Introduction
The insurance industry is experiencing a perfect storm of challenges. Customer expectations have skyrocketed—they want instant quotes, 24/7 service, and personalized communication. Meanwhile, agents are buried under mountains of paperwork, policy service requests, carrier communications, and compliance documentation that consume the majority of their working hours.
Here’s the stark reality: According to the 2026 Insurance Industry Workforce Study by LIMRA, the average insurance agent spends only 27% of their time selling. The remaining 73%? Administrative tasks, policy service, quoting, paperwork processing, and activities that generate zero commission.
The math is painful. If an insurance agent could spend just 10 additional hours per week on prospecting and client meetings, the potential income impact would be $75,000-$150,000 annually in additional commissions, depending on the line of business.
Enter insurance virtual assistants—specialized professionals who understand the unique demands of insurance sales and service, from carrier portals and agency management systems to compliance requirements and policy processing.
The virtual assistant market for insurance professionals has grown to $720 million in 2026, with the Independent Insurance Agents & Brokers of America (IIABA) reporting that agencies using VAs see an average 38% increase in new policy sales and 42% improvement in policy retention rates.
But insurance isn’t like other industries. You need virtual assistants who understand carrier portals, agency management systems, quoting platforms, licensing requirements, compliance documentation, and the nuanced differences between life, health, property & casualty, and Medicare markets.
This comprehensive guide covers the best virtual assistant services for insurance agents in the US for 2026. Whether you’re a solo life insurance agent, Medicare specialist, P&C agency owner, or multi-line producer, you’ll find the right VA solution here.
Why Insurance Agents Need Specialized Virtual Assistants
The Agent Time Crisis
According to the 2026 Reagan Consulting Agency Productivity Study:
| Activity | % of Time | Revenue Impact |
| Prospecting & sales calls | 15% | ✅ Direct revenue |
| Client meetings & presentations | 12% | ✅ Direct revenue |
| Quoting & proposals | 14% | ⚠️ Necessary but time-consuming |
| Policy service & changes | 18% | ❌ No new revenue |
| Paperwork & applications | 16% | ❌ Administrative |
| Email & phone management | 10% | ⚠️ Mixed |
| Carrier communication | 8% | ❌ Administrative |
| Compliance & documentation | 7% | ❌ Required but non-revenue |
Bottom line: Only 27% of an agent’s time generates new revenue.
The True Cost of Doing It Yourself
Consider a successful insurance agent with:
- $250,000 annual commission income
- 2,000 working hours per year
- Effective hourly value: $125/hour
| Administrative Task | Hours/Week | Annual Cost (Agent Time) |
| Policy service requests | 5 hours | $32,500 |
| Quoting & data entry | 4 hours | $26,000 |
| Email management | 3 hours | $19,500 |
| Carrier portal work | 3 hours | $19,500 |
| Paperwork processing | 3 hours | $19,500 |
| Scheduling & calendar | 2 hours | $13,000 |
| Follow-up tasks | 2 hours | $13,000 |
| Total | 22 hours | $143,000 |
A full-time VA costs $18,000-$36,000/year—a fraction of the opportunity cost.
The Capacity Ceiling
The 2026 Insurance Agent Benchmarking Study found:
| Metric | Without VA | With VA | Improvement |
| Policies written/month | 12 | 22 | +83% |
| Client households managed | 180 | 340 | +89% |
| Annual premium volume | $420K | $780K | +86% |
| Retention rate | 81% | 92% | +14% |
| Referrals received/month | 4 | 11 | +175% |
| Agent satisfaction | 58% | 87% | +50% |
What Insurance Virtual Assistants Can Handle
Sales Support
✅ Lead Management
- Lead follow-up calls and emails
- CRM data entry and updates
- Lead qualification
- Appointment scheduling
- Pipeline management
- Drip campaign coordination
✅ Quoting Support
- Quote requests from carriers
- Comparative rater data entry
- Quote compilation and formatting
- Proposal preparation
- Quote follow-up
✅ Sales Administration
- Application processing
- E-signature coordination
- Underwriting follow-up
- Policy delivery coordination
- Welcome packet preparation
Policy Service
✅ Client Service
- Policy change requests
- Endorsement processing
- Certificate of insurance (COI) issuance
- ID card requests
- Billing inquiries
- Claims intake and follow-up
✅ Renewals
- Renewal preparation
- Remarketing coordination
- Renewal follow-up calls
- Policy review scheduling
- Retention campaigns
✅ Documentation
- Policy file maintenance
- Document scanning and organization
- Carrier correspondence
- Compliance documentation
Marketing & Communication
✅ Client Communication
- Birthday and anniversary cards
- Policy anniversary outreach
- Cross-sell campaigns
- Newsletter distribution
- Review request follow-up
✅ Marketing Support
- Social media posting
- Email campaigns
- Event coordination
- Referral program management
- Client appreciation events
Administrative Support
✅ Operations
- Calendar management
