Virtual Insurance Assistants for Independent Insurance Agencies
Free your producers and CSRs to focus on selling, advising, and building client relationships while your dedicated Virtual Assistant handles the day-to-day servicing, policy processing, and administrative work.
Who We Are
An Extension of Your Insurance Team
At The Entrepreneur LLC, we provide dedicated, fully managed Virtual Assistants who specialize in supporting independent insurance agencies. Founded by former insurance agency owner and CEO Fred Serra, we understand agency operations because we’ve lived them. Our Virtual Assistants are experienced with platforms like Applied Epic, AMS360, HawkSoft, EZLynx, and carrier portals, allowing them to integrate seamlessly into your existing workflows. From policy servicing and renewals to quoting support, certificate processing, and agency administration, your VA becomes an extension of your team—helping you improve response times, increase productivity, and deliver exceptional service without the cost of hiring locally.
The Challenge
Growing Your Agency Shouldn’t Mean Drowning in Administrative Work
As your agency grows, so does the volume of servicing work. Every new policy, renewal, endorsement, certificate request, and carrier download creates more administrative work for your team. Before long, your producers are handling service requests, your CSRs are buried in paperwork, and important follow-ups begin slipping through the cracks.
The result isn’t just a heavier workload—it’s slower response times, missed opportunities, employee burnout, and less time spent serving clients or writing new business. Hiring another in-office employee can be expensive and time-consuming. Recruiting, onboarding, benefits, payroll, and office space all add up before they’ve processed a single policy.
A dedicated Insurance Virtual Assistant from The Entrepreneur LLC gives your agency experienced operational support without the cost and complexity of a traditional hire—handling the day-to-day administrative and policy servicing tasks that keep your agency running smoothly while your licensed staff focus on advising clients, strengthening relationships, and growing your book of business.
| Task Area | What Your VA Does |
|---|---|
| Certificate of Insurance (COIs) | Processes and issues COI requests, adds additional insureds, updates mortgagees and certificate holders, and manages evidence of insurance requests through your AMS and carrier portals. |
| Policy Servicing & Endorsements | Processes endorsements, policy changes, cancellations, reinstatements, rewrites, billing updates, and other day-to-day servicing requests while keeping clients informed throughout the process. |
| Policy Checking & Quality Control | Reviews newly issued and renewed policies against carrier quotes and applications, identifies discrepancies, verifies coverages and effective dates, and ensures policies are accurate before delivery to clients. |
| Renewal Processing & Remarketing | Tracks upcoming renewals, orders renewal information, prepares renewal proposals, remarks accounts when needed, follows up with carriers, and helps retain clients through proactive renewal management. |
| Personal & Commercial Lines Quoting | Prepares quotes in carrier portals and comparative rating systems, gathers underwriting information, builds proposals, and prepares submissions for licensed producers to review. |
| New Business Processing | Prepares complete submission packages, organizes supporting documentation, follows up with underwriters, tracks underwriting requirements, and monitors applications through binding. |
| ACORD Forms & Applications | Completes ACORD applications, supplemental forms, loss history documentation, and other carrier paperwork to streamline submissions and reduce processing delays. |
| Claims Administration | Reports new claims, gathers supporting documentation, monitors claim progress, communicates with carriers, and keeps clients informed throughout the claims process. |
| Carrier Portal Management | Retrieves declaration pages, policy documents, billing information, loss runs, inspection reports, downloads, and other carrier documents while ensuring agency records remain current. |
| Agency Management Systems (AMS) | Maintains accurate client and policy records in Applied Epic, AMS360, HawkSoft, EZLynx, AgencyZoom, and other agency management systems through data entry, document uploads, downloads, and policy maintenance. |
| Client Service & Customer Support | Responds to routine service requests, sends policy documents, answers non-licensed questions, schedules appointments, follows up on outstanding items, sending ID Cards and escalates licensed activities to your agency staff. |
| Policy Audits & Verification | Reviews policies for accuracy, verifies effective dates, confirms carrier information, updates agency records, attaches declaration pages, and helps prepare files for compliance or internal audits. |
| Cancellation & Non-Pay Follow-Up | Monitors cancellation notices, contacts insureds regarding payment deadlines, coordinates reinstatement requests, and helps reduce policy lapses. |
| Document & Email Management | Organizes agency inboxes, processes incoming carrier downloads, indexes documents into your AMS, manages follow-up activities, and keeps workflows moving efficiently. |
| Producer & CSR Administrative Support | Manages calendars, schedules meetings, prepares client files, updates task lists, tracks outstanding items, and provides administrative support that allows producers and CSRs to focus on revenue-generating activities. |
Existing Agency Systems
Your Virtual Assistant Works Within Your Existing Agency Systems
Your Virtual Assistant integrates directly into the tools and workflows your agency already uses. There is no need to purchase new software, redesign your processes, or learn a new system. Whether you’re processing policies, managing renewals, servicing clients, or communicating with carriers, your VA works inside the same platforms your team uses every day.
