AgencyIQ
AI-Native Agency Management

Stop Juggling Your CRM, Phone, and E-Signature Tools.

AgencyIQ is the all-in-one agency management system for insurance — CRM, dialer, and signature workflow in one product, built AI-native from day one. Made by Applied AI Partners in Jacksonville, Florida; not affiliated with SIAA's AgencyIQ (formerly Donna.AI) or POLITICO's AgencyIQ regulatory-tracking service.

Three Tools for One Conversation Is Three Tools Too Many

Most insurance agencies stitch together Pipedrive (CRM), JustCall or RingCentral (phone), and PandaDoc or DocuSign (signatures) — paying three vendors, training agents on three UIs, and copy-pasting data across three tabs.

AgencyIQ collapses all three into one product. The phone is the contact page. The signature workflow is one click. The AI summary lands on the contact's timeline before the call has even ended. No more dual data entry. No more "let me put you on hold while I find that policy."

3 tools Pipedrive + JustCall + PandaDoc
1 tool AgencyIQ — and it's AI-native

How AgencyIQ Works

Four steps. AI does the heavy lifting between every one of them.

Step 1

Call from the Contact Page

Open a contact, click Call. The browser dialer rings out via Twilio with full TCPA quiet-hours enforcement. Recording starts automatically (with the right state-by-state disclaimer playback).

Step 2
🔊

AI Listens, Summarizes, Acts

When you hang up, AssemblyAI transcribes and Claude writes a summary. Action items become tasks automatically — assigned to you, anchored to the contact, due-dated. The recording, transcript, and summary all live inline on the contact's timeline.

Step 3

Send for Signature, Auto-Follow-Up

Drop the finalized policy PDF in. AgencyIQ sends it through your agency's own connected PandaDoc account and emails reminders every 2 business days if there's no response. Two follow-ups, then the row flips to "Stale" so you can step in. In development — not switched on yet.

Step 4
📄

Signed Pages, Page-by-Page

Once signed, AgencyIQ downloads the PDF, splits it into individual pages, and creates a task to re-upload each page to PolicyCenter. No manual scanning, no "find that one page in the 30-page PDF." It's already separated and waiting.

Built for How Insurance Agencies Actually Work

Phone Is the Contact Page

No iframe. No third-party branded UI. No domain hop to JustCall. The dialer is a first-class AgencyIQ surface — recording playback, transcripts, AI summaries, and SMS thread all render inline on the contact's timeline.

Finalized Checklist Automation

Send finalized policy PDFs for signature in one click, through the PandaDoc account your agency already owns — you connect it once, and we never touch your PandaDoc bill. AgencyIQ handles the orchestration: auto-follow-up email reminders, page-splitting on signature, and task creation for the agent who needs to re-upload to PolicyCenter. In development — not switched on yet.

Ask AgencyIQ — Natural Language

"Show me upcoming renewals over $5,000." "Who has a quote pending and hasn't been contacted in 7 days?" Type the question, get the answer with linked records. No SQL, no report builder, no waiting for IT.

Contact AI Briefings

Click into any contact and read a one-paragraph brief: who they are, recent activity, open opportunities, upcoming renewals, last call summary. Generated on demand from your data — no manual prep before a meeting.

TCPA + HIPAA-Defensive by Default

Outbound dispatch enforces stricter-of (federal floor, state rule, agency config) before placing each call. Two-factor sign-in (TOTP) is enforced server-side, and the requirement is set by Applied AI rather than left to each agency. Documents get UUID-only filenames. Every audit-relevant action is logged. RLS-enforced multi-tenancy means data never crosses agency boundaries.

We Handle Your Carrier Registration

Every business that texts its customers has to be registered with the carriers first — there's no way around it, and it takes 5–10 business days for anyone. The difference is who does the work. You answer a few questions about your agency inside AgencyIQ; we file the registration, own the back-and-forth, and tell you when it clears. You get your own carrier registration, which means full sending throughput and a reputation that's yours rather than one shared with every other agency on the platform. Calling works from day one and isn't affected by any of this.

Pipelines Built Around How You Sell

Name your own stages, order them, set the close probability on each — and run separate pipelines for personal lines, commercial, and farm if that's how your agency works. Rename "Bound" to "Issued" and your production numbers, win rate and reports follow the change instead of quietly going to zero. When a deal enters a stage, fire a follow-up task, send an email, log a handoff — automatically. No more "did we ever send Sarah the welcome packet?"