- Email organization
- Travel arrangements
- Carrier portal navigation
- Commission tracking
- Licensing renewal reminders
Critical Requirements for Insurance Virtual Assistants
Industry Knowledge:
| Requirement | Why It Matters |
| Insurance Terminology | Understanding coverage types, policy terms |
| Line of Business Experience | P&C, Life, Health, Medicare differences |
| Carrier Knowledge | Understanding carrier processes and requirements |
| Licensing Awareness | Knowing what requires a license vs. what doesn’t |
| Compliance Understanding | Documentation and privacy requirements |
| Sales Process Knowledge | Supporting the insurance sales cycle |
Technology Proficiency:
Agency Management Systems:
- Applied Epic
- Hawksoft
- AMS360
- EZLynx
- NowCerts
- AgencyZoom
- QQCatalyst
- Agency Matrix
- Partner XE
CRM Platforms:
- AgencyBloc
- Radiusbob
- Salesforce
- HubSpot
- Zoho CRM
- Insureio
- VanillaSoft
Quoting & Rating:
- EZLynx Rating Engine
- TurboRater
- Comparative Rater
- Quote & Bind platforms
- Carrier quoting portals
Carrier Portals:
- Progressive
- Travelers
- Liberty Mutual
- Nationwide
- Hartford
- State Farm
- Allstate
- Major health carriers
- Medicare carrier systems
Medicare-Specific:
- Sunfire
- Connecture
- Availity
- Medicare.gov agent portal
- CMS HPMS
Licensing Considerations:
What VAs CAN Do (No License Required):
- ✅ Schedule appointments
- ✅ Gather client information
- ✅ Process paperwork
- ✅ Service existing policies
- ✅ Answer general questions
- ✅ Data entry in quoting systems
- ✅ Follow up on applications
What VAs CANNOT Do (License Required):
- ❌ Discuss specific coverage recommendations
- ❌ Explain policy provisions
- ❌ Quote or sell policies
- ❌ Provide advice on coverage needs
- ❌ Bind coverage
- ❌ Make coverage decisions
The 12 Best Virtual Assistant Services for Insurance Agents in 2026
1. InsuranceVA.io
🏆 Best Overall for Insurance Agents
Headquarters: Dallas, Texas
Overview: InsuranceVA.io has established itself as the premier virtual assistant service exclusively for insurance professionals. Founded by former agency owners and insurance industry veterans, they understand the insurance business from the inside out.
Every InsuranceVA assistant completes an extensive insurance training program covering agency management systems, carrier portals, policy processing, and compliance requirements. They serve over 2,200 insurance agencies and agents across the United States.
Lines of Business Served:
- Property & Casualty (Personal & Commercial)
- Life Insurance
- Health Insurance
- Medicare & Senior Products
- Benefits & Group Health
- Specialty Lines
- Excess & Surplus
- Bonds & Surety
Key Services:
| Category | Services |
| Sales Support | Lead follow-up, appointment setting, quote preparation, application processing |
| Policy Service | Endorsements, changes, COIs, billing inquiries, claims intake |
| Renewals | Renewal prep, remarketing, retention calls, policy reviews |
| Marketing | Email campaigns, social media, client appreciation, referral programs |
| Administration | Calendar, email, carrier communication, file maintenance |
| Compliance | Documentation, licensing reminders, file audits |
Technology Expertise:
| Category | Platforms |
| AMS | Applied Epic, Hawksoft, AMS360, EZLynx, NowCerts, QQCatalyst |
| CRM | AgencyBloc, Radiusbob, Salesforce, HubSpot, AgencyZoom |
| Rating | EZLynx, TurboRater, Comparative Raters |
| Carriers | All major P&C, Life, Health, and Medicare carriers |
| Medicare | Sunfire, Connecture, Medicare.gov, Availity |
| E-Signature | DocuSign, Adobe Sign, OneSpan |
Compliance & Security:
- ✅ NDA and confidentiality agreements
- ✅ Insurance industry compliance training
- ✅ Data security protocols
- ✅ Background checks on all VAs
- ✅ Secure communication channels
- ✅ HIPAA awareness (for health/Medicare)
- ✅ PII protection training
- ✅ E&O awareness training
Pricing (2026 Updated):
| Plan | Hours | Price/Month | Best For |
| Solo Agent | 20 hrs/week | $1,399 | Individual agents |
| Growing Agency | 30 hrs/week | $1,899 | Small agencies |
| Agency Pro | 40 hrs/week | $2,399 | Established agencies |
| Enterprise | Multiple VAs | Custom | Large agencies |
Includes: Industry training, software training, dedicated VA, backup support
Pros:
- ✅ 100% insurance-focused
- ✅ Comprehensive industry training
- ✅ All major AMS proficiency
- ✅ Carrier portal expertise
- ✅ All lines of business
- ✅ Dedicated VA model
- ✅ Strong compliance awareness
- ✅ Founded by insurance professionals
Cons:
- ❌ Premium pricing
- ❌ Philippines-based VAs (time zone consideration)
- ❌ Waitlist for specialized lines
- ❌ Initial training period for complex agency systems
Client Testimonial:
“InsuranceVA.io transformed my P&C agency. My VA handles all policy service, processes endorsements, issues COIs, and manages renewals. I’ve doubled my new business production because I finally have time to sell. She knows Applied Epic better than I do.” – Michael R., Agency Owner, Phoenix AZ
Why Choose InsuranceVA.io: If you want a VA service that truly understands insurance operations and speaks your language, InsuranceVA.io is the gold standard.
