100 Ways a Virtual Assistant Can Support Your Insurance Business

Running a successful insurance agency is no small feat — especially when administrative tasks, lead management, client communications, and quoting duties pile up. That’s where a trained Virtual Assistant (VA) can make a major impact. Whether you’re a solo agent or managing a growing team, outsourcing the right tasks to a VA can help you free up time, boost efficiency, and grow your book of business.

In case your not convinced, our team created this comprehensive list of 100 tasks our VA’s have been able to take off the metaphorical plate of agents using our services: 

Policy Management

Policy servicing is essential but often time-consuming and boring. VAs can handle the heavy lifting by inputting new policies, processing endorsements, sending certificates of insurance, and ensuring client data is always accurate and up to date. By taking over these back-office tasks, your VA keeps your agency organized and responsive — so you can focus on the client relationship, not the paperwork:

Tasks include:

1. Enter new policy data

2. Upload documents to your CRM/AMS

3. Update client contact information

4. Verify policy numbers and coverage

5. Send policy packets to clients

6. Follow up on missing info

7. Prepare renewal lists

8. Process endorsements

9. Identify duplicate entries

10. Manage COI (Certificate of Insurance) requests

Client Communication

Good client communication drives loyalty and retention, we all know that. What you don’t know is VAs can help build and maintain that client retention. Our VAs follow up with prospects, send policy updates, and even send birthday or renewal greetings. With a VA managing your client touchpoints, you ensure no lead or client ever feels neglected — even during your busiest season.

Tasks include: 

11. Respond to client emails 

12. Schedule appointments 

13. Send birthday or renewal greetings  

14. Remind clients of renewals 

15. Answer quote request emails 

16. Follow up on leads 

17. Confirm client information 

18. Send welcome packets 

19. Request loss runs 

20. Manage email automation flows

Quoting & Application Assistance

Quoting is one of the most repetitive and essential parts of an insurance agency’s workflow. A VA trained in your systems and carrier websites can collect required data, input it into your rater (EZ, PL Rater) or carrier portals, and help you prepare polished, professional proposals. This allows you to grow without sacrificing speed or accuracy.

Tasks include: 

21. Collect quote info from clients 

22. Input data into rater systems 

23. Submit applications to carriers 

24. Track quote progress 

25. Build quote comparison sheets 

26. Look up VINs and property details 

27. Create proposal summaries 

28. Alert agents when quotes are ready 

29. Follow up on underwriting requirements 

30. Format and send proposals

CRM & AMS Management

Your CRM or Agency Management System is the heart of your business — but only if it's clean and up to date. VAs can manage data entry, keep leads and clients organized, trigger automations, and run reports. This ensures you're working from the most accurate information possible and maximizing your tools’ capabilities.

Tasks include: 

31. Create new accounts and leads 

32. Log daily activities 

33. Set reminders and follow-ups 

34. Organize contacts by tags 

35. Merge duplicate contacts 

36. Categorize clients by product line 

37. Run pipeline or activity reports 

38. Trigger drip campaigns 

39. Remove outdated contacts 

40. Backup client info

Marketing Support

Your brand presence matters. VAs can help you stay top-of-mind by designing and scheduling social media content, sending email newsletters, maintaining your Google profile, and even assisting with blog writing. These small tasks add up to big brand visibility — without pulling you away from your core business.

Tasks include: 

41. Design social media posts 

42. Schedule social content 

43. Write captions and choose hashtags 

44. Send monthly email newsletters 

45. Manage marketing pipelines 

46. Set up client feedback surveys 

47. Help build landing pages 

48. Organize giveaways or contests 

49. Respond to social media DMs 

50. Draft blogs or FAQs

Lead Management

Your marketing budget is only as good as your follow-up. VAs help maximize your lead generation efforts by organizing new contacts, initiating outreach, and keeping your pipeline moving. With a VA on your team, every lead is followed up — faster and more consistently.

Tasks include: 

51. Organize new leads in your system 

52. Track lead source performance 

53. Respond to lead form submissions 

54. Label leads for targeted follow-up 

55. Revive cold leads 

56. Create phone/email scripts 

57. Schedule outreach sequences 

58. Compile daily call/email lists 

59. Record follow-up notes 

60. Analyze ROI from each campaign

Reporting & Admin

From tracking commissions to preparing meeting notes, these behind-the-scenes tasks are critical but often overlooked. VAs can provide regular reporting, clean up your digital workspace, and help you stay on top of the small details that make your agency run smoothly

Tasks include:

61. Generate weekly production reports 

62. Track new premiums by agent 

63. Manage commission logs 

64. Send end-of-day activity summaries 

65. Measure client retention 

66. Compile meeting agendas 

67. Track business expenses

68. Organize digital file systems 

69. Manage shared drives 

70. Transcribe voicemails

Claims Support

The claims process is where trust is either built or lost. Your VA can make claims easier for your clients by helping gather documents, following up with adjusters, and keeping everyone informed. This builds a better experience — and strengthens client retention.

Tasks include: 

71. Guide clients through claim submission 

72. Send necessary documentation 

73. Track claim progress 

74. Communicate updates to clients 

75. Record claim activity in CRM 

76. Draft claim summaries 

77. Upload damage photos 

78. Request repair estimates

79. Coordinate with adjusters 

80. Follow up on open claims

Tech & System Support

From maintaining automations to onboarding new staff, VAs can support the technical side of your operations too. This ensures your systems stay streamlined — without needing in-house IT support.

Tasks include: 

81. Create training guides 

82. Troubleshoot software issues 

83. Manage user email setups 

84. Onboard new team members 

85. Monitor automation workflows 

86. Create templates for quotes/emails 

87. Automate repetitive admin steps 

88. Build checklists in project tools 

89. Sync calendars 

90. Test agency portals and integrations

Training & Operations

Need help managing your growing team? VAs can create SOPs, record tutorials, and build onboarding checklists to help your agency run like a well-oiled machine — even as you scale.

Tasks:

 91. Draft Standard Operating Procedures (SOPs) 

92. Record internal training videos 

93. Document recurring workflows 

94. Organize onboarding folders 

95. Track licenses and certifications 

96. Book team meetings 

97. Collect internal FAQs 

98. Update team presentations 

99. Build onboarding checklists 

100. Request and organize client testimonials

Why Work with a VA?

Independent agents and growing agencies don’t need more hours in the day — they need better support. With trained VAs from Texas Edge Virtual Services, you can:

• Reduce stress

• Reclaim time

• Serve your clients better

• Grow your book sustainably

Ready to Delegate?

Let’s talk about how a VA can transform your day-to-day operations. Book a free consultation and get matched with your ideal VA.