Twelve weeks to build and integrate what we estimate would traditionally take years.
A property & casualty insurance carrier outgrew an off-the-shelf platform that forced it to run its business the vendor’s way, and set out to replace it with a platform of its own. Its agent appointment process, controlling who’s authorized to do business on the carrier’s behalf, still ran manually through email and shared folders. We built the agent management system inside the carrier’s new platform in six weeks, then spent six more integrating it with the carrier’s policy management system and preparing it for production. The carrier owns it end-to-end.
A platform that didn’t fit, and a manual process that couldn’t scale.
An out-of-the-box platform that didn’t match the carrier’s process
The carrier had been running on a third-party insurance platform whose workflows and assumptions didn’t fit how the team wanted to operate. Quoting, underwriting, policy administration, and agent management all required the carrier to bend its process to the vendor’s product rather than the other way around. The carrier’s answer was to move onto a platform of its own.
Agent appointments managed by hand, in email
Agent appointments were managed manually through email and shared folders. Every credential, every license, every renewal lived in inboxes. There was no system enforcing it.
A process that wouldn’t scale with the business
The workflow made expiration tracking and audit trails dependent on manual follow-up, with no system-level enforcement when a document lapsed. As the carrier grew, the volume of appointments, renewals, and credential checks was already moving past what email and shared folders could absorb.
An agent management system the carrier owns end-to-end.
Self-service agent document portal
The portal lets every appointed agent upload and maintain their own credentialing documents inside the platform. Licenses, E&O coverage, carrier-specific paperwork, all stored, versioned, and tied to the agent record instead of scattered across inboxes.
Automated expiration monitoring and lockouts
The system tracks every document’s expiration date, sends automated reminders ahead of lapse, and automatically locks agents out of writing business the moment required documentation expires. Document requirements are enforced by the system, not by a person remembering to check.
Appointment manager dashboard and queues
A single dashboard gives operations staff queues for new appointments, renewals, expiring documents, and exceptions. What used to live in email threads becomes a workflow surface with full visibility for the team.
Built into the carrier’s own platform
Agent management is not a bolt-on. It was built directly into the carrier’s new platform alongside quoting, underwriting, and policy administration: an active, shared codebase with another engineering team and business users active in it, where every change had to respect the platform’s existing architecture, conventions, and security boundary.
Six weeks to build. Six weeks to integrate.
Weeks 1 to 6: Build
The agent portal, expiration monitoring and lockouts, and the appointment manager dashboard, built inside the carrier’s new platform alongside quoting, underwriting, and policy administration. Every change was reviewed before merge into the shared production codebase.
Weeks 7 to 12: Integrate
Integrating agent management with the carrier’s policy management system and its APIs, so the two work as a single platform.
Twelve weeks to production-ready. A system the carrier owns. Eligibility enforced automatically.
The agent management system was built in six weeks and integrated with the carrier’s policy management system in six more, work our engineers estimate would take a traditional team multiple years. This was production engineering, not a prototype: every change was reviewed before merge into the carrier’s shared production codebase, and the system was delivered production-ready. It is built to replace the manual email-and-folder process for agent management, and the carrier owns the data, the workflows, and the system.
- Built and integrated in 12 weeks, work our engineers estimate at multiple years on a traditional timeline
- Every change reviewed before merge into the carrier’s shared production codebase
- Agent management integrated with the carrier’s policy management system and its APIs, so the two work as a single platform
- Agent onboarding built to run from a system the team can work from, not email threads
- Document expirations enforced automatically: agents with lapsed documentation are locked out of writing business without manual intervention
- No separate vendor license for agent management
- No vendor lock-in: the carrier owns the agent management workflow, the data, and the logic
A system built around the carrier’s process, not a vendor’s roadmap.
The reason the prior platform didn’t fit is the same reason the custom system did: insurance carriers don’t all run the same way, and forcing a business onto a generic product creates friction that compounds over time. The agent management system was scoped to the carrier’s actual appointment process and credential requirements. AI carried the speed: requirements captured from every client conversation, the interface prototyped and put in front of stakeholders for feedback in days, coding and code-auditing agents running in parallel around the clock. Engineering judgment carried everything else: this was a regulated, shared codebase, and a timeline like this is only possible when an experienced team uses AI deliberately, not when AI is left to work alone.
“Without strong architecture and project management, this would have failed regardless of AI.”Soligence engineering lead on the build
Related: AI for insurance carriers · How we build custom systems · All case studies
Tell us about the platform you’re running on.
If your carrier is stuck on a third-party platform that doesn’t match how you run your business, or running critical workflows out of email and shared folders, we can scope what a custom replacement would look like.
Intro call
30 to 45 minutes. You describe the bottleneck; we tell you honestly whether AI is the right lever and what discovery would cover. No slide deck, just a working conversation.
Discovery
Two to four weeks. We interview your team and review the workflows, data, and controls, then deliver a readout, a written report on where AI can help, and a priced proposal: for each project, its cost, the result it targets, how you’ll measure it, and when you can expect to see results. Starts at $5K, credited in full toward project work that begins within 60 days.
Project work
Custom software and modernization by our AI Factory, the senior engineering team and agent workflows behind every custom system we ship. Structured as a fixed-scope sprint, a multi-phase build, an ongoing operations partnership, or fractional AI leadership.
Most AI Factory engagements follow this pattern. Solena is an annual subscription with its own path: a conversation, a demo, signing, then implementation and setup. See how we work.