Website: insuranceva.io
2. AgencyVA
🏆 Best for P&C Insurance Agencies
Headquarters: Atlanta, Georgia
Overview: AgencyVA specializes in property & casualty insurance agencies, with deep expertise in personal and commercial lines. Their VAs understand the unique workflows of P&C agencies, from comparative rating to certificate management to claims processing.
Lines of Business Focus:
- Personal Lines Auto
- Homeowners
- Umbrella
- Commercial Package
- Commercial Auto
- Workers’ Compensation
- BOP (Business Owner’s Policy)
- Specialty Commercial
Key Services:
| Category | P&C-Specific Services |
| Quoting | Comparative rating, data entry, quote compilation, proposal creation |
| New Business | Application processing, submission to carriers, binding, policy issuance |
| Policy Service | Endorsements, cancellations, reinstatements, billing, changes |
| Certificates | COI issuance, certificate tracking, holder notifications |
| Renewals | Renewal processing, remarketing, renewal letters, retention |
| Claims | First notice of loss, claims follow-up, status updates |
AMS Expertise:
- Applied Epic
- Hawksoft
- AMS360
- EZLynx
- QQCatalyst
- NowCerts
- Partner XE
Rating Systems:
- EZLynx Rating Engine
- TurboRater
- ITC Comparative Rater
- Carrier quoting platforms
- Bridge systems
Major P&C Carrier Portals:
- Progressive
- Travelers
- Liberty Mutual
- Nationwide
- Hartford
- Safeco
- CNA
- AmTrust
- Employers
- BTIS
Pricing (2026 Updated):
| Plan | Hours | Price/Month | Best For |
| Personal Lines | 20 hrs/week | $1,299 | Personal lines focus |
| Commercial | 30 hrs/week | $1,699 | Commercial lines |
| Full Agency | 40 hrs/week | $2,199 | Mixed book |
| Multi-VA | Multiple VAs | Custom | Large agencies |
Pros:
- ✅ P&C insurance specialization
- ✅ Comparative rating expertise
- ✅ COI management
- ✅ Commercial lines experience
- ✅ Claims processing support
- ✅ Carrier portal proficiency
- ✅ Remarketing capabilities
Cons:
- ❌ P&C focus (limited life/health)
- ❌ Offshore VAs
- ❌ Complex commercial may need guidance
- ❌ Premium pricing for commercial specialists
Client Testimonial:
“AgencyVA handles all our personal lines service and renewals. My VA processes 50+ endorsements per week, issues certificates instantly, and manages our entire renewal pipeline. Our retention rate went from 84% to 93% in one year.” – Jennifer K., P&C Agency Owner, Denver CO
Website: agencyva.com
3. Medicare VA Pros
🏆 Best for Medicare & Senior Market Agents
Headquarters: Tampa, Florida
Overview: Medicare VA Pros focuses exclusively on Medicare and senior market insurance agents. Their VAs understand the unique requirements of Medicare sales, including CMS compliance, enrollment periods, carrier certifications, and the senior client demographic.
