Managed Back Office Outsourcing for Insurance Brokers
Stop drowning in paperwork. Start focusing on growth. We manage your policy admin, claims processing, and compliance, so you can build client relationships.
Get Your Custom Operations Blueprint How It Works
Why Top Insurance Brokers Choose Us
You're not just outsourcing tasks; you're gaining a strategic partner dedicated to your brokerage's growth and efficiency. We transform your back office from a cost center into a competitive advantage.
Ironclad Data Security
Your client data is your most valuable asset. We protect it with SOC 2, ISO 27001, and PCI DSS certified processes, ensuring full compliance and giving you complete peace of mind.
Deep Domain Expertise
Our teams aren't just generic VAs. They are insurance industry specialists trained on major Agency Management Systems like AMS360 and Applied Epic, ready to integrate seamlessly from day one.
Scalability on Demand
Whether you're handling seasonal peaks or rapid growth, our model allows you to scale your back-office team up or down within 48-72 hours, without the overhead of hiring.
Transparent ROI
Reduce your operational costs by up to 60%. We provide clear, predictable pricing and detailed reporting so you can see the direct impact on your bottom line.
Dedicated Support
You get a dedicated account manager who acts as a single point of contact, ensuring clear communication and a deep understanding of your brokerage's unique needs.
Process Excellence
Leveraging our CMMI Level 5 maturity, we don't just execute tasks; we help optimize your workflows for maximum efficiency, accuracy, and speed.
Seamless Integration
We become a true extension of your team, adopting your tools, culture, and processes to ensure a smooth, invisible back-office operation that supports your front-line producers.
Risk-Free Transition
With our 2-week paid trial and free-replacement guarantee, you can be confident in the quality and fit of your team before making a long-term commitment.
AI-Powered Efficiency
We leverage AI and RPA to automate repetitive tasks like data entry and document processing, which boosts accuracy, accelerates turnaround times, and frees up our human experts for higher-value work.
A Comprehensive Back Office Solution
We offer a full spectrum of back-office services designed to handle every administrative aspect of your insurance brokerage. Select the services you need to build a custom solution that fits your exact requirements.
Policy Management
Ensure accuracy and timeliness across the entire policy lifecycle. Our team handles the critical administrative tasks, freeing your licensed agents to focus on client service and sales.
- Policy Issuance & Checking: Verifying details and issuing policies with 99.9% accuracy.
- Endorsements & Renewals: Proactively managing policy changes and renewals to improve client retention.
- Cancellations & Reinstatements: Processing policy status changes efficiently and communicating with relevant parties.
Claims Processing Support
Accelerate your claims cycle and improve customer satisfaction. We provide reliable support for the administrative side of claims, ensuring data is captured accurately and processes move smoothly.
- First Notice of Loss (FNOL): Capturing initial claim details accurately and promptly.
- Data Entry & Verification: Entering claim information into your systems and verifying for completeness.
- Settlement Support: Preparing documentation and handling administrative tasks related to claim settlements.
Underwriting Support
Empower your underwriters to make faster, more informed decisions. We handle the data gathering and administrative prep work, allowing your experts to focus on risk assessment.
- Data Collection & Collation: Gathering necessary documentation and data from various sources.
- Pre-screening Applications: Reviewing applications for completeness and flagging missing information.
- Report Generation: Compiling data and generating preliminary reports for underwriter review.
Commission Management
Ensure your producers are paid accurately and on time. We manage the complex process of tracking and reconciling commissions, reducing errors and administrative headaches.
- Statement Reconciliation: Matching carrier commission statements against your records.
- Discrepancy Resolution: Identifying and resolving commission discrepancies promptly.
- Producer Payout Processing: Calculating and processing payouts to your agents and brokers.
New Business Processing
Streamline your client onboarding process for a faster, more professional experience. We handle all the back-end administrative tasks from application to policy issuance.
- Application Data Entry: Accurately entering new client and policy information into your AMS.
- Quoting Support: Preparing and formatting quotes based on producer specifications.
- Binder & Proposal Creation: Assembling professional binders and proposals for client presentation.
Data Entry & Management
Maintain a clean, accurate, and up-to-date database. Our meticulous data entry services ensure the integrity of your client and policy information, which is the foundation of your business.
- High-Volume Data Input: Efficiently processing large volumes of data from various sources.
- Data Cleansing & Validation: Regularly cleaning your database to remove duplicates and correct errors.
- Database Migration Support: Assisting with the administrative tasks of moving data between systems.
Accounting & Bookkeeping
Keep your financials in perfect order. Our team provides support for your accounting functions, ensuring accurate records and timely processing.
- Accounts Payable & Receivable: Managing invoices, payments, and collections.
- Bank Reconciliation: Reconciling your bank statements with your accounting records.
- Financial Reporting Support: Assisting in the preparation of standard financial reports.
Compliance & Reporting
Navigate the complex landscape of insurance regulations with confidence. We assist in preparing the necessary reports and maintaining records to ensure you meet compliance requirements.
