Your agency’s day.
All working together.

Yes. Create, rename, and move your own Outlook folders or Gmail labels. Drag folders to reorder the sidebar or nest them, and expand or collapse subfolders. Move controls in each folder’s menu also work on a phone. Folder locations sync to your mailbox; sidebar order and collapsed folders stay on your device. Shared teammate mailboxes remain read-only.

Yes. Agency admins can edit a member’s display name and email or text signature, and set agency default templates with each person’s name, email, and agency. Users can customize their own signatures, return to the agency default, or send without a signature. Existing personal signatures stay in place when the agency changes its defaults.

Yes. In the browser phone panel, the Calls and Voicemail tabs have a dropdown for All agency lines or one labeled agency number. The separate phone window has the same selector in Voicemail. Combine the voicemail number with caller search and the All, For me, or Agency mailbox filters. Each row shows the recorded agency line, so you can tell which number received the voicemail or handled the call.

Yes. Open email or calendar in a new window, then use the Email and Calendar buttons at the top to switch views in that same window. Your main Producer IQ window stays open, so you can keep working in the CRM alongside it.

Yes. Open attachments from connected inbox messages, and attach files or insert images in a new email, a reply, a forward, or an email from a contact's page. Each message can carry up to 10 files totaling 20 MB. Your signature appears in the draft so you can edit it before sending.

Yes. Reply All leaves To, Cc, Bcc, and the subject editable. Select several messages to mark them read or unread, archive, flag, or delete. An Unread button above the message list narrows any folder or search to unread mail, flagged mail shows a red flag, and search suggests people and messages as you type.

Yes. Emails on a contact, household, or business timeline have Reply, Reply all, and Forward, which send from your own connected mailbox. The contact page's email composer can also save a draft to your mailbox's Drafts folder and offers to continue a saved draft to that contact.

Producer IQ checks for new email and calendar events while you work. You can also refresh your inbox or use Sync calendars when you need an immediate check. Calendar reminders remain in Notifications after the banner disappears. Provider delays can still occur.

Yes. When we prepare a quote for additional tools, we can count your current subscriptions toward eligible bundle savings. The quote charges only for the new tools; your existing charges remain separate.

No. If we revise your quote before you pay, the same quote link shows the saved changes. You can review the updated tools and pricing before continuing to payment.

Each discount uses the original monthly list price. Three eligible tools save 15%, annual billing saves 20%, and FALL adds 10% for a total of 45% off in year one. With monthly billing, the same three tools plus FALL save 25% for the first 12 payments. Your quote shows final monthly-equivalent agency, seat and tool prices with all selected savings included. Annual and eligible bundle savings continue after FALL ends.

Yes. Sign up through the Applied AI portal. Monthly billing is $120 per agency plus $100 per user; the agency fee does not include a user seat. Annual billing saves 20%: $1,152 per agency plus $960 per user, paid yearly. Eligible bundles save another 10% for two tools, 15% for three, or 20% for four or more. For the Fall Sales Rally, code FALL adds 10 percentage points off original monthly list price for the first annual payment or the first 12 monthly payments. Bundle, annual and Rally discounts add together: three tools plus annual billing plus FALL saves 45% in year one. Annual and eligible bundle savings continue at renewal; FALL does not.

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.

Pipedrive and HubSpot bolt AI on top of a generic CRM. Producer IQ 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.

No. Producer IQ has a built-in browser dialer powered by Twilio. Calls, voicemail, recordings, AI summaries, action-item tasks, and SMS are available in Producer IQ's phone panel or a dedicated phone tab, with history linked to the contact record. 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.

Yes. In Team Phone settings, your agency owner can choose your app, your desktop, or both. If you use a cell call bridge, the phone choice rings your configured cell number with a screening prompt. Incoming calls and teammate transfers follow the same choice. Keep the selected app registered or desktop phone connected so it can receive calls.

Yes. Use Open phone tab to keep the calling workspace on another screen. The Phone section in the CRM sidebar brings together calls, voicemails, texts, and a transcript library. Read a complete transcript, search for a phrase, or play a timestamped passage from its recording. Ask Q about the selected call and follow its source references back to the transcript. Audio playback depends on recording availability; older transcripts may not have timestamps. The separate phone tab keeps its call controls, text replies, and confirmed callbacks. Active calls stay with their original agency until they end.

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 Producer IQ, 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.