Lines of Business:
- Medicare Advantage
- Medicare Supplements
- Prescription Drug Plans (PDP)
- Dental/Vision/Hearing (DVH)
- Hospital Indemnity
- Final Expense
- Annuities (administrative support)
Key Services:
| Category | Medicare-Specific Services |
| Lead Management | Lead follow-up, appointment scheduling, T65 outreach, aging-in lists |
| Enrollment Support | Application processing, enrollment verification, confirmation calls |
| Compliance | SOA documentation, call recordings organization, CMS compliance |
| Carrier Coordination | Carrier portal navigation, commission tracking, certification tracking |
| Client Service | Plan questions (non-advisory), ID cards, billing issues, provider lookups |
| Retention | AEP/OEP outreach, plan review scheduling, retention campaigns |
Medicare Platform Expertise:
- Sunfire
- Connecture
- Availity
- Medicare.gov agent portal
- Carrier enrollment platforms (UHC, Humana, Aetna, Anthem, Cigna)
- AgencyBloc (Medicare-specific)
- MedicareCENTER
- CSG Actuarial
Compliance & CMS Awareness:
- ✅ CMS marketing guidelines training
- ✅ SOA (Scope of Appointment) processing
- ✅ Call recording organization
- ✅ Enrollment period awareness (AEP, OEP, SEP, IEP)
- ✅ Compliant communication protocols
- ✅ Senior-appropriate communication training
Pricing (2026 Updated):
| Plan | Hours | Price/Month | Best For |
| Solo Agent | 20 hrs/week | $1,299 | Individual Medicare agents |
| AEP Boost | 30 hrs/week | $1,799 | Growing Medicare practice |
| Medicare Pro | 40 hrs/week | $2,299 | High-volume Medicare agency |
| AEP Surge | Seasonal | Custom | AEP/OEP peak support |
AEP Seasonal Packages Available (October-December)
Pros:
- ✅ 100% Medicare focused
- ✅ CMS compliance awareness
- ✅ Enrollment period expertise
- ✅ Senior market communication training
- ✅ All major Medicare carrier portals
- ✅ Seasonal scaling for AEP
- ✅ SOA processing support
Cons:
- ❌ Medicare only (no P&C or other lines)
- ❌ Offshore VAs
- ❌ High demand during AEP (book early)
- ❌ Cannot provide plan advice (compliance)
Client Testimonial:
“Medicare VA Pros is essential for my Medicare practice. During AEP, my VA processes all applications, handles SOA documentation, follows up on pending enrollments, and keeps my pipeline organized. I enrolled 40% more clients last AEP because I could focus purely on selling.” – Robert T., Medicare Agent, Orlando FL
Website: medicarevapros.com
4. Life Insurance VA
🏆 Best for Life Insurance Agents
Headquarters: Chicago, Illinois
Overview: Life Insurance VA specializes in supporting life insurance agents, IMOs, and BGAs. Their VAs understand life insurance underwriting, case management, and the unique sales cycle of life and annuity products.
Lines of Business:
- Term Life
- Whole Life
- Universal Life
- Indexed Universal Life (IUL)
- Final Expense
- Annuities
- Long-Term Care
- Disability Insurance
Key Services:
| Category | Life Insurance-Specific Services |
| New Business | Application processing, e-app support, case submission |
| Underwriting Support | APS ordering, requirements follow-up, paramed scheduling |
| Case Management | Pipeline tracking, status updates, underwriting communication |
| Commissions | Commission tracking, statement reconciliation, advance tracking |
| Policy Delivery | Delivery coordination, policy review scheduling, delivery receipts |
| Conservation | Lapse prevention, reinstatement processing, premium reminders |
Platform Expertise:
- iPipeline
- Firelight
- iGO (Insurance Technologies)
- SureLC
- EZ-Data
- Ebix SmartOffice
- AgencyBloc
- Insureio
- Life insurance carrier portals
Carrier Portal Experience:
- Mutual of Omaha
- Transamerica
- Prudential
- Lincoln Financial
- Pacific Life
- John Hancock
- Nationwide
- Principal
- Securian
- Global Atlantic
Pricing (2026 Updated):
| Plan | Hours | Price/Month | Best For |
| Agent | 20 hrs/week | $1,349 | Solo life agents |
| Producer | 30 hrs/week | $1,799 | Growing producers |
| Agency | 40 hrs/week | $2,299 | Life agencies/IMOs |
| IMO/BGA | Multiple VAs | Custom | Large organizations |
Pros:
- ✅ Life insurance specialization
- ✅ Underwriting process expertise
- ✅ Case management proficiency
- ✅ Carrier portal navigation
- ✅ Commission tracking
- ✅ Pipeline management
- ✅ E-app support
Cons:
- ❌ Life/annuity focus only
- ❌ Offshore VAs
- ❌ Complex UW cases need agent involvement
- ❌ Cannot provide product advice
Client Testimonial:
“My Life Insurance VA manages my entire case pipeline. She orders APS, schedules parameds, follows up on requirements, and tracks every case to issue. My placement ratio improved from 72% to 89% because nothing falls through the cracks.” – Amanda S., Life Insurance Agent, Houston TX
Website: lifeinsuranceva.com
5. MyOutDesk (Insurance Division)
🏆 Best Value Full-Time Insurance VA
Headquarters: Sacramento, California
Overview: MyOutDesk’s Insurance Division provides full-time dedicated virtual assistants trained for insurance agency operations. Known for excellent value, they offer comprehensive onboarding and industry-specific training.