Renewals Dashboard

Every active policy expiring in the next 90 days, sorted by date, with one-click renewal-email drafting. AI generates the email body in your voice, you tweak, you send. And when the client says yes, Record renewal closes the file in one click — the term advances automatically and the row drops off the queue; Mark lapsed handles the other outcome. Until someone closes it, an expired policy wears a "Renewal overdue" chip — nothing slips silently.

More of What's Inside AgencyIQ

Every release pushes more of the busywork onto the AI. Here's what's inside AgencyIQ today.

One Timeline, Everything On It

Notes, calls, emails, texts, meetings, and tasks interleave on a single record timeline — filter it with one click by type. No more "which tab did I log that on?" Notes are editable and deletable (author or owner, fully audited), tasks keep their live checkbox right in the stream, and every record keeps a standing Summary separate from dated notes.

Your Intake Form, Your Rules

Shape the new-contact form for the whole agency: hide fields you never capture, reorder the rest, and mark the ones producers must fill — enforced on the server, not just the screen. Addresses autocomplete from Google as you type and land as clean, standardized text, so households match on the first try.

Automated Sequences

Multi-step, time-delayed follow-up built from email, SMS, and task steps — plus steps that act on the CRM itself: add a note to the customer's timeline, move the deal to another stage or pipeline (which runs the same rules a drag on the board does, so stage-triggered sequences still fire and a won or lost stage still closes out the deal's other sequences), update one of an allowlisted set of fields — hand the deal to another producer, move the next follow-up date, set one of your own custom fields — add or remove a tag, notify a teammate in-app (and on their phone), or start a second sequence, with chains limited to three hops so a rule can't loop back on itself. Enroll a contact by hand, or let a sequence start itself when an opportunity changes stage, a contact is created, or a policy renewal is approaching. Waits are days, hours or minutes — "text 30 minutes after the quote goes out" is a step, not a workaround — or a step can run on a calendar date you pick, so an open-enrollment or renewal-season push goes out on the day it's meant to rather than however many days after whatever came before it; or it can follow a date on the customer — "30 days before their renewal," "on their birthday" — which works because renewals and dates of birth are real fields in AgencyIQ, not notes someone typed; or set an exact send time like "wait a day, then 9:00 AM," anchored to your agency's timezone, with weekends skipped automatically. Turn on holiday skipping and steps also wait out the days your office is closed — using the dates you already keep for phone routing, not a generic federal-holiday list, so Good Friday or the day after Thanksgiving counts if that's when your agency actually shuts. Business-level sequences resolve to the right contact automatically for commercial books.

Every Text, Call, and Voicemail Becomes Someone's Job

Flip one switch and an inbound text, missed call, or new voicemail creates a task — assigned to the contact's producer, one teammate, or a triage queue, your choice. Reply from AgencyIQ or connect on a callback and the task completes itself. No more "did anyone get back to them?" — the answer is on the Tasks page.

AI Renewal Triage

Every morning AgencyIQ pre-drafts a renewal email — in your voice — for every policy coming due. Review and Approve & Send, edit, or hit Approve-All. Nothing sends without a human click, but the blank-page work is already done when you sit down.

Goals That Score Themselves

Set a monthly, quarterly, or annual target — written premium, policies written, or closing ratio — for the whole book or a line of business you define (Personal Lines, Farm & Ranch, Life). Progress fills in live from the same production numbers as your reports: an on-pace marker, what's left per week to hit it, and how this period compares to last. No spreadsheet on the side, and no number the pipeline can't back up. The same page ranks your producers for the month, quarter, or year — by premium and by deals closed, counted from when each deal was first won. Anyone with a written-premium target for that period sees their progress against it beside their rank.

Closing a Deal Feels Like Closing One

Move a deal to won and AgencyIQ marks the moment — the deal, the number, and a burst worth the hardest thing anyone at an agency does all week. Then it rings the bell: everyone else on the team is told, in the app and on their phone, the way a sales floor hears a close. It fires at most once per deal, never again on a re-drag and never on a book import, and it is honest about the number: at the moment you win, the premium is still your estimate, and the card says so rather than dressing a guess up as a result. The team can answer it — a thumbs-up, a high-five, applause — and whoever closed the deal gets told who cheered, once, not once per reaction. Anyone can mute team wins for themselves, and an owner can switch the bell off for the whole office. Most systems answer a closed sale with a card quietly changing columns.

