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8 of the Best Online Tools for Insurance Agents


With the unprecedented rate of technological advancements, the insurance industry has undergone a profound digital transformation. The days of handwritten documents, files, and paper policies are gone. Insurance professionals are now embracing a plethora of online tools to streamline processes, enhance relationships, and boost efficiency. 

Insurance agencies are forced to adapt to digitalization out of necessity to keep up with the demands of the current market—and to not lose their competitive advantage. Because of this, online tools for insurance agents have become indispensable, connecting agents with potential clients, managing policies electronically, and access to more data and analytics than ever before.

This list of the best online tools for insurance agents will help you identify any technology gaps your insurance agency may have and to help agencies both streamline workflows and increase workplace efficiency.

At a glance:

  • The insurance industry's rapid technological advancements demand a shift from traditional practices to embrace online tools.

  • Insurance agents must prioritize solutions aligned with their budget and scalability needs to streamline operations and enhance customer relationships effectively.

  • Agencies should look for features in insurance agent software such as automation, integrations, carrier support, and sales capabilities.

Key features to look for in insurance agent software

From the relatively standard Customer Relationship Management (CRMs) and Agency Management Systems (AMS) that most agencies likely already have in place, to marketing and collaboration tools, agencies need to adapt to—and adopt—new tech to stay competitive. 

When navigating the immense choice of online tools for insurance agents, it's important to focus on specific features that can significantly impact an insurance agency’s efficiency and effectiveness.

Key features to look for when considering software and technology include: 

  • Automation to decrease manual administrative work

  • Integration with software and technology solutions your insurance agency may already be using

  • Carrier integration to better support the products you offer

  • Sales and lead capture capabilities to help grow your book of business

In addition, understanding customer behavior and preferences is vital. Tools equipped with analytics features provide valuable insights that can inform marketing strategies and customer interactions.

Top online tools for insurance agents

As the demand for online tools in the insurance industry continues to soar, several types of tools and software have emerged, each catering to specific needs while ensuring seamless experiences for insurance agents. 

1. Customer Relationship Management system

A robust CRM tailored for the insurance industry is essential for staying on top of client data—and using it effectively. From tracking client communications to storing documents and automating follow-ups, a CRM like Salesforce or InsureIO can help you build a better customer experience. 

Look for software that allows seamless management of client information, policy details, and communication history in one centralized platform. Many systems also include advanced marketing capabilities, giving you more bang for your buck.

However, not all CRMs are created equal, so it's important to fully vet the system you currently use to ensure it meets your needs adequately and integrates with the other software and tools your agency has in place. 

2. Agency Management System

An AMS is an industry-specific technology designed for independent insurance agencies to run their book of business. Agents understand the value of nurturing leads and the aforementioned customer experience, so why miss out on automating the day-to-day so you can spend more time cultivating relationships and securing new business?

An optimal AMS will not only streamline workflows, and automate the mundane, but it will also store documents, provide marketing capabilities, lead generation, and integrate well into your business without a steep learning curve. Check out AMS360, HawkSoft, and AppliedEpic to get started on your search for an AMS. 

3. Quote software

For independent insurance agencies striving for efficiency and accuracy in their quoting processes, specialized insurance quote software is an invaluable asset. Tools like EZLynx are designed to streamline the complex task of generating insurance quotes, providing a centralized solution that not only enhances productivity but also prioritizes the security of client and policy information.

These tools often integrate with carrier systems, automating data entry and reducing errors. Top-tier solutions offer encryption protocols, secure data storage, and access controls, ensuring that client details and pricing information remain confidential and protected against unauthorized access. 

4. Social media management tools

Social media serves as a powerful platform for client engagement, marketing, and brand building. Independent insurance agencies can benefit from utilizing social media management tools that offer robust security features. These tools should provide secure login protocols, encryption for stored data, and permissions management to control access levels for team members handling social media  for insurance agents.

Popular social media management platforms such as Hootsuite, Buffer, or Sprout Social offer centralized control over multiple social media accounts, scheduling features, and analytics to measure campaign effectiveness. 

