Commission reconciliation
Every month, your team matches carrier statements against what you expected. Line by line.
40-80 hours a month at a mid-size agency.
AgencyBloc + SternStella, 2024
Your insurance agency runs on manual work.
Every new client adds more of it.
Get back the hours, the revenue, and the room to grow.
What we see
What we see in every agency.
At least one is universal. Most have several.
Policy checking / case management
Every new policy has to match what was sold. The miss is invisible until a claim hits.
1 in 7 agents files an E&O claim each year.
Big "I" via ReSource Pro, 2024
Renewals
Most of what your agency earns is renewal commission.
Keep 5% more of your clients and profit climbs 25-95%.
Bain & Company, Harvard Business Review
New business processing
Most new applications come back from the carrier with something missing. Your team chases the fix while the client waits.
40-60% come back NIGO. Each one costs about $300 and 6 days.
Hexure + FIDx, 2023-2024
Service requests / client email
Your team's day fills up with billing questions, policy changes, and email. The queue never closes.
More than half of every insurance professional's day goes to admin work, not selling.
Vertafore Insurance Agency Workforce Report 2024 (n=1,989)
Audit and compliance documentation
When a carrier or state auditor sends a request, your team spends days pulling files and chasing documents.
22-40 staff-hours per audit event.
Big "I" 2025 Agency Operations Survey
Owners
What owners told us.
We talked to 13 insurance agency owners. Different agencies, same patterns.
“One company actually took our residual income. The people are still in the plan. I am still serving them as the agent, but I am not getting paid for it.”
“I spent six hours a week reconciling commission statements. Some come in XLS, some in Google Sheets, some in PDF. And some of them, I have to go to a website to get. That is my project from yesterday, as I do commissions for eight hours.”
“You are literally entering the same information three different times in three different places. And there is technology that fixes that. But to this person, they may not even have knowledge that there is an option.”
“One company actually took our residual income. The people are still in the plan. I am still serving them as the agent, but I am not getting paid for it.”
“I spent six hours a week reconciling commission statements. Some come in XLS, some in Google Sheets, some in PDF. And some of them, I have to go to a website to get. That is my project from yesterday, as I do commissions for eight hours.”
“You are literally entering the same information three different times in three different places. And there is technology that fixes that. But to this person, they may not even have knowledge that there is an option.”
“You can grow your agency by 20, 30, 50%. But if you are constantly losing that in retention, you are still at the same place.”
“It's not about getting the sale. It's about keeping it. I've had a client for 12 years, and I've switched companies three times. Every time she followed me.”
“Getting agents to do the follow up, that's what slows everything down. And retention is more important than the initial sale.”
“You can grow your agency by 20, 30, 50%. But if you are constantly losing that in retention, you are still at the same place.”
“It's not about getting the sale. It's about keeping it. I've had a client for 12 years, and I've switched companies three times. Every time she followed me.”
“Getting agents to do the follow up, that's what slows everything down. And retention is more important than the initial sale.”
“I pretty much work from 6am to 6pm every day. And I feel like I don't ever get anything accomplished. I'm too busy quoting what I currently have.”
“My day ends up being, I'm not lying, it could be 50 different tasks that made up that day and each day is different. It's so overwhelming.”
“I pretty much work from 6am to 6pm every day. And I feel like I don't ever get anything accomplished. I'm too busy quoting what I currently have.”
“My day ends up being, I'm not lying, it could be 50 different tasks that made up that day and each day is different. It's so overwhelming.”
Engagement
How we work.
Three stages of work, each one self-contained. Together they cover everything from the first audit to AI handling the work inside your AMS.
Audit.
In 7 days, we work inside your AMS and a few team interviews to map every place money, time, or capacity is leaking from your agency. We look across commissions, policy checking, renewals, new business, service, audit prep, and anywhere else the data takes us. You walk away with a map of every leak in dollars and hours, AI prescribed for each one, and a ranked roadmap of what to build first.
Pilot.
In 2-4 weeks, we build and ship the AI system that closes the biggest leak the Audit found. We customize it for your AMS, your carrier mix, and the way your team works, then put it into production with your team approving only the 5-10% of cases that genuinely need judgment.
Operations.
Each month, we operate the systems we've deployed for you, build out the next solution from the Audit's backlog (you choose which), and deliver a written record of the work. Over time, we work through every leak the Audit found, from small to large, and update everything we've deployed as your business changes.
Pricing depends on your agency's size, the systems we build, and the depth of the engagement.