Morning Brief

A daily digest across your whole book: what needs attention today, upcoming renewals, and the day's meetings from CalendarIQ — so you start with a plan instead of a blank dashboard.

Inbound Screen-Pop

When a client calls, AgencyIQ matches the number and opens their contact and AI brief before you say hello. No "let me pull you up" — the file is on screen because AgencyIQ owns the phone, not a third-party dialer.

The Annual Review, Ready to Print

One click on any household builds the kitchen-table one-pager: every member, every active policy with carrier, coverage, and premium — annual total included — upcoming renewals, and the cross-sell gaps worth raising, each with the reasoning. Ruled space for notes, Print / Save as PDF built in. Deliberately paper-styled, so it looks the same on your screen, in print, and across the client's table.

⌘K — the Whole Agency, One Keystroke Away

Hit ⌘K (Ctrl+K on Windows) anywhere. The palette opens on your last 8 records — most navigation is re-navigation, so Enter reopens what you were just working on. Type a few letters to go anywhere ("ren" → Go to Renewals) or start a new contact, policy, task, or deal from the same box.

Open Tabs — Five Clients at Once

A service call means the caller, their household, and the policy in question all in play at the same time. A strip of tabs under the top bar keeps them there. Hit + for a new tab and pick where it goes; everything else opens in the tab you're already in, so browsing your book never buries you in tabs. Start writing a note on one client and jump to another mid‑sentence — it's still there when you come back, with a dot on the tab to tell you so, and it survives closing that tab or reloading the browser. Pin the account you live in all day. Works the way your browser does, because that's the one you already know.

One Topbar for Everything That Needs You

Chat messages, phone activity, calendar reminders, and pre-meeting nudges all land in one consolidated topbar stream — a single lightweight status check where there used to be four separate polls. Keep AgencyIQ open all day; it stays fast.

Built-In Team Chat

DMs and channels with presence — including who's on a call right now — so your team coordinates without leaving the CRM. Share a call recording or a client record straight into a thread.

Connected Email on the Timeline

Connect Microsoft 365 / Outlook and inbound and sent email syncs straight to the contact's timeline via Microsoft Graph. Send from your own Gmail or Outlook so it's genuinely from your address. No mailbox to connect? Blind-copy your unique Smart BCC address from any device and the email auto-logs to the matching contact.

A Team Calendar on the Client File

A real calendar inside the CRM — month, week, and multi-month views, two-way synced with Outlook and Google. Schedule a meeting, assign the teammates who'll be in the room, and link it to the contact, household, or business: it shows on the record's timeline with who's attending, and on every assignee's calendar — with renewals, tasks, and follow-ups overlaid in the same view.

A Real Insurance Data Model

Households, businesses, policies, carriers, and renewal X-dates are first-class records — not custom fields. Link contacts to businesses with job titles for commercial books, and drop in a declarations page to pull the named insured, coverages, and premium into structured fields automatically.

One Data Spine Across the Suite

Contact, household, and business AI briefs are cached, rated, and show their sources ("Based on:") so you can trust them in front of a client. The same Q and the same data run across PolicyIQ, MeetingIQ, CalendarIQ, and ChatIQ — one shared system, not bolted-on integrations.

Bring Your Book With You

CSV import for contacts, households, businesses, policies, open deals, and your note and activity history — a Pipedrive export comes across whole, pipeline included, and HubSpot and Excel exports work too. Upload a messy book of business and AgencyIQ uses AI to grab every column, propose the right custom fields, split packed cells (three phone numbers in one cell become three separate numbers; stacked policy numbers become separate policies), and match each policy to the right person or business — you review and confirm the last bit before anything is saved. Plus one-click export, a managed migration for your first 30 days where we handle it for you, and one-click revert that deletes exactly the records a run created if you import the wrong file.

