Most leakage is quiet: the second and third touch slip when ownership and timing aren't explicit.
Quotes go quiet. Renewals drift. Second touches slip during busy weeks.
In most agencies, the issue isn't effort or intent. It's that follow-up lives in someone's head. When timing and ownership aren't written down and enforced, good business can stall quietly. We help make follow-up explicit: a conservative cadence, a named owner, and short templates your team can send without sounding scripted.
Conservative by design. No gimmicks. If it's not a fit, you'll still leave with a clear view of where timing tends to break.
What this is (and what it isn't)
This isn't a new CRM and it isn't a “training deck.” It's a small operational layer that makes follow-up timing and ownership explicit, and keeps it consistent when weeks get busy.
1) Identify the quiet-loss window
We define where quotes and renewals tend to stall and what “too late” looks like in your shop.
- • Quotes that stall after day 2
- • Renewals that drift into the final week
- • Inbound requests that don't get a same-day touch
2) Set cadence + ownership
We put a conservative rhythm in place (usually 3–4 touches) and assign ownership for each step.
- • A simple day 0–10 quote rhythm
- • A renewal touch window (your timing)
- • “If X, then escalate to Y” rules
3) Run it consistently + report
We execute on schedule with minimal lift from your staff and send a short weekly summary of exceptions.
- • Touches completed
- • Items that went quiet
- • Exceptions that need attention
What you'll notice
Fewer stale quotes. Fewer last-minute renewal scrambles. More “sorry—meant to reply” responses. Less internal uncertainty about whether something was followed up.
What we don't do
No blasting. No aggressive frequency. No vague “nurture sequences.” This is measured operational follow-up with clean stop rules and responsible outreach.We do not do underwriting, pricing, claims handling, or regulated insurance advice.
The goal is simple: remove timing variance so follow-up doesn't depend on memory or heroics.
Pricing (clear scope, predictable)
Three packages that keep follow-up timing and ownership consistent — without changing your CRM.
Pilot build
Map where things go quiet, implement the cadence + ownership rules, and ship a working exception queue.
- • Map pipeline stages (quotes + renewals)
- • Implement cadence + ownership rules in your tools
- • Escalations (day 2 / day 5) to manager/owner
- • “Exception queue” (what went quiet)
- • Basic weekly summary
Keep it running
Monitoring + maintenance so the system stays reliable as edge cases show up.
- • Monitoring + failure alerts
- • Workflow tweaks + new edge cases
- • Monthly reporting + KPI review
- • Template refreshes
- • Lightweight support (next-business-day response)
Hands-off ops
We actively manage exceptions weekly and keep follow-up moving — fewer clients, higher-touch.
- • Actively manage the exception queue weekly
- • Coordinate with staff on follow-up completion
- • Maintain the system + monthly improvements
- • Executive readout
Pricing depends on volume, the tools you already use, and how clean your pipeline stages are today. Responsible outreach only (stop rules, opt-outs, sensible frequency).
The 30-day pilot
A contained way to see whether timing discipline reduces leakage in work you're already doing — without forcing your staff into new tools.
Week 1: Snapshot
We map the quiet-loss window and agree on timing rules and ownership.
- • Top 2–3 likely leakage points
- • Cadence draft (quotes + renewals)
- • Implementation plan
Weeks 2–4: Execution
We run follow-up on a defined slice (quotes + a renewal window) and handle escalations.
- • Conservative touches, on schedule
- • Ownership + escalation rules
- • Opt-outs and stop rules handled
End: Readout
A short readout of what moved, what stayed quiet, and where timing mattered.
- • What improved / what didn't
- • Where handoffs broke
- • Next-step plan (60 days)
Two ways to start
Start with the one-pager if you want something you can forward internally. If you want a quick sanity check on timing and ownership, we can do a 15-minute timing check.
Note: We only work with agencies where outreach is done responsibly (proper opt-outs, permission where appropriate, and sensible frequency). This is operational follow-up — not spammy blasting.
Who this is for — and who it isn't
The best fit is an agency that already has demand and wants follow-up to be predictable and controlled.
A strong fit
- Renewals + inbound requests, but quotes/renewals sometimes go quiet
- Owner/operators who care about professional standards and clean handoffs
- Teams that want discipline without relying on memory or heroics
- Agencies that prefer measured fixes over “more activity”
Not a fit
- If you're looking for ads, branding, or “more leads”
- If you want aggressive promises or hype-driven claims
- If you expect a tool to replace management discipline
- If you're not willing to do outreach responsibly (opt-outs, sensible frequency)
Common question: “Do you run it, or just advise?”
We can start with the one-pager (cadence + ownership + templates). If it's useful, we can also run the cadence for you on a defined slice during a short pilot — minimal lift for your staff.
Two ways to start
If you want something simple you can forward internally, ask for the one-pager (cadence + ownership + templates). If you want a quick sanity check on timing and ownership, book a 15-minute timing check.
Conservative by design. Minimal lift for staff. Responsible outreach only.