Our Virtual Assistants are experienced with many of the insurance industry’s most widely used agency management systems, carrier portals, CRMs, and collaboration tools, allowing them to become productive quickly while fitting seamlessly into your existing operations.
Existing Agency Systems
Your Virtual Assistant Works Within Your Existing Agency Systems
Your Virtual Assistant integrates directly into the tools and workflows your agency already uses. There is no need to purchase new software, redesign your processes, or learn a new system. Our VAs are experienced with many of the insurance industry’s most widely used agency management systems, carrier portals, CRMs, and collaboration tools—allowing them to become productive quickly while fitting seamlessly into your operations.
Agency Management Systems
- Applied Epic
- AMS360
- HawkSoft
- EZLynx
- AgencyZoom
- NowCerts
- QQCatalyst
- Vertafore
Carrier Portals
- Property & Casualty carrier portals
- Commercial Lines carrier portals
- Personal Lines carrier portals
- Life & Health carrier portals
- Company download systems
- Billing and claims portals
Comparative Rating & Quoting
- PL Rating
- EZLynx Rating
- Carrier quoting platforms
- Commercial submission portals
CRM & Sales Platforms
- AgencyZoom
- HubSpot
- Salesforce
- Zoho CRM
- GoHighLevel
Communication & Collaboration
- Microsoft Outlook
- Gmail
- Microsoft Teams
- Slack
- Zoom
Document Management & eSignature
- Microsoft SharePoint
- Google Drive
- Dropbox
- DocuSign
- Adobe Acrobat Sign
Productivity & Project Management
- Microsoft 365
- Google Workspace
- Asana
- Monday.com
- Trello
Is It Right For You?
Is an Insurance Virtual Assistant Right for Your Agency?
The Entrepreneur LLC’s managed Insurance Virtual Assistant service is designed for independent insurance agencies that are growing and need additional operational support without the cost and complexity of hiring another in-house employee.
Whether you’re looking to improve client service, increase operational efficiency, or free up your licensed team to focus on revenue-generating activities, a dedicated Insurance Virtual Assistant can become a seamless extension of your agency.
If any of the following sound familiar, you’re likely an excellent fit:
- Your licensed producers or CSRs spend hours each week processing COIs, endorsements, policy changes, data entry, and other administrative work that doesn’t require a license.
- Certificate requests, renewals, endorsements, and policy servicing are creating bottlenecks for your team.
- Your Agency Management System (AMS) isn’t always up to date because everyone is busy serving clients.
- You’re struggling to find qualified administrative staff or experiencing high employee turnover.
- You want to grow your book of business without immediately hiring another full-time employee.
- Your producers are spending too much time servicing existing accounts instead of selling new business.
- You want faster client response times and a more consistent service experience.
- You’re looking for a dedicated team member who integrates into your agency and becomes a long-term extension of your staff.
P&C + Commercial
Independent Property & Casualty and Commercial Lines agencies
$1M–$10M+
Annual revenue of our typical agency clients
15–20+ hrs/wk
Reclaimed by delegating admin & policy servicing tasks
Growth
Free licensed staff to focus on revenue-generating activities
Our Typical Insurance Agency Client
| Agency Type | Independent Property & Casualty and Commercial Lines agencies |
|---|---|
| Annual Revenue | $1 million to $10+ million |
| Time Reclaimed | 15–20+ hours per week by delegating administrative and policy servicing tasks |
| Primary Objective | Increase operational capacity, improve client service, and enable licensed staff to focus on growth and revenue-generating activities |
Choose The Entrepreneur LLC
Why Insurance Agencies Choose The Entrepreneur LLC
Most Virtual Assistant companies serve a wide range of industries. At The Entrepreneur LLC, insurance is the foundation of our business. Founded by Fred Serra, former owner and CEO of one of Connecticut’s largest independent insurance agencies, we understand how agencies operate because we’ve been in your shoes. That experience allows us to recruit, train, and manage Virtual Assistants who can integrate into your agency quickly and support your team from day one.
Insurance Industry Expertise
Our Virtual Assistants are experienced with agency management systems, carrier portals, policy servicing, renewals, quoting support, certificate processing, and the day-to-day workflows that keep insurance agencies running efficiently.
A Fully Managed Solution
We provide more than a Virtual Assistant. Every team member is backed by our internal recruitment, oversight, training, and management teams. We handle the hiring, coaching, HR, and ongoing support so you can stay focused on growing your agency.
Dedicated to Your Agency
Your Virtual Assistant works exclusively with your agency, learning your systems, workflows, and client expectations to become a true extension of your team.
Built to Grow With You
Whether you're hiring your first Virtual Assistant or expanding your support team, our flexible model allows you to scale as your agency grows.
Security & Confidentiality
Every Virtual Assistant signs strict confidentiality agreements and follows established security protocols, giving you confidence that your agency and client data remain protected.
