired with an AI automation developer whose experience and past projects we reviewed in his portfolio. He has now been on our team for 9 months, and I'd definitely recommend Koya to any business looking to improve its operations.
Start with one workflow, built on the house
You see the work before any commitment. We handle recruiting, payroll, compliance, and coaching.
- 01 You pick a workflow, or we help choose one on the call
- 02 We scope the first build around your tools and process
- 03 A Koya developer builds that workflow on the house
- 04 If you want to bring them on full-time to build more, the placement starts with a 30-day trial window
- 05 If it's a fit, the developer continues as full-time automation capacity for your team
Ready to see what this could look like inside your business?
On the call we pick one workflow, scope it around your tools, and a Koya developer builds it for free. You decide what happens next.