AI Assistant for Insurance: Scheduling, Renewals and Client Calls

The Problem

Every policy has a renewal date, and each one needs a conversation before it arrives. A producer carrying 400 accounts has a renewal nearly every working day, plus policy reviews, client questions arriving by email, calls to return, and a carrier rep who wants forty minutes next week. Almost none of that is underwriting judgment. It’s scheduling and follow-through, and that’s the band an AI assistant for insurance is actually for.

Any agency will recognize the pattern. A commercial client wants Thursday’s review pushed a week, so you check your calendar, email them, work out whether the account manager needs to be on it, reissue the invite. A personal lines renewal sits sixty days out and the client hasn’t answered two emails. Someone left a voicemail about a change in their operations, and it’s four days old now. Three appointments next week were booked a month ago and nobody has confirmed any of them.

None of it is hard, but all of it is time-sensitive, and it slips without anyone noticing. A renewal conversation that never happens turns into a client who shops the policy. A review that keeps sliding turns into an account nobody has touched in eighteen months. The cost shows up in your retention numbers rather than in any line item.

Most producers absorb this themselves, or split it with an account manager who’s already underwater. The other option is hiring, and a fully loaded US executive assistant runs $120,000 to $180,000 a year. At an agency that’s a real conversation, and rarely a quick one.

What an AI Assistant for Insurance Does and Doesn’t Do

Worth being clear about the boundary first, because insurance is a licensed business and this is where most disappointment with AI tools starts.

It does not quote, rate, bind, or service policies. No rating engine, no proposals, no endorsements, no certificates of insurance, no ID cards, no coverage advice to your clients. That work belongs to you and your carriers, and it stays there.

It does not touch claims. No first notice of loss, no claim status, no adjuster coordination.

It is not an agency management system. It doesn’t hold your policy data, your commission records, or your compliance documentation. Your agency management system stays exactly where it is.

It does not answer your incoming calls. More on that below. It’s the assumption people bring to a tool like this most often.

What it does handle is everything around those conversations: getting the renewal meeting on the calendar, keeping client email moving, prepping you before the review, making the confirmation call, keeping your CRM current. That’s the administrative weight of running a book, and it’s heavier than most producers have ever measured.

How Catch Solves This

I’m Nir Sabato, co-founder of Catch. We built an AI executive assistant that handles admin end to end for executives and owner-operators. An agency’s admin fits it closely: high-volume, deadline-driven, almost entirely coordination.

The real difference is what happens at the end. Most software hands something back to you. A draft, a reminder, a flagged conflict, a list of renewals coming due. You still have to read it, decide, write, and send. Catch takes the action itself. It doesn’t tell you a client hasn’t confirmed Thursday; it emails them and confirms it. It doesn’t park a follow-up in your drafts; it sends it. If the appointment needs confirming by phone, it makes the call.

It learns you and your book from your calendar, your inbox, and the corrections you give it. Which accounts are large. Which clients only ever respond to a phone call. How you write to a fifteen-year relationship versus a new commercial prospect. Early on it checks with you before acting on your behalf. As the picture fills in, it handles more on its own and comes back when something genuinely needs your judgment.

You reach it where you already are: Slack, email, text message, iMessage, or a phone call between appointments. Nothing to log into, no workflows to build. Flat $99 a month, no per-call fees.

Key Capabilities

Renewal and review meetings that end up on the calendar

Tell Catch a renewal conversation has to happen before the 15th and it coordinates the whole thing: reads your availability, emails the client, weighs how urgent the account is, books it. Multi-party reviews are included, so when the account manager, the client’s CFO, and a carrier rep all need to be in the room, it handles the participant list. Ask for a scheduling link with constraints (“next week, mornings, not Friday”) and you get one in seconds. When a conflict forms, it contacts whoever needs moving and moves them. And when a client sends you their own scheduling link, it picks a slot and books it instead of leaving it in your inbox.

Client email handled, not drafted

Confirmations, rescheduling threads, the reply to a client asking when the review is, the message chasing information you’ve been waiting three weeks for. Catch composes and sends in your name, and it triages what comes in so only the emails that really need a producer reach you. It watches threads that have gone quiet and chases them, with judgment about which ones matter based on the account and what’s at stake, rather than a fixed timer that nudges every client identically. Email is where the real decisions in this business get made, so it isn’t clerical work. What Catch removes is the overhead around it.