- Regulatory Reporting Assistance: Helping compile data for state and federal regulatory reports.
- Audit Support: Organizing and providing documentation to support internal and external audits.
- License & Certification Tracking: Monitoring and managing producer licensing statuses and renewal dates.
Certificate of Insurance (COI) Management
Handle high-volume COI requests with speed and accuracy. We manage the entire lifecycle, from issuance to tracking, ensuring your clients have the proof of coverage they need, when they need it.
- Issuance & Delivery: Generating and distributing COIs based on client and holder requirements.
- Renewal Management: Proactively tracking and reissuing expiring certificates.
- Compliance Verification: Ensuring certificates meet all contractual requirements.
Document Management
Create a secure, organized, and easily accessible digital filing system. We manage the scanning, indexing, and filing of your critical documents, eliminating paper-based inefficiencies.
- Digital Archiving: Scanning and indexing paper documents for secure digital storage.
- File Organization: Maintaining a logical and consistent file structure within your AMS or document management system.
- Version Control: Ensuring that your team is always working with the most current document versions.
Lead & Prospect Data Management
Fuel your sales pipeline with clean, well-organized data. We manage your prospect lists and lead information, ensuring your producers have the accurate data they need to be effective.
- List Building & Cleansing: Compiling and cleaning prospect lists to improve campaign effectiveness.
- CRM Data Entry: Entering new leads and updating prospect information in your CRM.
- Data Segmentation: Segmenting your prospect data based on specified criteria for targeted marketing.
AMS/CRM Administration
Maximize the value of your core technology platforms. We handle the day-to-day administrative tasks within your Agency Management System or CRM, ensuring it runs smoothly.
- User Management: Setting up new users and managing permissions.
- Workflow Maintenance: Assisting in the setup and maintenance of automated workflows.
- Data Integrity Checks: Running regular checks to ensure data consistency and accuracy within the system.
Carrier Appointment Support
Expand your market access with less administrative burden. We manage the paperwork and follow-up required to get your agency and producers appointed with new carriers.
- Application Preparation: Completing and submitting carrier appointment applications.
- Documentation Management: Gathering and organizing all required supporting documents.
- Status Tracking & Follow-up: Monitoring the status of applications and following up with carriers as needed.
Reporting & Analytics
Turn your data into actionable insights. We assist in extracting data from your systems and compiling it into clear, concise reports that help you manage your business.
- Standard Report Generation: Running and distributing regular reports on production, renewals, and other KPIs.
- Data Extraction: Pulling raw data from your AMS and other systems for analysis.
- Dashboard Support: Assisting in populating and maintaining data for your business intelligence dashboards.
Customer Service (Non-Licensed)
Enhance your client experience without distracting your licensed agents. Our team can handle a wide range of non-licensed customer inquiries, providing prompt and professional service.
- Billing Inquiries: Answering client questions about invoices and payment status.
- Information Requests: Providing clients with copies of documents like ID cards or policy declarations.
- Appointment Scheduling: Setting appointments for clients to speak with your licensed agents.
Your Seamless Transition to Efficiency
We've refined our onboarding process to be simple, transparent, and minimally disruptive, ensuring a smooth transition and immediate value.
Discovery & Scoping
We start with a deep dive into your current workflows, challenges, and goals. Together, we define the scope of work and create detailed Standard Operating Procedures (SOPs).
Team Assembly & Training
We handpick a team of insurance specialists with the right skills for your needs. They are then rigorously trained on your specific processes, software, and SOPs.
Seamless Transition & Go-Live
We begin with a 2-week paid trial, running parallel to your existing team to ensure perfect alignment. Once you're 100% satisfied, we go live and take full ownership of the outsourced tasks.
Optimization & Reporting
Our work doesn't stop at go-live. We provide regular performance reports and hold review meetings to identify opportunities for continuous process improvement and efficiency gains.
Real Results for Insurance Brokers
Don't just take our word for it. See how we've helped brokerages like yours overcome challenges and achieve remarkable growth.
Scaling a Small P&C Agency by Freeing Up the Principal
Property & Casualty Insurance
"Outsourcing our policy admin was the best decision we've made. I finally have time to focus on sales and strategy, and our business has grown 35% in the first year alone."
- Sarah P., Principal, Keystone Insurance Partners
The Problem
The agency principal was spending over 20 hours a week on administrative tasks like policy checking, endorsements, and COI issuance, which severely limited time for sales and client relationship management. This administrative bottleneck was stalling the agency's growth.
Our Solution
We provided a dedicated, full-time virtual assistant with expertise in P&C insurance and their specific AMS. The assistant took over all non-licensed back-office tasks, following a set of co-developed SOPs to ensure consistency and quality.
- Assigned a dedicated VA trained in P&C policy management.
- Created detailed SOPs for all core back-office tasks.
- Established daily check-ins and weekly reporting for full transparency.
- Handled all COI issuance, endorsements, and renewal preparations.
