Pre-Qualify Insurance Leads with a Custom AI Agent

Most agencies start with their CRM's built-in scoring. This assigns points for simple attributes like title or industry but cannot interpret intent from free text. A lead gets +10 for mentioning "commercial auto," but the system cannot distinguish between a 10-truck fleet operator and a student asking about a business class project.

A more advanced approach involves email parsing tools, but they fail with inconsistent formats. They can extract a name and phone number but cannot reliably determine if a prospect is asking for a quote on a multi-state workers' comp policy or just their single-location general liability. These tools break when a sender uses a slightly different email signature or forgets to fill out a field.

This leaves the sales team or CSRs to spend hours manually reading every submission. For a 15-person agency getting 50 leads a day, this is over 90 minutes of daily work just to find the 5-10 leads worth a producer's time. They try keyword filters in Outlook, but "property" matches both a hot prospect and a vendor trying to sell them cleaning services.

Syntora would begin an engagement by auditing your current lead sources, whether they are webhooks from your site, IMAP access to shared inboxes, or CRM exports. We would then work with your team to identify the critical qualification data points relevant to your insurance products and ideal client profiles. For example, in similar document processing projects, we've used Claude API to extract specific fields like fleet size, policy type, and requested coverage limits from complex financial documents, and the same pattern applies to insurance lead documents and emails.

Following the data point identification, we would develop a multi-step prompt for Claude API. This prompt would be designed to accurately extract the defined data points and assign a lead score for 'Intent' and 'Fit' based on your customized criteria. This logic would be deployed as a Python service using FastAPI on AWS Lambda, designed to process each new lead with high efficiency. All extracted data, along with the raw lead text and the final scores, would be logged to a Supabase table, providing a comprehensive audit trail and data for future analysis.

The FastAPI service would be engineered to integrate with your existing Agency Management System (AMS), such as Applied Epic or Vertafore. Based on agreed-upon scoring thresholds, the system would automatically create a new prospect record in the AMS. It would then assign the lead to the appropriate producer, taking into account their specialties or territories. A summary notification detailing the qualified lead would be sent to the producer's preferred channel, such as Slack.

Syntora would also build a dashboard, potentially using a service like Vercel, to provide visibility into lead volume, average qualification scores, and system processing times. To ensure accuracy and prevent missed opportunities, any lead where the AI expresses a confidence score below a defined threshold would be automatically flagged for human review in a designated channel. The estimated cloud infrastructure costs for a system of this type, utilizing services like AWS Lambda and Supabase, typically run under $100 per month for moderate lead volumes.