Outbound calls made on your behalf

Catch places one-to-one outbound calls: confirming next week’s appointments, calling a client to reschedule when your day collapses, sorting a logistical detail before an on-site walkthrough. Text messages go out from its own number, not your cell. It always identifies itself as an AI agent on the call.

It won’t pick up your incoming calls or your agency’s main line, much the same way a human assistant doesn’t answer your personal phone. A client Catch has already contacted can call that number back and continue the conversation, and you can call Catch yourself any time to hand something off, voice note from the car included.

Your CRM current at the end of the week

Catch reads from and writes to HubSpot and Zoho. Tell it the account moved, the renewal date shifted, or the client mentioned a new location, and it updates the record. From a text, from Slack, from a voice note. Ask what you discussed with an account last quarter and it pulls it back. Record-keeping no longer depends on whether you have the energy to update the CRM at 7pm.

Prepared before the meeting, not catching up during it

Ahead of a policy review, Catch pulls the context together: CRM history, the email thread the client has been running with your team, briefs from Notion or Asana if that’s where account notes live. It reminds you what you owe the client from last time, and asks a clarifying question when something material is missing. It flags things too, rather than only acting. The client who hasn’t replied. The item still open an hour before the meeting.

Who This Is For

• Commercial producers carrying 200 to 800 accounts who run their own renewal calendar
• Independent agency principals selling, servicing, and managing the agency at the same time
• Brokers handling employee benefits or commercial lines, where a single review means coordinating four calendars
• Personal lines agents with high renewal volume and no dedicated support
• Agency owners weighing a hire who can’t make $120,000 to $180,000 a year work
• Agencies with an account manager already at capacity who need the coordination load reduced, not redistributed

Security and Client Data

Client information in this business is sensitive, so it’s worth being specific about how Catch handles it. Catch is SOC 2 Type II certified and a Google Verified app (CASA Tier 2). It verifies details before doing things on your behalf, and it doesn’t expose your information to the people it coordinates with. A client Catch emails to book a review sees the meeting request, not your calendar or your book.

Connecting it means an OAuth connection to Gmail or Outlook. In agencies where IT controls Microsoft 365, an Outlook connection may need approval from whoever administers it.

How It Works

1. Sign up. Self-serve, 10-day free trial, no demo call required.
2. Connect Gmail or Outlook. Then HubSpot or Zoho, Slack, Asana, or Notion if you use them.
3. Start talking to it. Text, Slack, email, iMessage, or phone. Nothing to configure. Setup runs under three minutes.
4. Hand it something real. A week of renewal scheduling, a review to move, a client thread that’s gone cold.
5. Let it earn autonomy. It builds its picture of you and your book from connected data and your corrections, then takes on more as it learns.

Results You Can Expect

Start by measuring a week. Log every scheduling thread, every confirmation, every rescheduling email, every attempt to reach a client about a renewal, every CRM update you meant to make. Most producers have never counted it, and the number comes in higher than the guess. Then set that block of time against the renewal conversations you didn’t get to.

Across the platform, more than 20,000 tasks have been delegated to Catch, over 5,000 meetings scheduled through it, and more than 200,000 emails handled. For an agency the practical version is narrower: renewal meetings booked without a thread, appointments confirmed before they evaporate, client email that moves the same day, and walking into a review already knowing what changed since the last one.

On cost, it’s a flat $99 a month against $120,000 to $180,000 a year for a loaded US executive assistant. And if you already have admin support, none of this is an argument for letting anyone go. Catch takes over the traditional assistant workload, which frees a capable person for the operational work that genuinely needs a person in the room: the on-site with a commercial client, the carrier relationship, the servicing work Catch doesn’t do.

Frequently Asked Questions

Get Started

Take one week of your own coordination, every renewal thread, every confirmation, every rescheduling email, and count it. Then put that against the renewal conversations you didn’t get to this quarter.

If the math works, connect Gmail or Outlook and hand Catch a real week of scheduling on the free trial. That’s usually enough to see whether your renewal calendar starts filling itself.