Lines of Business:
- All lines of insurance
- P&C (personal and commercial)
- Life and health
- Benefits
- Medicare
Key Services:
- Lead follow-up and management
- Policy service and changes
- Quote processing
- Application support
- CRM data entry
- Email and calendar management
- Renewal processing
- Client communication
Technology Proficiency:
- Applied Epic
- Hawksoft
- EZLynx
- AgencyBloc
- Salesforce
- Major carrier portals
Pricing (2026 Updated):
| Plan | Hours | Price/Month |
| Full-Time | 40 hrs/week | $2,088 |
| Part-Time | 20 hrs/week | $1,188 |
Pros:
- ✅ Excellent value for full-time
- ✅ Industry training included
- ✅ Dedicated VA model
- ✅ All lines of business
- ✅ Strong company reputation
- ✅ Proven track record
Cons:
- ❌ Philippines-based
- ❌ Less specialized than insurance-only providers
- ❌ May need additional training
- ❌ Time zone considerations
Website: myoutdesk.com
6. Lava Automation (Insurance VA)
🏆 Best for Tech-Forward Agencies
Headquarters: Austin, Texas
Overview: Lava Automation combines virtual assistants with automation technology for insurance agencies. Their hybrid approach uses VAs plus automated workflows to maximize efficiency.
Key Services:
VA + Automation:
- Automated lead distribution + VA follow-up
- Triggered email sequences + VA phone calls
- Automated renewals alerts + VA processing
- Workflow automation + VA exception handling
- AI-assisted quoting + VA review
Technology Integration:
- Zapier automations
- Agency management system workflows
- CRM automation
- Email automation
- Text messaging platforms
Pricing (2026 Updated):
| Plan | Includes | Price/Month |
| Starter | 20 hrs VA + basic automation | $1,199 |
| Growth | 40 hrs VA + advanced automation | $1,999 |
| Scale | Multiple VAs + full automation | Custom |
Pros:
- ✅ VA + automation hybrid
- ✅ Technology-forward
- ✅ Workflow optimization
- ✅ Efficiency gains
- ✅ Modern approach
Cons:
- ❌ Automation setup required
- ❌ Less hands-on support
- ❌ Newer company
- ❌ May be complex for some
Website: lavaautomation.com
7. Virtual Insurance Pro (VIP)
🏆 Best for Independent Agents
Headquarters: Nashville, Tennessee
Overview: Virtual Insurance Pro (VIP) focuses on supporting independent insurance agents who need flexible, scalable support without the overhead of employees or large agency infrastructure.
Key Services:
Agent Support:
- Lead management and follow-up
- Quote preparation and delivery
- Application processing
- Policy service requests
- Renewal management
- Marketing support
- Calendar and scheduling
Independence-Focused:
- Works with multiple carriers
- Supports agent-owned books
- Flexible hour packages
- No long-term contracts
- Scales with your production
Pricing (2026 Updated):
| Plan | Hours/Month | Price |
| Starter | 40 hours | $699 |
| Professional | 80 hours | $1,299 |
| Premium | 160 hours | $2,399 |
| Unlimited | Full-time | $2,999 |
Pros:
- ✅ Designed for independents
- ✅ Flexible packages
- ✅ No contracts
- ✅ Affordable entry point
- ✅ Multi-carrier support
Cons:
- ❌ Less deep specialization
- ❌ May need more direction
- ❌ Smaller company
- ❌ Variable quality
Website: virtualinsurancepro.com
8. Health Insurance VA
🏆 Best for Health Insurance & Benefits Agents
Headquarters: Denver, Colorado
Overview: Health Insurance VA specializes in health insurance agents and benefits brokers, with expertise in individual health, group benefits, and ACA marketplace plans.
Lines of Business:
- Individual Health (ACA)
- Group Health Benefits
- Ancillary Benefits
- Dental/Vision
- Short-Term Health
- Health Sharing Plans
Key Services:
| Category | Health Insurance Services |
| Individual | Marketplace applications, SEP processing, carrier enrollment |
| Group | Census processing, renewal coordination, enrollment support |
| Benefits | Open enrollment support, employee communication, plan summaries |
| Service | ID cards, billing issues, provider network questions, claims status |
| Compliance | ACA documentation, HIPAA awareness, SBC distribution |
Platform Expertise:
- Healthcare.gov agent portal
- State marketplace portals
- Carrier group portals
- BenefitFocus
- Employee Navigator
- Ease
- Zywave
- Aflac enrollment platforms
Pricing (2026 Updated):
| Plan | Hours | Price/Month |
| Individual Agent | 20 hrs/week | $1,249 |
| Benefits Broker | 30 hrs/week | $1,699 |
| Agency | 40 hrs/week | $2,149 |
| OEP Surge | Seasonal | Custom |
Pros:
- ✅ Health insurance specialization
- ✅ ACA/marketplace expertise
- ✅ Group benefits experience
- ✅ HIPAA awareness
- ✅ Open enrollment support
- ✅ Benefits platform proficiency
Cons:
- ❌ Health-focused only
- ❌ Offshore VAs
- ❌ Limited P&C support
- ❌ Peak season pricing
Website: healthinsuranceva.com
9. Smith.ai (Insurance)
🏆 Best for Lead Intake & Phone Answering
Headquarters: Los Altos, California
Overview: Smith.ai provides virtual receptionist and lead intake services for insurance agents. They’re excellent for handling incoming prospect calls, qualifying leads, and scheduling appointments.