Call Recordings Kept a Full Year — for When E&O Comes Calling

Most phone systems wipe recordings at 90 days. Insurance disputes don't move that fast — an E&O claim or a "my agent said I was covered" complaint can land months after the call. AgencyIQ keeps the recording a full year by default (the transcript and call record for seven), and the moment a dispute surfaces you place a one-click legal hold so nothing it covers is ever auto-deleted — every disposal written to a tamper-evident log. Retention built for insurance, not just to save disk space.

A Day in AgencyIQ

During a Renewal Call

Sarah calls about her auto renewal. Click Call from her contact card, the dialer rings out. You discuss her new car, she asks about umbrella coverage. Hang up — AI summary appears, action item "send umbrella quote" auto-becomes a task. Total agent overhead: zero.

Sending a Policy for Signature

PolicyCenter spits out the finalized PDF. Drag it into AgencyIQ → Send. The client gets the signature request from your own PandaDoc account. They sign. AgencyIQ splits the signed PDF into pages, you upload each section back to PolicyCenter. What used to take 30 minutes takes 5. In development — not switched on yet.

Onboarding a New Agent

New hire opens AgencyIQ on day one. Tap Ask AgencyIQ — "show me Mary Johnson's account." Get a brief, see her policies, listen to the last call recording, review the AI summary. They're productive without shadowing a senior agent for two weeks.

Straightforward Pricing

One per-seat price covers the CRM, the phone, and the AI. No setup fees, no per-message charges, no separate vendors to reconcile.

Agency plan

Custom

based on agency size + needs

  • White-glove onboarding + data migration
  • Direct line to the founders for support
  • Pricing locked for 12 months
  • Carrier and vendor security review supported
Per seat

~$80

per seat / month, all-in

CRM + dialer + AI bundled

  • Beats Pipedrive ($65) + JustCall ($30) combined
  • Including signature workflow
  • Including AI summaries + Ask AgencyIQ
  • No setup fees, no per-message charges

Bundle multiple Applied AI tools (PolicyIQ, MeetingIQ, ChatIQ) for additional discounts.

Meet Q

An Expert on Every Client Record — Ask Q

Across AgencyIQ, Q rides along on your work — client records, calls, and tasks. Open Q on any of them and ask anything; it has the context and answers in plain English with the next action.

Not a bolt-on chatbot. A built-in expert.

Most software bolts on a chatbot that has read a help doc and nothing else — you ask it about your work and it knows nothing about your work. Q is the opposite. Q is an insurance-literate assistant that is already reading the file in front of you: it has the full context before you type a word, answers in plain English a busy agent can use, and points you at the next step.

It is built by people who run insurance agencies, for the way agents actually work — on a call, mid-renewal, prepping for a meeting. Not a robot that knows nothing. An expert that has read the file.

Anywhere in AgencyIQ, ask Q:

  • What’s the history with this client?
  • What’s outstanding on this account?
  • Draft a follow-up for this client.
One expert, every tool: PolicyIQ MeetingIQ CalendarIQ ChatIQ AgencyIQ — you are here

AgencyIQ Questions

What's AgencyIQ in one sentence?

An agency management system built around AI — the CRM, the phone, and the policy-signature workflow are one product instead of three. It replaces Pipedrive and JustCall outright; for signatures it connects the PandaDoc account your agency already pays for, so there is no third vendor to buy and nothing to migrate.

How is this different from Pipedrive or HubSpot?

Pipedrive and HubSpot bolt AI on top of a generic CRM. AgencyIQ designs every feature with AI as the foundation — call summaries, action-item tasks, contact briefings, document classification, and natural-language search are first-class. It's also insurance-specific: households, policies, renewals, carriers, and Guidewire integration are native concepts, not custom fields.

Do I still need JustCall or RingCentral?

No. AgencyIQ has a built-in browser dialer powered by Twilio. Outbound calls, inbound voicemail, recording, AI-generated summaries, action-item tasks, and SMS all live inside the contact page — no separate phone app, no domain hop, no third-party branded UI. Texting requires a carrier registration that takes 5–10 business days for every provider — we do that filing for you from details you enter once, and calling works immediately in the meantime.

Can I keep my current phone number?

