--- title: "Client intake services for insurance agencies" description: "Client intake services for insurance agencies capture prospect details, coverage needs and effective dates, then write them to your CRM. Start here." url: https://assistbpo.com/industries/insurance/client-intake/ updated: 2026-09-20 publisher: AssistBPO (SS Support Network LLC) language: en-US --- # Client intake services for insurance agencies AssistBPO's client intake services for insurance agencies turn a web form or a first phone call into a complete submission before a producer spends an hour on it. For commercial lines, intake covers the legal entity name and structure, FEIN, operations description, locations, payroll and sales by class, vehicle and equipment schedules, subcontractor use, prior carriers and loss runs for three to five years. [Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) [Hear our demo receptionist](https://assistbpo.com/demo-line/) This page [Insurance agencies](https://assistbpo.com/industries/insurance/) [Client intake services for small business](https://assistbpo.com/services/client-intake/) Updated September 2026 ## How does client intake work for insurance? For personal lines, your intake specialist collects household members, drivers with license numbers and dates of birth, vehicles with VINs and usage, prior carrier and prior limits, claims in the last five years, home construction details, roof age, updates, protective devices and mortgagee information. The specialist orders loss runs, requests prior declarations pages, and chases the documents until the file is complete. Everything is entered into the ACORD forms and your management system in the same order every time, so your producer opens a submission ready to market rather than a half-answered form. Anything that asks for a coverage recommendation is routed to the licensed producer with the file attached. Intake volume and completeness are reported daily. Plain definition ## What is a client intake service? A client intake service is a staffed desk that handles the first contact with a prospective client: answering the call or web inquiry, asking a scripted set of questions, checking the matter against acceptance criteria, capturing the details in the CRM or case system and booking the next step. AssistBPO staffs it with a dedicated intake specialist. ## What tasks does client intake cover for insurance agencies? - Collect household, driver, vehicle and property details for personal lines - Collect entity, operations, payroll, sales, location and schedule data for commercial - Request prior declarations pages and order loss runs from prior carriers - Capture five-year loss history as the client describes it, without interpretation - Complete the ACORD applications and enter the account in the management system - Chase missing documents until the submission is ready to market - Route coverage and limit questions to the licensed producer with the file attached - Report new intakes, completed submissions and documents outstanding daily ## The KPI that matters here Submissions handed to a producer with every required field and document complete, and days from first contact to a market-ready file. The weekly review compares intake completeness by source. ## What rules does client intake follow for insurance? 1. **No licensed advice, no binding.** Assistants gather information, complete forms and process what your producer decides. They never recommend coverage, compare limits for a client, quote a premium as final, bind a risk or issue a binder. Producer licensing rules set by your state insurance department, built on the NAIC producer licensing model, reserve those acts for a licensed producer, and we stay on the service and administrative side of the line. 2. **TCPA for renewal and cross-sell calls.** Calls and texts to policyholders and X-date prospects follow the Telephone Consumer Protection Act enforced by the FCC: documented consent or an existing business relationship, calling hours of 8am to 9pm local time, scrubbing against the National Do Not Call Registry and your internal list, and opt-out wording on every text. State mini-TCPAs in Florida, Oklahoma and Washington are applied by area code. 3. **Customer information under GLBA.** Applications, loss runs and claim files hold nonpublic personal information covered by the Gramm-Leach-Bliley Act and the FTC Safeguards Rule, and by the NAIC Insurance Data Security Model Law where your state has adopted it. Assistants work inside your own agency management system and carrier portals under named user accounts, on managed devices with MFA and no local storage, and access is revoked the day you ask. 4. **Medicare communication rules.** Agencies writing Medicare Advantage or Part D follow the CMS Medicare Communications and Marketing Guidelines: no unsolicited contact, a scope of appointment recorded before a sales meeting, and no comparison of plans by unlicensed staff. Assistants confirm appointments, collect the scope of appointment form and send approved materials only; the licensed agent runs the conversation. ## Insurance software we work in - [Salesforce](https://assistbpo.com/software/salesforce/) - [RingCentral](https://assistbpo.com/software/ringcentral/) - [Microsoft 365](https://assistbpo.com/software/microsoft-365/) Also in use - Applied Epic - HawkSoft - EZLynx - AMS360 - NowCerts [See all 80 tools we work in](https://assistbpo.com/software/) ## More for insurance agencies Other services for insurance - [Virtual assistant](https://assistbpo.com/industries/insurance/virtual-assistant/) - [Virtual receptionist](https://assistbpo.com/industries/insurance/virtual-receptionist/) - [Appointment scheduling](https://assistbpo.com/industries/insurance/appointment-scheduling/) - [Customer support](https://assistbpo.com/industries/insurance/customer-support-outsourcing/) - [Email management](https://assistbpo.com/industries/insurance/email-management/) - [Calendar management](https://assistbpo.com/industries/insurance/calendar-management/) - [The insurance pod](https://assistbpo.com/industries/insurance/) Client intake in other industries - [Accounting & bookkeeping firms](https://assistbpo.com/industries/accounting-firms/client-intake/) - [Financial advisors & wealth firms](https://assistbpo.com/industries/financial-advisors/client-intake/) - [Mortgage brokers & lenders](https://assistbpo.com/industries/mortgage/client-intake/) - [IT & MSPs](https://assistbpo.com/industries/it-msp/client-intake/) - [The full client intake page](https://assistbpo.com/services/client-intake/) ## Frequently asked questions ### What does a commercial lines intake include? Legal entity name and structure, FEIN, years in business, a plain description of operations, every location with construction and occupancy details, payroll and sales split by class code, a vehicle schedule with VINs and radius of operation, equipment and property schedules, subcontractor use and whether certificates are collected, prior carriers with limits and premiums, and loss runs for three to five years. The specialist completes the ACORD applications and lists anything still outstanding. ### Can the specialist order loss runs for us? Yes. Loss run requests go out on your agency letterhead with the client's authorization where the prior carrier requires one, and the specialist tracks each request, follows up on a schedule and files the runs to the submission folder when they arrive. For accounts where the prior carrier is slow, the specialist flags it early so your producer can decide whether to market the risk with a declaration of losses instead of waiting. ### Does intake advise the client on coverage? No. Intake collects facts and documents and explains what each form is for and why a carrier asks for it. Whether a limit is adequate, which coverage to add, how a policy would respond to a loss and what the premium will be are licensed conversations that belong to your producer. The specialist notes any such question verbatim on the file and flags it so the producer can answer it at the first conversation. Next step ## Your desk, staffed. Wherever you are. Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours. [Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) [Book a 20-minute call](https://assistbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours, or [hear our demo receptionist](https://assistbpo.com/demo-line/). - A named assistant proposed within 72 hours - Employed, screened and managed staff, never freelancers - Your hours, your tools, your data --- Source: https://assistbpo.com/industries/insurance/client-intake/ · Contact: https://assistbpo.com/contact/ · Full site map for agents: https://assistbpo.com/llms.txt