Methodology
How the Operations Audit works.
The AI Operations Audit runs for seven days. In that time, we map every operational leak in your agency in dollars and hours, prescribe where AI fits each one, and deliver a ranked build plan with the first project fully specified.
What we do
We study how your agency actually operates: the work your team runs daily, the systems behind it, and the points where money or hours leak. We pull sample data across commissions, policy checking, renewals, new business, service, and audit prep, and we speak with you and your operators about how the work actually moves through the agency.
We quantify each leak in dollars and hours, prescribe where AI fits to recover it, rank by return over complexity, and specify the first project in full.
What your team does (and does not)
Your team's contribution is three things: brief interviews with you and a handful of operators on how your business actually runs day to day, a sample of operational data, and a closing review at the end. The work spreads across the seven days, with the interviews concentrated early.
What your team does not do:
- No analysis or ROI math
- No data extraction
- No report drafting
- No prep work between sessions
- No status reports back to us
The analytical work runs on our side. Your involvement is sharing context, attending the readout, and deciding what comes next. More on the team and how we work.
What you walk away with
By Day 7 of the AI Operations Audit, you receive three artifacts.
Revenue Leak Map
An itemized account of where your agency is losing money right now, in dollars and hours. Every leak quantified from your sample data and ranked by cost. Your CFO, your bookkeeper, or anyone you bring in can act on it immediately.
AI Opportunity Map
For each leak in your agency, where AI fits, what the AI does, and what each opportunity is worth in dollars saved or hours reclaimed. Every model is tied to your AMS, your carrier mix, and how your operations actually run, not generic AI playbooks. The artifact tells you exactly where AI belongs in your operations and where it does not.
Build Plan
A ranked roadmap of every opportunity from the AI Opportunity Map, sequenced by impact on your business and complexity to build. The first project arrives fully specified: scope, integration approach, fixed timeline, and our fixed price to build it. The roadmap is yours. You decide what to build, when, and who builds it.
Capability Map
What an AI system looks like inside an insurance agency.
Every Audit produces a ranked Build Plan. Most agencies see AI fit first in one of the common workflows below. We design and build the system around your AMS, your carriers, and the way our engineering team sees the work move through your agency.
New Business & Sales
New business application processing
When a new application leaves your agency missing a field, the case stalls and the carrier sends it back. The AI checks every application against the carrier's requirements before submission and flags what's missing. Your team fixes it once, not three times.
Quoting and submission packet preparation
A producer who waits hours on a quote packet is a producer who loses business to the agency that quotes first. The AI pulls account data from your AMS, formats each submission to the carrier's requirements, and assembles the packet ready for review. Producers send quotes while the prospect is still warm.
Producer follow-up and cross-sell
The cross-sell opportunities your producers never get to are revenue your competitors are happy to take. The AI watches your book for the signals (life event, policy change, anniversary, multi-line gap) and queues each follow-up for the producer when the timing is right. Revenue stops slipping because the queue stops slipping.
Carrier placement and submission orchestration
Every case your team shops takes hours of carrier-by-carrier comparison and submission. The AI matches each case to the carriers most likely to bind, prepares the submissions, and brings the responses back in one view. Your team picks the bind, not the carriers to call.
Policy Servicing & Client Service
Policy checking
Every new policy your team binds is supposed to match what was sold. When it doesn't, the gap stays invisible until a claim hits. The AI compares each policy against the application and the binder, surfacing deviations the day they appear, before E&O exposure becomes an E&O claim.
Renewal management
Most of what your agency earns is renewal revenue. The AI prepares every upcoming renewal weeks before the date, gathering carrier quotes, flagging rate increases worth remarketing, and assembling the package for producer review. Producers walk into renewal conversations ready, not catching up.
Certificate of Insurance (COI) generation
COI requests can fill a service person's day if you let them. The AI reads each request, generates the certificate from the policy on file, and routes it to the certificate holder. Your service team handles the cases that need a human; the rest moves on its own.
Client service email and inquiries
More than half your team's day disappears into email and small service requests. The AI reads incoming messages, drafts replies grounded in the AMS record, and routes anything that needs a human to the right person. Producers spend more of their day selling, less of it triaging.
Finance & Commissions
Commission reconciliation
Forty to eighty hours a month of carrier statement matching come back to your team. The AI reads every statement as it arrives (XLS, PDF, portal exports), matches each commission line against what was sold and what was expected, and surfaces every variance. Your team approves the exceptions.