Yes, and you should — it's on your signage, your policy documents, and your Google listing. You enter a few details from your current phone bill inside AgencyIQ, upload the bill, and we handle the transfer with your provider. How long it takes is set by the carriers, not by us: if your current provider runs on the same underlying network we do, it can be same-day; a true transfer from another carrier usually runs one to four weeks. Either way your existing phone keeps working the entire time — nothing switches over until the cutover date, and we tell you when that is. The one thing to avoid is cancelling your current service early, because that releases the number and it generally can't be recovered. If you'd rather start fresh, we can also just give you a new local number the same day.

Can I customize the new-contact form for my agency?

Yes. An owner can shape the create-contact form for the whole agency — hide fields you never capture, reorder the rest, and mark the ones producers must fill. Required fields are enforced on the server, not just in the browser, and your custom fields carry their own required setting. Addresses autocomplete from Google as you type, so they land standardized and households match on the first try.

Can I see a client's address on a map?

Yes. Click any address on a contact, business, household, or policy and it opens on a map inside AgencyIQ, with a Street View tab next to it — useful for sizing up a property before a renewal call, or finding the right driveway before a first visit. It opens in place, so you don't lose the record you were working on. When you actually want directions, one button hands the address off to Google Maps.

Can I add my own fields to tasks and work them like a table?

Yes. Custom fields extend to tasks, and the Tasks queue shows the columns each member picks — the linked contact, household, company, and deal, priority, due date, assignee, and any task field you've defined. Every cell edits in place (hover for the pencil): pick a priority or select value from a dropdown, change a date, swap the linked contact or deal with a searchable picker, or type straight into the note. Filters follow the same fields, so a producer can pull up every open task tagged with their own lead-source value in one click. The rows stay readable cards, not a spreadsheet.

Is there one timeline per client, or separate tabs for notes and activity?

One timeline. Notes, calls, emails, texts, meetings, and tasks interleave in a single stream on every contact, household, and business — with one-click filters by type when you want just the calls or just the notes. Notes are editable (author or owner, fully audited), and tasks keep their live checkbox right in the stream.

Can I import data from my existing CRM?

Yes. CSV import is built in for contacts, households, businesses, policies, open deals, and your note and activity history — a Pipedrive export comes across whole, and HubSpot and Excel exports work too. AgencyIQ uses AI to auto-detect every column in a messy export, propose the right custom fields, and split packed cells (multiple phone numbers or policy numbers crammed into one cell) into separate records — you review and confirm before it imports. We also offer a managed migration for your first 30 days where we handle the import for you.

Does AgencyIQ integrate with Guidewire PolicyCenter?

Yes — Phase 2 brings deep PolicyCenter integration via the Cloud API and App Events. We're building the framework now and will activate per-carrier as PartnerConnect approvals land. PolicyCenter stays the source of truth for policy data; AgencyIQ is the source of truth for relationships, activities, and tasks.

What's the Finalized Checklist feature?

When a policy is finalized in PolicyCenter, you upload the PDF in AgencyIQ and click Send. It goes out for signature through your own agency's PandaDoc account — connected once in Settings, billed by PandaDoc to you, never resold by us. AgencyIQ then follows up by email every 2 business days if there's no response and splits the signed PDF page-by-page so you can re-upload each section to PolicyCenter without manual scissors-and-tape work. The signature workflow is in development and not switched on yet — ask us where it stands before you count on it.

Can I change the sales stages to match how my agency actually sells?

Yes — stages are yours, not ours. Rename them, reorder them, add or remove them, and set the close probability on each one. You can also run more than one pipeline, which matters if personal lines, commercial, and farm move through genuinely different steps in your office. The part most CRMs get wrong is what happens after a rename: AgencyIQ tracks what a stage MEANS (open, won, lost, dormant) separately from what you call it, so renaming "Bound" to "Issued" leaves your production totals, win rate, reports, and stage-triggered automations correct. In a generic CRM that same rename silently zeroes the numbers your team is measured on, because the reports were keyed to the old label.

Does AgencyIQ do automated follow-up sequences?