5. Marketing software

Effective digital marketing is essential for reaching a broader audience. Insurance agents should seek out tools that offer marketing automation features to engage with potential clients consistently. Email marketing, in particular, can be a cornerstone of independent insurance agencies' outreach strategies. 

As agencies communicate with clients, prospects, and partners through email, the confidentiality and integrity of these communications must be safeguarded to protect sensitive client information and maintain a professional image. Marketing tools like HubSpot, Marketo, or Mailchimp offer features such as audience segmentation, campaign automation, and analytics to optimize digital marketing strategies. Choosing tools that provide secure integrations, regular updates, and compliance with data protection regulations is critical.

6. Document management 

Independent insurance agencies are tasked with handling an array of confidential documents, from sensitive client information, to legal documents, and policy details, all of which emphasize a critical need for secure and organized document handling. Agencies should prioritize solutions that offer features such as access controls, encryption, version tracking, and audit trails. 

Document management tools like DocuSign or DocuWare provide centralized repositories for organizing, sharing, and collaborating on documents. Choosing software that integrates seamlessly with other business applications and supports secure cloud storage enhances accessibility without compromising on security. 

7. Collaboration tools

Collaboration is key for any business to thrive, especially when you may be working remotely, have teammates in multiple offices, or are simply on the go as part of your agency operations. This necessitates a keen focus on secure collaboration tools. 

Utilizing collaboration software solutions such as Microsoft Teams, Slack, or Webex can streamline communication and project management while adhering to stringent security protocols. These tools often include features like secure messaging, file versioning, and integration with other business applications.

8. Password safety

Password safety is paramount for independent insurance agencies as they handle sensitive client information, financial data, and confidential documents on a daily basis. The stakes are high when it comes to protecting client privacy and ensuring the integrity of financial transactions. A breach in security not only jeopardizes the trust clients place in their insurance provider but can also lead to legal consequences and financial losses. 

Investing in advanced password management solutions can enhance security. Password management software, such as LastPass, Bitwarden, or 1Password, provides a centralized platform for securely storing and organizing passwords. These tools often include features like password generation, encryption, and the ability to audit and monitor password usage. 

Elevating client relationships and market competitiveness

The digital transformation of independent insurance agencies is a necessity, and choosing the right online tools is critical for operational efficiency and client relations. From robust CRMs to specialized quote software and secure collaboration tools, these solutions not only streamline workflows but also prioritize the security of sensitive information. 

Furthermore, the recommendation to align tool choices with budget constraints and scalability needs underscores the importance of making strategic and sustainable technology investments. As the insurance landscape evolves, these online tools become not just a convenience but a fundamental driver for success, empowering agencies to navigate industry challenges with efficiency and resilience. 


Q: Can these online tools help me manage policies for multiple insurance companies?

A: Yes, most online tools for insurance agents are designed to handle policies from various insurance companies. They offer integration options, allowing insurance professionals to manage diverse portfolios efficiently. However, it's important to carefully review the integrations available to ensure seamless integration with your agency’s carrier appointments. 

Q: Are these tools suitable for independent insurance agents and small businesses?

A: Absolutely. Many tools cater to the needs of an independent agent and small insurance agency. Many offer affordable pricing plans and scalable features to accommodate businesses of all sizes.

Q: How can data analytics benefit insurance agents?

A: Data analytics provide insights into customer behavior, enabling agents to create targeted digital marketing strategies. By understanding client preferences, agents can offer personalized policies, enhancing customer satisfaction and retention.


* Openly is not compensated by any of the products linked to within this article. The products are included as reference points only to get you started on your search for software solutions suitable for your insurance agency.  

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About the Author

Alyssa Little | Senior Content Strategist

Alyssa is the Senior Content Strategist at Openly, collaborating with industry thought leaders to provide insightful and informative content in the home insurance space. With over 15 years experience in content marketing strategy, copywriting, and editing, Alyssa has refined her expertise through her work at such companies as Gartner, Nike, and Trupanion. Alyssa holds a BA in History from the University of Puget Sound and an MA in Museum Studies from Newcastle University.

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