Carrier statement intake
Statements arrive in every format your carriers use (email attachments, portal exports, mailed PDFs, FTP). The AI collects each one as it arrives, parses it into a standard format, and loads it into your accounting system. Nothing waits in someone's inbox until month-end.
Producer payout calculation
Producer payouts go wrong when splits, overrides, and bonus tiers get calculated by hand on a Friday afternoon. The AI applies your compensation plan to every transaction as it lands, calculates each producer's share, and produces the payout file ready for approval. Producers stop calling about errors that shouldn't have happened.
Renewal commission tracking
Renewal commissions are the recurring revenue your agency was built on. The AI tracks every renewal you should have been paid for, matches it against what arrived, and flags every gap for review. Your accounting team chases the carrier on the cases that need it, not the ones that already cleared.
Compliance, Licensing & Reporting
Carrier and DOI audit preparation
When a carrier or state auditor sends a request, your team can spend a week pulling files and chasing documents to put together a defensible response. The AI keeps audit-ready documentation as the work happens, then pulls every relevant file the moment an audit request arrives. Audits stop being a fire drill.
Producer licensing and appointments
Tracking license renewals, appointments, and continuing education across every state your agency operates in stops being a spreadsheet job. The AI tracks every producer's status and flags expirations weeks before they happen. Compliance has a single source of truth instead of a calendar of fires.
E&O documentation
One in seven agents files an E&O claim each year, and the agencies that win those claims are the ones with the documentation trail to prove it. The AI captures and structures every conversation, document, and decision at the point of the transaction, then keeps it retrievable forever. The defense is already written when the claim arrives.
Regulatory and carrier reporting
Carrier reports, state filings, surplus lines tax, premium tax: each one is a deadline that interrupts something else. The AI assembles each report from the production data, formats it to the recipient's requirements, and routes it ready for review. Deadlines stop being the thing that runs your week.
What we ship first for your agency is what your Audit's Build Plan decides.
Questions
Common questions.
What is an AI Operations Audit?
An AI Operations Audit is a seven-day engagement that finds where your agency's operations are leaking money, prescribes where AI fits each one, and specifies what to build first. The methodology covers commissions, policy checking, renewals, new business, service, audit prep, and any other workflow the sample data points to. It is a diagnostic we developed to make AI implementation decisions concrete.
What do we walk away with after the Audit?
Three documents, yours regardless of what you decide to build next. A Revenue Leak Map itemizes every operational leak in your agency in dollars and hours, ranked by cost. Your CFO, your bookkeeper, or anyone you bring in can act on it immediately. An AI Opportunity Map shows where AI fits each leak, what the AI does, and what each opportunity is worth, tied to your AMS, your carrier mix, and how your operations actually run. A Build Plan ranks every opportunity from the AI Opportunity Map by impact and complexity, with the first project fully specified: scope, integration approach, and timeline.
Does Navicade replace my AMS?
No. The AI workflows we build read from your AMS, do the work, and return results to it. Your AMS stays where it is, and your team works the same screens they work today. We work inside Applied Epic, AMS360, AgencyBloc, EZLynx, HawkSoft, Acturis, and other mid-market platforms. Where adjacent systems sit alongside your AMS, such as a dialer, CRM, or document management layer, we map those during the Audit too. The Audit confirms the integration approach for your environment before any build begins. Dual-AMS setups, like AMS360 alongside AgencyBloc, are within scope.
How do you protect our agency's data during the Audit?
We work from read-only exports of the data the Audit covers. Live system access, carrier portal credentials, and administrative permissions stay where they are. We hold sample data in an isolated environment for the seven days, retain nothing after Day 7, and send written confirmation of deletion on Day 8. For agencies handling HIPAA PHI, we sign a BAA before the Audit begins. You can review our standard DPA before any data moves.
What does the AI Operations Audit cost?
The Audit price depends on your agency's size, the workflow areas we cover, and the integration depth your systems need. We confirm the exact number in a short scoping call once we see what we'd be auditing in your operations.
What if the Audit doesn't deliver what you say it will?
If we don't deliver all three by Day 7, you choose: full refund, or we continue the work at no charge until you have all three. The three deliverables are defined upfront, in writing, before the Audit starts.
Who specifically does the work?
Our founder, George Kaldelis, runs every engagement directly. He leads the strategy, the workflow design, and the build, with a small engineering team handling development alongside him. More on the team and how we work is on our /about page.