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Write client messages for every renewal, claim and onboarding moment with AI, then let your agency system send them automatically

who Brian Bartosh of Top O' Michigan Insurance, a small independent insurance agency, writing about his own agency on the Agent for the Future site

What it does

The team mapped five client "moments of truth" (quoting, onboarding, servicing, claims, and renewal and retention), found the triggering event for each in its agency management system, Applied Epic, used generative AI to write the messaging and built it into automated workflows. For example, when a renewal e-document arrives from a carrier, the system recognizes it and sends an AI-written message telling the client a new document is in the client portal. Staff were trained to prompt the AI tools and vet the outputs, ChatGPT or Claude is used to refresh the messages so they don't sound stale, and an AI tool transcribes and summarizes meetings and identifies next steps.

Tool cost

ChatGPT, Claude: from $0 (checked prices)

Setup

Medium · or we do it from $149/mo

Tools

ChatGPT, Claude, Applied Epic

Customer questionsSocial & marketingProfessional Services

The problem

A small team wanted to stay in regular, timely and personal contact with clients through the whole client lifecycle without adding to staff workload.

What happened

Bartosh says the automated workflows took roughly two-thirds of routine activities and tasks off staff workloads. He credits consistent data entry, an agency objective for at least 20 years, as the base that made it work.

Source: Agent for the Future: AI in action (Brian Bartosh, Top O' Michigan Insurance) (2024-10-07) · Added 2026-10-18.

How to set it up yourself

  1. Check your data first: the triggers only work if client records are entered the same way every time.
  2. List your client moments (quote, onboarding, service, claim, renewal) and what the client should hear at each one.
  3. Find the event in your agency management system that marks each moment, such as a renewal document arriving from a carrier.
  4. Have ChatGPT or Claude draft each message with the prompt below, have staff vet it, then build it into the workflow and test it on your own record.
  5. Refresh the wording every few months so the messages don't sound robotic.

Copy-paste prompt

You write automated client messages for {AGENCY NAME}, a small independent insurance agency. Moment: {MOMENT, e.g. a renewal document just arrived in the client portal}. Write a friendly email under 90 words and a text under 160 characters that tell the client what happened and the one thing they can do next ({ACTION, e.g. log in to the portal to review it}), and invite them to reply with questions. Use only these merge fields: {FIELDS}. Do not mention premiums, coverage changes or carrier decisions.
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Tools used

ChatGPT

General AI assistant for writing, research, brainstorming and analysis.

From Free $0; Go $8/mo; Plus $20/mo; Pro $100/mo (checked 2026-10-17)

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Claude

AI assistant for writing, long documents, analysis and coding help.

From $17/mo billed annually ($20 monthly) (checked 2026-10-15)

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Some tool links may be affiliate links. Disclosure

Checked prices: ChatGPT: from Free $0; Go $8/mo; Plus $20/mo; Pro $100/mo (verified 2026-10-17) · Claude: from $17/mo billed annually ($20 monthly) (verified 2026-10-15)

Rather not do it yourself?

We'll set this up in your tools, in your voice, tested. $149/mo with setup included (6-month minimum), or $497 pay-once. Satisfaction guarantee: we'll fix it until it works. Pay-once setups: or we refund your setup fee. $149/mo plan: cancel in the first 30 days and we refund your first month. Terms. We reply within 1 business day.

Get this set up

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