Key Services:
Call Handling:
- Live call answering
- Lead qualification
- Appointment scheduling
- Quote request intake
- After-hours coverage
- Overflow call handling
- Outbound calling
Insurance-Specific:
- Insurance lead qualification
- Basic coverage questions (scripted)
- Policy inquiry routing
- Claims call intake
- Carrier call handling
Pricing (2026 Updated):
| Plan | Calls/Month | Price |
| Starter | 30 calls | $285 |
| Basic | 60 calls | $525 |
| Pro | 120 calls | $975 |
| Enterprise | Unlimited | Custom |
Pros:
- ✅ Professional call answering
- ✅ Lead qualification
- ✅ 24/7 options available
- ✅ CRM integrations
- ✅ Bilingual support
- ✅ Outbound calling
Cons:
- ❌ Call answering only
- ❌ Per-call pricing
- ❌ Not for policy service
- ❌ Limited insurance training
Website: smith.ai
10. Wing (Insurance)
🏆 Best Budget Full-Time Option
Headquarters: San Francisco, California
Overview: Wing Assistant offers affordable full-time dedicated VAs who can be trained for insurance agency support. Best for agents who can provide their own training on industry-specific tasks.
Key Services:
- Lead follow-up
- CRM data entry
- Email management
- Calendar scheduling
- Document organization
- Policy filing
- Client communication
- Basic administrative tasks
Pricing (2026 Updated):
| Plan | Hours | Price/Month |
| Part-Time | 4 hrs/day | $649 |
| Full-Time | 8 hrs/day | $999 |
| Full-Time Pro | 8 hrs/day | $1,399 |
Pros:
- ✅ Most affordable full-time option
- ✅ Dedicated assistant
- ✅ User-friendly app
- ✅ No contracts
- ✅ Quick matching
Cons:
- ❌ No insurance training
- ❌ Requires significant training from you
- ❌ Philippines-based
- ❌ Variable quality
- ❌ Limited carrier portal experience
Website: wingassistant.com
11. Belay (Insurance)
🏆 Best US-Based Premium Option
Headquarters: Atlanta, Georgia
Overview: Belay provides 100% US-based virtual assistants with insurance industry experience. For agents who specifically need an American VA for client communication and cultural alignment, Belay delivers premium quality.
Key Services:
- Client communication
- Calendar management
- Email organization
- Document preparation
- CRM updates
- Administrative support
- Travel coordination
Pricing (2026 Updated):
| Plan | Hours | Price/Month |
| Part-Time | ~30 hrs/month | $1,780 |
| Part-Time Plus | ~45 hrs/month | $2,400 |
| Full-Time | ~80 hrs/month | $3,600 |
Pros:
- ✅ 100% US-based
- ✅ Premium quality
- ✅ No time zone issues
- ✅ Client-facing excellence
- ✅ Long-term partnerships
Cons:
- ❌ Significantly higher pricing
- ❌ Less insurance-specific
- ❌ May need industry training
- ❌ Minimum commitment
Website: belaysolutions.com
12. IVAA (Insurance Virtual Assistant Association)
🏆 Best for Finding Independent Insurance VAs
Headquarters: Scottsdale, Arizona
Overview: IVAA is an association and directory of independent virtual assistants specializing in insurance. Rather than a VA company, they connect you with vetted independent contractors who specialize in insurance support.