Key Outcomes
Driving Efficiency in a Mid-Sized Commercial Brokerage
Commercial Lines Insurance
"LiveHelpIndia transformed our claims support process. Turnaround time is faster, errors are virtually gone, and our account managers can now provide more proactive service to our clients."
- David L., COO, Sterling Commercial Risk
The Problem
The brokerage's in-house claims support team was struggling to keep up with volume, leading to delays in FNOL processing and a high rate of data entry errors. This was impacting client satisfaction and consuming valuable time from account managers who had to double-check work.
Our Solution
We deployed a managed team of three specialists to handle FNOL intake and claims data entry into their Applied Epic system. The team operated on a 24-hour turnaround guarantee for all new claims data, governed by strict quality assurance protocols.
- Implemented a managed team for claims support.
- Guaranteed 24-hour turnaround for FNOL data entry.
- Introduced a two-step quality assurance process.
- Provided real-time dashboards to track volume and accuracy.
Key Outcomes
Enabling Scalable Growth for a Large Health Insurance MGA
Health Insurance / MGA
"We needed to scale our underwriting support team quickly without sacrificing quality. LiveHelpIndia delivered a trained, compliant, and highly efficient team that cut our processing costs in half."
- Maria G., VP of Operations, MedAlliance Group
The Problem
As a fast-growing Managing General Agent (MGA), the company faced a significant challenge in scaling its underwriting support operations. Hiring and training in-house staff was slow and expensive, and they struggled to maintain consistent service levels during peak enrollment periods.
Our Solution
We provided a scalable, dedicated team of 20+ underwriting assistants. The team was trained on the MGA's specific guidelines and systems, handling all data collection, application pre-screening, and report generation, allowing the in-house underwriters to focus solely on risk assessment.
- Provided a scalable team of 20+ underwriting assistants.
- Ensured all team members were trained on HIPAA compliance.
- Managed fluctuating workloads for open enrollment periods.
- Reduced the time-to-decision for underwriters by 40%.
Key Outcomes
Fluent in the Language of Your Brokerage
Our teams are proficient with the industry-standard platforms and tools you use every day, ensuring a frictionless integration with your existing technology stack.
Hear From Our Satisfied Partners
"The level of professionalism and insurance knowledge from our LiveHelpIndia team is outstanding. They're not just task-doers; they're proactive problem-solvers. Our efficiency has skyrocketed."
"I was hesitant about outsourcing, especially with data security. LiveHelpIndia's certifications and transparent processes gave us the confidence we needed. The transition was flawless."
"The ability to scale our team during renewal season is a game-changer. We can handle the increased workload without the stress and cost of hiring temporary staff. It's an incredibly flexible solution."
"Our dedicated assistant is a core part of our team. The quality of work is consistently high, and the communication is excellent. It's allowed me to get back to building my book of business."
"The reporting and analytics support we receive has given us new insights into our own operations. We're not just saving money; we're getting smarter about how we run our business."
"We offloaded our commission reconciliation to LiveHelpIndia, and it has saved us countless hours of tedious work. Our producers are happier because payments are faster and more accurate."
Frequently Asked Questions
It's a business strategy where an insurance brokerage delegates its non-core, administrative tasks to a specialized third-party company like LiveHelpIndia. This includes functions like policy management, claims processing support, commission tracking, and data entry. The goal is to reduce costs, improve efficiency, and free up your licensed agents to focus on revenue-generating activities like sales and client advisory.
Data security is our highest priority. We are an ISO 27001, SOC 2, and PCI DSS certified company, which means our processes are audited and verified against the highest international security standards. We utilize secure networks, encrypted data transmission, strict access controls, and all our employees undergo rigorous background checks and sign non-disclosure agreements (NDAs).
Yes. Our teams have extensive experience and receive ongoing training on all major insurance platforms, including Vertafore AMS360, Applied Epic, HawkSoft, and more. During our onboarding process, we work with you to document your specific workflows within your system to ensure our team operates exactly as an in-house employee would.
We offer flexible pricing models, including dedicated full-time employee (FTE) rates and hourly packages, to fit your specific needs. On average, our clients save up to 60% on their operational costs compared to hiring in-house staff, once you factor in salaries, benefits, payroll taxes, office space, and technology overhead. We provide a detailed cost-benefit analysis during our initial consultation.
Getting started is simple. It begins with a free consultation to understand your needs. From there, we move to a discovery and scoping phase to map your processes. We then assemble and train your dedicated team. The transition culminates in a 2-week paid trial where we work alongside you to ensure everything is perfect before we formally take over the designated tasks. Our dedicated account managers guide you every step of the way.
Transform Your Brokerage Today
Stop letting administrative tasks dictate your growth potential. Discover how a strategic partnership with LiveHelpIndia can unlock new levels of efficiency, profitability, and focus for your business.
Schedule a no-obligation consultation with one of our insurance BPO specialists to get a customized analysis and a clear path forward.
Request A Free Consultation