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.

Yes. Click any address on a contact, business, household, or policy and it opens on a map inside Producer IQ, 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.

Yes. Custom fields extend to tasks, and the Tasks queue shows the columns each member picks — the linked contact, household, company, quote, and policy, priority, due date, assignee, and any task field you've defined. Editable cells show a pencil on hover: pick a priority or select value from a dropdown, change a date, swap linked contacts, quotes, or policies with searchable pickers, 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. Contacts, Households, Businesses, and Tasks have compact lists that scroll independently, keeping column headers and page controls in place. A compact toolbar puts search beside producer and filter dropdowns; Tasks keeps column choices and bulk selection beside search. Completing a task gives the same green check and gentle sweep in Tasks and linked record pages, with a smooth exit from open lists and support for reduced motion. Timeline tasks use a simple completion check. Long task titles, notes, and linked-record lists stay compact, with a popup for the full contents on hover, keyboard focus, or tap. Tighter row spacing shows more records at once, with clear, rounded column headers in either theme. On narrow screens, each card keeps its own field labels. The rows stay readable cards, not a spreadsheet.

Yes. Open a task to see its notes, due date, assignees, and linked records in one overview. Contact details and saved record summaries help you prepare for the next step. Set an optional due time when creating or editing a task, or leave it blank for an end-of-day deadline. See saved times in the Tasks Due column and edit the date and time directly from that column. Task fields adapt to smaller screen space, while inline editors, team filters, and linked-record search menus stay within view. A timeline shows today’s open tasks across your agency, their due times, and the task you’re viewing when it is due today. Policies have a default task column and their own tab. Add policies when creating or editing a task, or add and remove them directly in the Policy column. Click a linked contact, household, business, quote, or policy in the Tasks list or task overview to open its details inside the task popup.

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.

Yes. CSV import is built in for contacts, households, businesses, policies, open quotes, and your note and activity history — a Pipedrive export comes across whole, and HubSpot and Excel exports work too. Producer IQ 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.

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; Producer IQ is the source of truth for relationships, activities, and tasks.

Yes, for tracking, starting today. Keep sending from PandaDoc the way you do now. PandaDoc already emails you when a document goes out for signature and when a client opens, signs, or declines it, and Producer IQ reads those emails from your connected Outlook or Gmail, so a document is on your Waiting list the moment it is sent and each client's record shows where their documents stand — one record per document, even when PandaDoc's emails arrive out of order — with a follow-up flag when one sits unsigned for three days. The PandaDoc page updates on its own as emails arrive. The Waiting list shows the last two weeks, the last 30 days, or everything outstanding, and you can archive anything you no longer need to chase. When everyone has signed, the signed PDF is saved on the record and split into the separate documents inside it (for example the application, the ACH agreement, the UM form, and the paperless form), blank pages removed and each named for the client, ready to upload to PolicyCenter or save to OneDrive. If a packet comes out grouped differently than you want, regroup or rename it once and Producer IQ remembers it for the next packet with the same forms. The split runs on fixed rules, and no page content is sent to an AI model. An automation can also start the moment a document is fully signed or declined, for example to task the PolicyCenter upload. There is no PandaDoc login or API key to set up. Sending a document from inside Producer IQ is a separate feature that is still in development.

When a policy is finalized in PolicyCenter, you upload the PDF in Producer IQ 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. Producer IQ 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.

Yes. Choose whether a process should wait for a task or checklist to be completed, or for a saved email draft to be sent. The next delay starts from completion. You can also stop remaining steps when the contact replies, create a reminder only when premium is missing, and send a follow-up only if the preceding email was sent. Task deadlines can use calendar months or the next weekday, with weekend deadlines moved to Monday when selected.

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 process, which matters if personal lines, commercial, and farm move through different steps in your office. Switch processes from the Quotes dropdown, and see every stage even before adding the first quote. The part most CRMs get wrong is what happens after a rename: Producer IQ 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.