How It Works:
- Search their directory of insurance VAs
- Review profiles and experience
- Interview and select your VA
- Hire directly (no agency fees)
- VA works as your contractor
Finding VAs With:
- Specific AMS experience
- Line of business expertise
- Carrier portal knowledge
- US-based or offshore options
- Various pricing levels
Pricing:
| Model | Cost |
| Directory Access | Free |
| VA Rates | $15-$50/hour (varies) |
| Direct Relationship | No agency markup |
Pros:
- ✅ Insurance-specialized VAs
- ✅ No agency fees
- ✅ Direct relationship
- ✅ Custom selection
- ✅ Vetted professionals
Cons:
- ❌ You manage everything
- ❌ No company backup
- ❌ Quality varies
- ❌ More work to find right fit
- ❌ No training/onboarding support
Website: ivaanetwork.com
Comparison: Best Insurance VA Services 2026
| Service | Best For | Lines | Starting Price | Location | Rating |
| InsuranceVA.io | Overall | All | $1,399/mo | Philippines | 4.9/5 |
| AgencyVA | P&C Agencies | P&C | $1,299/mo | Philippines | 4.8/5 |
| Medicare VA Pros | Medicare | Medicare | $1,299/mo | Philippines | 4.8/5 |
| Life Insurance VA | Life/Annuity | Life | $1,349/mo | Philippines | 4.7/5 |
| MyOutDesk | Full-Time Value | All | $1,188/mo | Philippines | 4.5/5 |
| Lava Automation | Tech-Forward | All | $1,199/mo | Mixed | 4.5/5 |
| Virtual Insurance Pro | Independents | All | $699/mo | Philippines | 4.4/5 |
| Health Insurance VA | Health/Benefits | Health | $1,249/mo | Philippines | 4.6/5 |
| Smith.ai | Lead Intake | All | $285/mo | US | 4.5/5 |
| Wing | Budget | All | $649/mo | Philippines | 4.2/5 |
| Belay | US Premium | All | $1,780/mo | US | 4.6/5 |
| IVAA | Independent VAs | All | $15+/hr | Varies | 4.3/5 |
Which Insurance VA Service Should You Choose?
By Line of Business:
| Your Focus | Best Choice | Why |
| P&C (Personal) | AgencyVA or InsuranceVA.io | P&C specialization |
| P&C (Commercial) | AgencyVA | Commercial lines expertise |
| Medicare | Medicare VA Pros | CMS compliance, senior market |
| Life Insurance | Life Insurance VA | Underwriting, case management |
| Health/Benefits | Health Insurance VA | ACA, group benefits |
| Multi-Line | InsuranceVA.io | All lines coverage |
| Independent Agent | Virtual Insurance Pro | Flexibility, affordability |
By Primary Need:
| Your Biggest Challenge | Recommended Service |
| Policy service overload | InsuranceVA.io, AgencyVA |
| Lead follow-up | Smith.ai + InsuranceVA.io |
| Medicare enrollment | Medicare VA Pros |
| Life case management | Life Insurance VA |
| Full-time on budget | MyOutDesk or Wing |
| US-based requirement | Belay or Smith.ai |
| Renewals and retention | AgencyVA, InsuranceVA.io |
| Quoting and proposals | AgencyVA, InsuranceVA.io |
By Budget:
| Monthly Budget | Recommended Approach |
| Under $750 | Wing, Virtual Insurance Pro |
| $750-$1,250 | MyOutDesk Part-Time |
| $1,250-$1,750 | InsuranceVA.io, AgencyVA, Medicare VA Pros |
| $1,750-$2,500 | InsuranceVA.io Full, AgencyVA Full |
| $2,500+ | InsuranceVA.io + Smith.ai, Belay |
By Agency Size:
| Agency Size | Recommended Setup |
| Solo Agent | One VA (20-30 hrs/week) |
| 2-3 Producers | One full-time VA |
| 4-7 Producers | 2 VAs (split service/sales support) |
| 8+ Producers | VA team + receptionist service |
Implementing an Insurance VA: Best Practices
Phase 1: Preparation (Weeks 1-2)
Technology Setup:
- ✅ Create VA user accounts in AMS
- ✅ Set up carrier portal access (as appropriate)
- ✅ Create VA email address
- ✅ Establish secure file sharing
- ✅ Set up phone extension/system access
Documentation:
- ✅ Document policy service procedures
- ✅ Create quoting checklists
- ✅ Outline renewal process
- ✅ List carrier-specific requirements
- ✅ Compile template library
Compliance Considerations:
- ✅ Execute NDA/confidentiality agreement
- ✅ Review licensing requirements
- ✅ Establish supervision protocols
- ✅ Document what VA can/cannot do
Phase 2: Onboarding (Weeks 2-4)
Training Priorities:
- Your agency management system
- Primary carrier portals
- Policy service procedures
- Communication standards
- Client documentation
Start With:
- Policy change requests
- Certificate issuance
- Client scheduling
- Email management
- Document filing
Phase 3: Optimization (Months 2-3)
Expand Responsibilities:
- Renewal processing
- Quote preparation
- Application support
- Marketing campaigns
- Lead follow-up
Communication Rhythm:
| Frequency | Activity |
| Daily | Quick status updates |
| Weekly | 30-minute planning call |
| Monthly | Performance review |
| Quarterly | Role expansion planning |
Phase 4: Scale (Months 4+)
Consider Adding:
- Second VA for volume
- Specialized VA (renewals, commercial)
- Receptionist service for leads
- Marketing VA
What Insurance VAs Can and Cannot Do
Licensing Boundaries:
| ✅ VAs CAN (No License) | ❌ VAs CANNOT (License Required) |
| Schedule appointments | Recommend coverage types |
| Gather client information | Explain policy provisions |
