Insurance CRM software
Insurance CRM software organized around the renewal date, flagging policies before they expire and keeping quote follow-ups on a schedule instead of on your memory.
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$1.2M
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Davis Auto + Home Bundle
Policy Renewal Review
Sunrise Bakery
Commercial General Liability
Franklin Residence
Homeowners Claim #4812
Metro Logistics Inc
Fleet Auto Policy
Software an insurance agency runs on
Smarfle guards the book, flagging policies before they expire and running quote follow-ups on a schedule rather than on memory. A missed renewal is a client who was never unhappy and left anyway. Claim status sits in a portal so the phone rings less, for one agent or a full agency.
Insurance scheduling software
A renewal conversation has to happen before the date, not after it, and five hundred policies do not remind you. Smarfle schedules the conversation backwards from each renewal, so you reach the client while there is still a decision to make.
Learn moreInsurance billing software
The carrier pays you when the carrier decides to, and the fee work you do directly has no such rhythm at all. Smarfle gives each arrangement its own cadence on the client, so advisory income stops depending on somebody noticing it is due.
Learn moreInsurance invoicing software
Your commission arrives on its own schedule, which trains everyone to wait, and your advisory fees have no such schedule. Smarfle invoices that work at completion from the client record with the analysis attached, so the fee lands while the value is still obvious.
Learn moreThe growth side, built in
Insurance agency call tracking
Quote calls spike at renewal season. Tracking ties each to its campaign, and missed ones get texted back while the shopper still has the old bill in hand.
Reviews and Google Business Profile
Policyholders pick local agents over 1-800 carriers because of reviews. Requests after smooth claims build that advantage.
Website and lead follow-ups
Quote forms feed the pipeline with coverage details, and renewal follow-ups protect the book you already wrote.
CRM plans that grow with your insurance agency
All plans include a 14-day free trial. No credit card required.
Solo
Sole operators getting started
- 1 user
- Up to 500 clients
- 1 GB storage
- Public booking link + calendar
- Client management
- Work orders with photos
- Invoices + Stripe payments
- Voice AI receptionist (usage-based)
- AI drafts + work order summaries
- GMB rank tracking + Search Console
- GBP Posts + Dashboard
- API access + webhooks
- Mobile PWA + CSV import/export
Starter
Small teams adding tools and growth
- Up to 5 users (1 owner + 4 techs)
- Up to 2,000 clients
- 3 GB storage
- 2 branch locations
- Everything in Solo
- Website builder + AI content
- Your own domain on that website
- Branded client portal
Professional
Growing service businesses
- Up to 10 users
- Up to 5,000 clients
- 5 branch locations
- 10 GB storage
- Everything in Starter
- Manager role (up to 2)
- 50 saved email templates
Business
Multi-location operations
- Up to 30 users
- Up to 10,000 clients
- 10 branch locations
- 20 GB storage
- Everything in Professional
- Manager role (up to 5)
- Priority support
SMS, email, AI, and voice are billed pay-as-you-go. See full pricing breakdown →
What an inefficient insurance agency looks like
An insurance book leaks quietly. Clients rarely leave angry, they leave because nobody called before the renewal and somebody else did.
Renewal dates slip until the client leaves
Policy renewals are your most important revenue event, but when they are tracked manually, some clients get contacted 60 days out while others hear from you after they have already switched carriers.
Quote follow-ups die in your inbox
You send a prospect three quote options and then client work buries the follow-up. By the time you circle back, they have gone with another agency. This happens more often than you want to admit.
Claims updates require constant client chasing
Clients call asking about their claim status. Your team checks with the carrier, calls the client back, and repeats this cycle for every open claim. It is time-consuming and clients still feel out of the loop.
Every insurance call, handled your way
Quote calls and claim calls come to the same number. Both get logged to the right record. You choose how the line behaves outside office hours rather than losing those calls to voicemail.
Plain forwarding
$0.04/min
Just rings your phone. Every call logged as answered or missed.
Forward with call tracking
$0.10/min
Rings your phone. Recorded, transcribed, summarized, and logged to the customer record.
Busy message + text-back
~$0.05/call
Plays your message, hangs up, and texts the caller. Replies land in your Inbox as leads.
AI receptionist
$0.25/min
The AI answers, qualifies the caller, and books the job. Great after hours if you want it.
Spam screening is included in every mode
Turn it on and unknown callers hear one sentence and press a key before the call connects. Dialer software does not press keys, so it never reaches you. How screening works
- Your customers skip it. Known clients and callers on mobile numbers are never screened.
- You are not billed for it. Screened, silent, and blocked calls cost nothing.
- One blocklist. Block a number once and it stops calling and texting.
Curious how the AI option sounds? Call (866) 355-9645 and try booking a consultation with it.