Yes. Automations are built on a visual canvas — a trigger card, then numbered steps down a rail with the wait written between them — from email, SMS, and task steps, a Check-a-condition step that splits the path in two (if the quote is still open do this, otherwise do that — checked against the live record the moment it runs, with the number of contacts that took each path shown right on the canvas), and steps that act on the CRM itself: write a note to the customer's timeline, move the quote to another stage (or onto another process), update an allowlisted field like the quote owner or the next follow-up date, add or remove a tag, notify a teammate, or start a second automation. A Wait-for-something step parks a contact until the quote moves, is won or lost, they reply, a task is done, a tag changes, or a policy is bound or renews — with an optional timeout and its own path for each outcome. Add a contact by hand, or let an automation start itself from thirteen triggers: a quote moves to a stage, is won, or is lost; a task is completed; a contact, quote, policy, or household is created or a named field changes; N days before a birthday, a renewal, or any date field; an inbound text or email; a PandaDoc document is fully signed or declined, optionally only for titles you name; a new contact; a policy renewal approaching — that renewal trigger only works because renewals are real data in Producer IQ, 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 an automation against a business and it resolves to the right contact automatically, which is useful for commercial books. Every automation keeps a run history — who is in it, which path each contact took at every fork, what a parked contact is waiting on and when it gives up, and why a run ended — and you can test an automation against a real contact before it goes live: the canvas lights up the path that contact would take today, with every condition’s verdict, and nothing is sent. Consecutive Right away steps run together without waiting for another scheduled worker check; scheduled delays and event waits still hold the workflow. Undo and redo draft edits, duplicate a configured step, or copy a whole branch into its empty sibling path with task references preserved. Collapse branches to focus the canvas, navigate cards with the keyboard, and reset the visible zoom percentage to 100%. Review failed attempts, skipped steps, long event waits and overdue runs across automations, open linked records and run history, and safely recover eligible failed steps. Recorded action results let runs recover progress without repeating the action; unconfirmed outcomes are held for review. Unscheduled active runs stay visible in a dedicated review view. Inspect the current action’s recorded state and timing, then stop an individual run from monitoring with confirmation; stopping does not undo earlier actions or recall a message already being processed. Find workflows in a searchable library with Active, Paused, and Draft filters. Open a workflow by clicking the name area to the left of its status badge, add selected contacts directly to a published, active By hand automation, or delete an automation from More with confirmation. Contacts already running it are skipped, and birthday or renewal waits use their own dates. Browse starter and agency templates, then move through dedicated Build, Test, and Review views. A setup checklist links to unfinished steps, and the action-first inspector keeps timing controls nearby. Each new automation or template opens a separate draft, and refreshing the page recovers edits for that draft. Save incomplete drafts, review field-by-field changes against the published version, then confirm publication and activate separately. Save your own workflow templates for your agency or duplicate an entire automation, preserving branches and earlier-step task references. Copies open as inactive drafts without enrollments or run history; the builder includes unsaved edits, while the library copies the latest saved workflow. Existing runs keep their published workflow while new enrollments use the latest version. Choose which contact, quote, household or business a supported action affects. Use the exact contact, quote, household or policy that started an automation. Attach notes and tasks to that record, and complete a task created by an earlier step in the same run. Missing or detached targets are skipped with an explanation, and tests check the selected record before previewing the action. Tests simulate supported tag and field changes, show their effects on later conditions, flag missing contact details or SMS consent, and label actions and delivery timing that are not simulated. Five templates (new-lead nurture, quote follow-up with a reply wait, renewal 60/30/7, win-back after a lost quote, birthday every year) open on the canvas ready to adjust, and the canvas is readable on a phone.

Every morning Producer IQ 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.

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.

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 your Producer IQ calendar.

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/.

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.

Yes. Add ordered steps while editing a quote process: send an email, save an email draft for review, create a quote-linked task with instructions and a chosen teammate, add a checklist item inside the quote, or send a text. Choose the step type first, fill in its options, then use Done to collapse it. Add a single checklist item or a named checklist with multiple items under one schedule. Each item supports instructions and website links. The process creator chooses whether all checklist items must be completed before leaving that stage. Choose a wait in minutes, hours or days and an optional agency-local time. Moving a quote into that stage shows the steps before they start, with choices to move and start, move without steps, or cancel. Unfinished scheduled steps stop when the quote leaves; created tasks, checklist history and saved email drafts remain available.

Reach out and we'll scope your agency, then handle the migration for you — we import your contacts, households, businesses, policies, open quotes, 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 Producer IQ within their first week. Try the live demo first if you want to see the product before you talk to us.

Q is the AI assistant built into every Applied AI tool — and Producer IQ 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 Fine Print IQ, Debrief IQ, and Usher IQ — 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.