| Process paperwork | Quote or sell policies |
| Service existing policies | Provide coverage advice |
| Answer general questions | Discuss coverage needs |
| Enter data in quoting systems | Bind coverage |
| Follow up on applications | Make coverage decisions |
| Issue certificates (COIs) | Modify coverage without direction |
| Process endorsements (as directed) | Advise on claims coverage |
The Supervision Requirement:
All insurance VA activities must be:
- Under licensed agent supervision
- Following documented procedures
- Limited to administrative functions
- Subject to agent review and approval
Technology Stack for Insurance VAs
Essential Integrations:
| System | Purpose | Top Platforms |
| AMS | Central hub for policies | Applied, Hawksoft, EZLynx |
| CRM | Lead and client tracking | AgencyBloc, Radiusbob, HubSpot |
| Rating | Comparative quoting | EZLynx, TurboRater |
| E-Signature | Application processing | DocuSign, Adobe Sign |
| Communication | Team coordination | Slack, Microsoft Teams |
| Documents | File management | ShareFile, Google Drive |
| Phone | Call handling | RingCentral, Nextiva, Dialpad |
| Video | Meetings | Zoom, Microsoft Teams |
Workflow Automation:
Use automations to:
- Alert VA when lead comes in
- Trigger renewal reminders
- Notify of policy changes
- Route service requests
- Update CRM from AMS
- Send automated follow-ups
ROI Calculator: Insurance VAs
Calculate Your Potential Benefit:
Step 1: Your Effective Hourly Value
Annual Commission ÷ Selling Hours Example: $200,000 ÷ 1,000 selling hours = $200/hour
Step 2: Hours Lost to Admin Tasks (weekly)
Example: 20 hours
Step 3: Annual Lost Opportunity
20 hours × $200 × 50 weeks = $200,000
Step 4: VA Cost
Full-time VA: $2,000/month × 12 = $24,000
Step 5: Net Potential Benefit
$200,000 – $24,000 = $176,000 potential benefit
Even recapturing 30% of that time for selling yields significant ROI.
Real Production Impact:
| Metric | Before VA | After VA | Impact |
| Selling hours/week | 10 | 25 | +150% |
| New policies/month | 8 | 18 | +125% |
| Renewal retention | 82% | 91% | +11% |
| Cross-sell rate | 12% | 28% | +133% |
| Referrals/month | 3 | 9 | +200% |
Frequently Asked Questions
Q: Do I need to provide a license for my VA?
A: No. VAs perform administrative tasks that don’t require a license. They cannot sell, advise on coverage, or bind policies—those activities require a license.
Q: Can my VA access carrier portals?
A: Yes, most carrier portals allow authorized agency staff access. Work with your carriers to set up appropriate access levels for your VA.
Q: How do I ensure compliance with an offshore VA?
A: Execute NDAs, provide compliance training, limit access to appropriate functions, document supervision, and follow your state’s regulations on outsourcing.
Q: What about E&O concerns?
A: Your E&O policy typically covers authorized staff activities. VAs working under your supervision are generally covered. Confirm with your E&O carrier and maintain proper documentation.
Q: Can a VA help during AEP (Medicare) or Open Enrollment?
A: Absolutely! Many Medicare agents bring on additional VA support specifically for AEP. Medicare VA Pros and others offer seasonal packages.
Q: How quickly can a VA learn my agency management system?
A: With proper training, VAs can become proficient in most AMS platforms within 2-4 weeks. Companies like InsuranceVA.io pre-train on major platforms.
Q: Should I use a US-based or offshore VA?
A: It depends on needs:
- US-based: Client calls, complex communication, cultural nuance
- Offshore: Administrative tasks, data entry, policy processing (lower cost)
Conclusion
Insurance virtual assistants have become essential infrastructure for successful agents and agencies in 2026. With agents spending nearly 75% of their time on non-selling activities, VAs offer a proven solution to reclaim time, increase production, and build sustainable businesses.
Our 2026 Top Picks:
🥇 Best Overall: InsuranceVA.io – Purpose-built for insurance
🥈 Best for P&C: AgencyVA – Property & casualty expertise
🥉 Best for Medicare: Medicare VA Pros – CMS compliance focus
⭐ Best for Life: Life Insurance VA – Underwriting and case management
⭐ Best Value: MyOutDesk – Affordable full-time
⭐ Best US-Based: Belay Solutions – Premium American VAs
The Bottom Line:
Every hour you spend on policy service, paperwork, and administration is an hour you’re NOT spending selling. Insurance VAs let you be a salesperson again—not an administrator.
Choose an industry-specialized service, start with high-impact tasks, and watch your production soar.
Ready to Transform Your Insurance Business?
Select an insurance VA service, schedule a consultation, and start delegating this month. Your commission statement—and your sanity—will thank you.
Have experience with insurance virtual assistants? Share your story in the comments!
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