Your agency doesn't have an email problem. It has a triage problem.
Living in inbox chaos, or ready to automate? For a fraction of what an in-house systems and automation engineer would cost, we triage your agency and install the systems that let it grow.
- Every request becomes a tracked ticket with an owner
- Certificates drafted before your CSR opens them
- A secure, E&O-friendly foundation your agency owns
At one independent agency: about 400 emails a day narrowed to roughly 100 tracked tickets, each routed to the right person.
Unsorted
Sound like your agency? Here's what changes.
Tap any row for the details.
Requests get lost in reply-all threadsEvery request becomes one tracked ticket
Service requests are pulled out of the inbox automatically and turned into tickets. No more forwarding, CCing, or wondering who's handling it.
Twenty minutes of digging per certificateA draft is waiting when the ticket opens
The policy, prior certificates, and contract requirements are pulled from your agency management system. Your CSR reviews a draft, or sees exactly which coverage gap is blocking it.
No idea who's working on whatEvery task has an owner, a category, and a deadline
Requests are categorized, prioritized, and routed to the right person automatically. You can see what's open, what's late, and who's overloaded at a glance.
Missed requests create E&O exposureA timestamped record of every action
Every request is logged, assigned, and documented, and certificate requirements are checked before anything is issued. Nothing lives only in one person's inbox.
Client emails landing in spamSecure, trusted email from day one
Email authentication, spam filtering, and archives are set up properly first, and outgoing mail is monitored so it reaches your clients' inboxes.
An automation engineer costs a full salaryGet the systems for a fraction of the cost
No salary, benefits, or months of ramp-up. You get a specialist who has already solved these problems in a working agency, and the systems we build stay yours.
One certificate request. Six people. Fourteen emails.
A client needs a certificate by Friday. It gets forwarded, CC'd, replied-all, and forwarded again. Everyone touches it. Nobody owns it. And it lives in someone's personal inbox, where no one else can see whether it's done.
Your team isn't slow. Nothing sorts itself, so every request starts with a hunt: open it, figure out what it is, find the policy, find the last certificate, check the requirements. Only then does the actual work begin.
If you run the agency
- You can't see what's open, what's late, or who's buried.
- Accountability depends on people remembering, not on a system.
- Your best people spend their best hours sorting mail.
- When something slips, you find out from the client.
If you work the inbox
- The inbox is already winning before your coffee is.
- Every request starts with a search through the agency system.
- Certificates take twenty minutes of digging before you issue one.
- You're the safety net, and there's no net under you.
One place where every request lands, gets routed, and gets tracked.
No more threads. Every service request becomes a ticket with an owner, a category, and a deadline. By the time your team opens it, the hard part is already done.
Nothing gets lost again
Real requests are pulled out of the noise and turned into tickets automatically. Spam, newsletters, and noise never reach your team.
The right person, every time
Each ticket is categorized, given the right urgency, and assigned to the right group. If something lands in the wrong place, it gets moved.
The work is prepped before they open it
For a certificate request, the policy, prior certificates, and requirements are pulled from your agency management system. Your CSR opens a draft, or a clear note on exactly what's blocking it.
Every email watched, end to end
Incoming mail is checked to confirm it landed where it should. Outgoing mail is monitored so your messages reach the client's inbox instead of their spam folder.
Systems you own
What we build stays with your agency. No per-seat software empire, no lock-in.
Certificate request: Harbor Roofing LLC
- ✓Additional insured endorsement on file
- ✓Waiver of subrogation included
- ✓Draft certificate prepared from the prior version
- !Contract requires a $2M umbrella. Policy shows $1M.
An example ticket. What used to take about twenty minutes of digging is waiting when the ticket opens.
Built on a secure foundation first. Automation second.
Automation on top of a messy, unprotected mail system just makes the mess faster. Every engagement starts by making your email safe and trustworthy, then builds up from there.
Secure the foundation
Email authentication, spam filtering, archives, and retention set up correctly, so your agency is protected and your mail is trusted.
Triage the flood
Your real email is studied so sorting matches how your agency actually works, not a generic template.
Watch everything
Every request is tracked from arrival to resolution, with checks running quietly in the background.
Automate what's next
Renewals, quoting, forms, and follow-ups, built on a base that won't crack under them.
Fewer gaps for errors and omissions to slip through.
Most E&O problems don't start with a bad decision. They start with a request that was missed, a requirement that wasn't checked, or a conversation no one can find later.
- Every request is logged, timestamped, and assigned, so nothing lives only in one person's inbox.
- Certificate requirements are checked against the policy before anything is issued, and gaps are flagged in writing.
- A clear record of who did what, and when, for every client request.
- Email retention and archives handled properly, so the record is there when you need it.
AgencyTriage supports your E&O risk management practices. It does not replace your E&O coverage, your carrier's guidance, or your licensed staff's review.
Your clients' information stays confidential.
Your agency handles driver's licenses, IDs, payroll records, audit documents, and more. We treat every piece of it the way you would.
- Non-disclosure and non-compete agreements signed before any work begins.
- Access limited to what each task requires, and nothing more.
- Sensitive personal information handled under data-protection best practices.
- Your agency's processes and client relationships stay yours. We never use them elsewhere.
Works with the systems you already run.
Proven with Desk365 and QQCatalyst, including the quirks that make QQCatalyst hard to work with. On a different agency management system or CRM? We'll work out yours.
You could build this yourself. If you had a thousand spare hours.
Agency principals are smart. Service teams are smart. Any good agency could eventually build a system like this. The problem is time, and nobody running an agency has a thousand hours to spare.
I spent those hours inside a real, working agency. I learned exactly what was needed, how every piece had to fit together, and how the sorting had to match a real day's workflow to make a difference. I didn't stop until each problem was identified, solved, and fixed.
That's what I bring to your agency: an obsession with getting it right, and your interests first. I treat your workflow as if the agency were my own, because a solid foundation is what makes stability and growth possible.
See your own inbox, triaged.
Tell us a little about your agency. We'll show you what the first weeks would look like on your systems, with your real workflow.
- A confidential conversation, NDA available up front
- No obligation and no sales pressure
- Plain answers about what's worth automating, and what isn't