How an insurance policy flows through Smarfle
A quote becomes a policy and a renewal date. The sequence below ends with that renewal already protected.
- 1
Coverage quote requested
Quote requests arrive by form or by phone and open a record carrying the policy type, the coverage needed, and any prior carrier.
- 2
Quote delivered
Calendar holds the consultation. Custom fields track quoted carrier, premium, and effective date.
- 3
Policy bound + documents stored
Policy issued, declarations attached to the client record, payment via Stripe payment link, work order moves to active.
- 4
Service work tracked
Mid-term changes, claims assistance, and questions logged as activity on the client record. Time tracking when billable.
- 5
Renewal reminders + cross-sell + review
Maintenance reminders alert your team 30/60/90 days before renewal. Workflow automation sends renewal-prep emails. Review requests after policy bind.
Same flow for every insurance business, only the terminology and details change.
Where Smarfle fits an insurance agency
Renewals are the dividing line, and a book that comes back every year is exactly what this is built to protect.
We built this for you if...
Tap the ones that resonate
This probably isn't for you if...
And that's okay
Everything Smarfle does for an insurance agency
Three jobs sit beyond writing the policy, namely managing the book, collecting the premium, and adding new business.
Policy dashboard
See every active policy with client, carrier, coverage type, premium, and renewal date. Filter by producer, carrier, or coverage type to focus on specific segments.
Renewal pipeline
Policies approaching renewal are surfaced automatically at 60, 30, and 15 days out. Track outreach status for each and ensure no renewal slips through.
Claims tracking
Log open claims with status updates, carrier communication notes, and document uploads. Clients see updates through the portal without calling your office.
Quote management
Track every quote from initial request through presentation, follow-up, and binding. See which quotes are aging and need attention before the prospect moves on.
Insurance CRM details that decide margin
A policy record holding a name, a premium and a date is doing the easy half. The harder half is what the work cost you to deliver, the information you ask for that no standard field has a box for, and the steps that repeat on every placement. Those sit with the name and the premium, on the policy itself. So does the wording you send out afterwards.
Margin on service work is knowable, and knowing it changes which accounts you go after.
Cost behind each policy you place
Inspection fees, third party reports and outside help go onto the account as separate entries, each with a price per item. The record then weighs that spend against the revenue the account produced, which is how you decide what kind of business to write more of.
Placement runs the same way every time
Application, carrier quoting, coverage comparison, binding and policy delivery form one routine you want repeated exactly. Save it on the service and a new producer sees that routine on screen, marking each piece done as it clears.
Move detail out of free text notes
Renewal month, carrier, prior claims and anything else you routinely ask a policyholder can live in a named slot instead of a wall of prose. You choose the slots and the shape of each, whether written words, a figure, a date or a fixed set of choices, and they show on every client.
Every producer sends the same wording
Renewal reminders and policy paperwork go out as stored templates whose placeholders fill from the client, the work and the billing record at the moment of sending. You read the finished text on the file before it leaves the office.
Get more clients for your insurance agency
Insurance lead generation
Write a policy today and it renews on its own for years. Smarfle finds the people shopping for coverage in your area and sends the coverage type with the request, so you quote rather than qualify. Anything outside your appetite costs nothing to pass.
Flat pricing per accepted lead
Insurance leads run about $35 each. You see the job and the ZIP first, then accept or pass free. No monthly lead budget, no bidding wars.
When leads start
We expand the directory around every business that joins, and Google needs time to rank new pages, so plan for up to two months before leads ramp up. You pay per lead, never for waiting. A Google Business Profile with real reviews brings them sooner.
Requests arrive pre-qualified
Every quote request already answers what do you need covered and what is prompting the quote, so your callback quotes instead of interviews.
Fair by design
Your existing customers and repeat requests are always free, and a bad lead can be disputed with a refund to your wallet.
Agency owners comparing systems ask this
Related industries
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Financial-services cross-sell with renewals, reviews, and ongoing client follow-up.
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ExploreTax preparation CRM
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ExploreSwitching to Smarfle from another insurance CRM?
Renewals keep falling due while you change systems, so nothing in your book can go dark. Clients and the policies you write are brought in through a CSV we assemble, and every agent receives a personal invitation from us. Ask us anything and the answer comes from a team keeping US hours.
Why businesses stay
Who you are buying from
We answer requests the same day. If your business needs a new feature, or an existing one changed, it gets built fast, often by the next day. Ihor Lavrenenko puts his name on this product: he has helped hundreds of local businesses grow, and Smarfle is how that experience shows up in your operation every morning.
Ready to run your insurance business from one place?
Join service businesses that book more jobs, get paid faster, and grow their reputation with Smarfle.
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