Custom Voice AI for Small Insurance Brokerages
The best voice AI solution for insurance brokers is a custom system that transcribes and analyzes client calls. It automatically generates summaries, flags compliance issues, and creates CRM tasks from call transcripts.
We recently built a system for a 12-person commercial lines agency handling over 300 inbound client calls per week. Their agents were spending 45-60 minutes daily on manual call logging. The system went live in three weeks, reducing post-call administrative work to under five minutes per agent per day.
This is not a generic meeting recorder; it's a production system built to handle insurance-specific language and compliance requirements. The build scope depends on your call volume and the specific Agency Management System (AMS) you use. Integrating with a modern, API-first AMS is faster than connecting to a legacy desktop application.
What Problem Does This Solve?
Many brokers first try general-purpose meeting bots like Fireflies.ai or Otter.ai. These tools are designed for internal meetings, not client-facing insurance conversations. They require a bot to join the call, which can feel intrusive to a client discussing sensitive policy details. Their summaries are often too generic to be useful for compliance or E&O (Errors and Omissions) documentation.
A more sophisticated option like Gong is built for B2B sales coaching and priced accordingly, often over $1,200 per month for a 10-person team. Its features focus on sales methodology and deal intelligence, which is irrelevant for a broker handling a policy renewal or a mid-term adjustment. The high per-seat cost and mismatched feature set make it a poor fit for a service-oriented brokerage.
This leaves brokers trying to use their VoIP phone system's raw call recordings. An agent at a 10-broker firm finishes a 15-minute call about a complex new liability policy. To ensure E&O compliance, they must re-listen to the entire recording to accurately document the client's requests in their AMS. This doubles the time spent on every substantive call and is prone to human error, especially at the end of a long day.
How Does It Work?
Our process begins by connecting directly to your VoIP provider's API, such as RingCentral or Aircall. We use an AWS Lambda function that triggers the moment a call recording is available, typically within 5 seconds of an agent hanging up. This function fetches the audio file for processing without any manual steps.
The audio is transcribed, and the resulting text is fed to the Claude API. We use a carefully engineered prompt that instructs the model to perform three tasks: generate a concise summary, extract specific entities like policy numbers and coverage amounts, and check for required compliance statements. For a 10-minute call, this entire analysis pipeline completes in under 45 seconds.
The structured JSON output from Claude is then passed to a custom FastAPI service. This service transforms the AI-generated data into a format compatible with your AMS or CRM. It creates a new note with the summary, logs the extracted entities to custom fields, and generates a follow-up task assigned to the correct broker. The API call to update your management system takes less than 500ms.
All summaries and extracted data are stored in a Supabase database, providing a permanent, searchable record of every client conversation. The total cloud hosting cost for processing up to 5,000 calls per month is typically under $75 on AWS. This architecture gives you a complete, auditable trail of client interactions.
What Are the Key Benefits?
Reduce Post-Call Work by 90%
Cut the 10 minutes spent manually logging a call down to the 60 seconds it takes to review an automated summary. This frees up hours of agent time each week.
One-Time Build, No Per-User Fees
We deliver a complete system for a fixed price. You pay only for minimal cloud hosting, avoiding the expensive per-seat licenses of sales-focused platforms.
You Own the Code and the Data
The entire system is deployed in your AWS account and the source code is delivered to your GitHub. You have full ownership and control, with zero vendor lock-in.
Automated E&O Compliance Checks
The system automatically flags calls that are missing required compliance language. A manager receives a daily email digest of non-compliant calls for review.
Integrates with Your Agency Software
We build direct integrations with your existing AMS or CRM. Your team sees call summaries and tasks in the tools they already use every day.
What Does the Process Look Like?
Systems Access and Analysis (Week 1)
You grant API access to your phone system and AMS. We analyze recent call recordings to understand your specific terminology and compliance needs, then provide a draft analysis prompt for your review.
Core Pipeline Build (Week 2)
We write the Python code for the AWS Lambda functions and the FastAPI integration service. You receive full access to the project's GitHub repository to observe progress.
Integration and Tuning (Week 3)
We connect the pipeline to a sandboxed version of your AMS to test the end-to-end flow. You review the first batch of automated summaries and provide feedback to refine the AI prompts.
Go-Live and Handoff (Week 4)
The system is deployed to production. We monitor performance for 30 days to resolve any issues. You receive a technical runbook and full documentation for the system.
Frequently Asked Questions
- What does a custom voice AI build typically cost?
- Pricing is based on the complexity of your AMS integration and the specific analytics required. A typical project for a small brokerage with a modern phone system and AMS is a 3-4 week fixed-price engagement. We provide a firm quote after a 30-minute discovery call to understand your exact requirements. Book a discovery call at cal.com/syntora/discover.
- What happens if a call is transcribed incorrectly?
- No transcription is perfect. Each AI-generated summary includes a direct link to the original call recording and transcript for one-click verification. The system is an assistive tool for the broker, not a replacement. If transcription quality is poor due to bad audio, the system flags it for manual review instead of generating a potentially flawed summary.
- How is this different from just using the Claude or GPT web interface?
- Using a web interface requires you to manually download a recording, get it transcribed, then copy and paste the text into a chat window. Our system automates this entire 10-step process into a zero-step workflow that completes in seconds. It also integrates directly with your core business software, which a web interface cannot do. This is the difference between a manual tool and a production system.
- Is our clients' data secure?
- Yes. The entire system is built and deployed within your own cloud infrastructure (like AWS). Client call data is never sent to Syntora or any other third-party vendor after the system is live. You maintain full ownership and control over all data, which is critical for meeting insurance industry compliance and privacy standards. We simply build the system and hand you the keys.
- Which phone systems and CRMs do you support?
- We can integrate with any system that offers a modern REST API for accessing call recordings and creating records. This includes most VoIP providers like RingCentral, Aircall, and Dialpad, as well as many modern Agency Management Systems. During our discovery call, we will verify that your specific software stack has the necessary API capabilities for the project.
- What happens after the 30-day monitoring period?
- After the 30-day post-launch support, the system is fully yours. You receive a runbook that a developer can use for maintenance. For brokerages without technical staff, we offer an optional flat-rate monthly maintenance plan. This covers monitoring, dependency updates, and prompt adjustments as your business needs evolve. There is no long-term commitment required.
Related Solutions
Ready to Automate Your Small Business Operations?
Book a call to discuss how we can implement ai automation for your small business business.
Book a Call