11 step types across Email, SMS, Phone, Tasks, and more. 50+ triggers spanning renewals, sales, claims, and compliance. Build workflows once — they run automatically across your entire book of business.
Active Campaigns
4
3 email, 1 mixed
Enrolled Prospects
287
+43 this week
Avg Open Rate
38.4%
+6% vs industry
Conversions (90d)
31
10.8% conv rate
What it is
Insurance agency workflow automation connects triggers — things that happen in your AMS — to sequences of actions that fire automatically. Insurstein's workflow engine has 11 step types across four categories (Communication, Work, Logic, and Record Actions) and 50+ triggers across eight categories including Sales, Policy, Claims, Documents, Tasks, and Compliance. When a policy hits 90 days to expiration, a workflow can send a renewal notice, create a producer task, and update the pipeline stage — all without anyone touching it.
Communication steps (Email, SMS, Phone call), Work steps (Task creation, Document Request, Internal Notification), Logic steps (Wait N days, Condition branching), and Record Action steps (Update Stage, Update Status, Assign User). Mix and match step types in any order. A renewal workflow might send an email on day 90, create a producer task on day 60, send an SMS on day 30, and update the pipeline stage when the renewal is bound.
Triggers span every corner of the AMS — policy expiring, quote received, claim opened, document uploaded, task overdue, license expiring, and more. Each trigger supports field-level conditions (Line of Business is Commercial Auto AND Premium greater than $25,000) with match ALL or ANY logic. Date-based triggers fire N days before or after reference dates like policy expiration, effective date, or renewal date.
Core capabilities
Build workflows from Communication, Work, Logic, and Record Action steps — not just email.
Communication: Email, SMS, Phone call. Work: Task creation, Document Request, Internal Notification. Logic: Wait (pause N days), Condition (branch based on field values). Record Actions: Update Stage, Update Status, Assign User. Every step type is available in every workflow — a single automation can send an email, create a task, wait 7 days, check a condition, then update the pipeline stage.
Trigger workflows from events anywhere in the AMS — not just prospect enrollment.
Trigger categories: Sales (lead created, stage changed, deal won/lost), Policy (expiring, cancelled, renewed, bound), Marketing (submission sent, quote received), Quote (created, expired, accepted), Claims (opened, status changed, document added), Documents (uploaded, shared), Tasks (created, overdue, completed), Compliance (license expiring, CE due). Run-once-per-record prevents duplicate workflow enrollment.
Branch workflows based on field values — send different paths to different account types.
Add Condition steps anywhere in a workflow. Set rules like 'Line of Business is Commercial Auto AND Annual Premium greater than $25,000' with match ALL or ANY logic. When the condition is met, the workflow takes one branch; when it is not, it takes another. Build a single renewal workflow that handles trucking accounts differently from property accounts.
Fire workflow steps N days before or after key dates — not just at fixed intervals.
Each step can be timed relative to a reference date: N days before Policy Expiration, N days after Effective Date, N days after Renewal Date. This means a renewal workflow fires at exactly the right calendar point for each policy — not a generic 90 days after enrollment regardless of the actual expiration date.
Personalize every email, SMS, and task with live data from the client record.
Merge tags are organized by category — Account, Policy, Producer, Marketing, Quote — and are accessible directly in the step editor via a tabbed picker. Tags resolve against your actual AMS data: client name, policy number, premium, expiration date, renewal premium, producer name, and more. Preview any step with a real client record before the workflow goes live.
Build, preview, activate, and pause workflows without writing code.
The visual builder lists steps sequentially with drag-to-reorder, add/remove at any position, and an inline step editor. Each workflow shows a live summary of how many records are currently enrolled and at which step. Pause a workflow for one click — enrolled records hold their position and resume when it is reactivated.
What they don't do
Stop setting calendar reminders for 90/60/30-day renewal touchpoints on every policy. A single workflow handles the entire renewal sequence automatically for every account in your book.
Eliminate Mailchimp or Constant Contact for prospect nurturing — workflows live inside your AMS where client data already is, so merge tags resolve against real records.
Checklists for new account onboarding, claims follow-up, or document collection shouldn't live in Excel. Automated Task steps create and assign work items at exactly the right time.
A trucking account renewal workflow is different from a property account workflow. Condition branching means one workflow handles both correctly instead of maintaining separate sequences for every account type.
Compliance triggers fire N days before a producer license or CE deadline — no manual tracking required to stay ahead of regulatory requirements.
Automated workflows triggered by claim status changes ensure clients receive proactive communication and producers get task reminders — before the client calls to ask for an update.
What it takes off your plate
Date-relative steps fire on the exact calendar day tied to each record's reference date — no batch jobs, no off-by-one errors for accounts with different expiration dates.
The run-once-per-record setting prevents the same workflow from enrolling the same policy or client twice, even if the trigger condition is re-met.
At each Condition step, the workflow evaluates the current field values on the record in real time — not at enrollment time — so branching reflects the latest AMS data.
Task steps create and assign work items to the correct producer or account manager with due dates, priority levels, and links back to the triggering record.
Record Action steps update pipeline stage, policy status, or lifecycle stage automatically as a workflow progresses — keeping the AMS current without manual edits.
Every email and SMS sent by a workflow resolves merge tags against live AMS data at send time — client name, policy number, expiration date, producer, and premium are always accurate.
A day in the life
8:00 AM
Open the dashboard and see 4 renewal notice emails sent automatically overnight to policies hitting 90 days. 3 producer tasks were created for the 60-day follow-ups. Nothing manually triggered.
9:30 AM
Create a new commercial lines prospect workflow: day 1 introduction email, day 3 SMS with coverage summary, day 7 email with case study, day 14 internal notification to the producer to call. Preview with a real client record before activating.
11:00 AM
The renewal workflow needs a different path for trucking accounts. Add a Condition step — 'Line of Business contains Commercial Auto' — and build a trucking-specific branch with DOT renewal reminder language.
2:00 PM
A new claim was opened for a client. The Claims workflow automatically creates a producer follow-up task for day 3, schedules a client check-in SMS for day 7, and updates the claim status to In Progress.
4:30 PM
Two producer licenses expire in 45 days. The compliance workflow already sent them each a notification last week and will send another at 30 days. No calendar reminder needed — the workflow handles it.
Daily impact
Workflow Steps Fired
Tasks Auto-Created
Emails & SMS Sent
Stage Updates
11 step types, 50+ triggers, conditional branching, and date-relative timing — automate renewals, sales, claims, and compliance workflows across your entire book of business.