Yes. Sequences are multi-step, time-delayed follow-up built from email, SMS, and task steps — and steps that act on the CRM itself: write a note to the customer's timeline, move the deal to another stage (or onto another pipeline), update an allowlisted field like the deal owner or the next follow-up date, add or remove a tag, notify a teammate, or start a second sequence. Enroll a contact manually, or let a sequence start itself when an opportunity changes stage, a contact is created, or a policy renewal is approaching — that renewal trigger only works because renewals are real data in AgencyIQ, not a custom field. Waits can be days, hours or minutes, a specific calendar date, an exact time of day, or a date on the customer themselves — “30 days before their renewal” or “on their birthday” — which works because those are real fields, not free-text notes. Steps respect your send window and skip weekends, and can also skip the days your office is closed — those come from the holiday dates you already maintain for phone routing, so there's no second calendar to keep and no assumption about which holidays your agency takes. You can also run a sequence against a business and it resolves to the right contact automatically, which is useful for commercial books.

What is the AI renewal triage queue?

Every morning AgencyIQ pre-drafts a renewal email — in your voice — for each policy coming up for renewal. You open the queue and Approve & Send, edit, or dismiss each one, or hit Approve-All when they're clean. Nothing sends on its own; a human approves every send. The blank-page work that makes renewal outreach slip is just already done when you sit down. And when the client renews, closing the file is one click too — Record renewal advances the term automatically and drops the policy off the queue; Mark lapsed handles the other outcome.

Can AgencyIQ prepare an annual review packet for a client?

Yes — one click on any household builds a print-ready annual review one-pager: every member with roles and contact info, every active policy with carrier, coverage, policy number, renewal date, and premium (with the household's annual total), the cross-sell gaps worth raising with the reasoning behind each, and ruled space for discussion notes. It's deliberately paper-styled so it looks identical on screen, in print, and saved as PDF — built for the kitchen-table review conversation.

Does AgencyIQ have built-in team chat and a daily brief?

Yes. Team chat is live — DMs and channels with presence, including who's on a call right now, and you can share a call recording or a client record straight into a thread, so your team coordinates without leaving the CRM. The Morning Brief is a daily digest across your whole book: what needs attention today, upcoming renewals, and the day's meetings from CalendarIQ.

How does AgencyIQ handle security and data privacy?

All data is stored in the United States, encrypted with AES-256 at rest and TLS 1.2+ in transit. Every tenant table enforces database-level row-level security, so one agency's data is physically unreachable from another. Two-factor authentication (TOTP) is mandatory for every user on the web app, enforced server-side and failing closed — the requirement is set by Applied AI, not left to each agency to opt into, and the native mobile apps complete in-app enrolment next. Mailbox credentials get a second layer of AES-256-GCM encryption under a key held outside the database. Customer data is never used to train AI models and is never sold or shared with advertisers. Uploaded documents use UUID-only filenames and audit-relevant actions are logged. Full detail — including our exact Microsoft 365 permission set and subprocessor list — is on our Security page at /security/.

How long does AgencyIQ keep call recordings?

Call recordings are kept a full year by default — configurable from 90 days to 2 years — and the transcript, AI summary, and call record are kept seven years, in line with insurance record-keeping. Most phone systems delete recordings at 90 days, which is risky for an agency because E&O disputes often surface months after the call. The moment a dispute or inquiry arises you can place a one-click legal hold that exempts those records from deletion, and every disposal is written to a tamper-evident log.

How do we get started?

Reach out and we'll scope your agency, then handle the migration for you — we import your contacts, households, businesses, policies, open deals, and note and activity history from Pipedrive, HubSpot, or Excel and verify the data with you before go-live. Onboarding is white-glove and included. Most agencies are running on AgencyIQ within their first week. Try the live demo first if you want to see the product before you talk to us.

What is Q in AgencyIQ?

Q is the AI assistant built into every Applied AI tool — and AgencyIQ is where it started. Across the agency management system you open Q on your work — a client record, a call, a task — and ask anything; Q has the context and answers in plain English with the next action. It's not a bolt-on chatbot that knows nothing about your book — Q reads the file. The same Q rides along in PolicyIQ, MeetingIQ, CalendarIQ, and ChatIQ — one expert across the whole suite. Beyond your own records, Q also answers agency growth and operations questions as an Applied AI Partners advisor, and hands off to the team when you want a human.

Ready to Replace Three Tools With One?

Try the live demo to see how AgencyIQ handles a real workflow, then reach out and we'll scope pricing and migration for your agency. Carrier and IT security reviews welcome — see our Security & Data Handling page.

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