Case Study: End-to-End Automation & Self-Service Web Apps for a Leading US Insurance Brokerage

A major US insurance brokerage faced mounting operational complexities—from policy management and commissions tracking to lead generation and CRM integrations. By partnering with Statistique, they transformed tedious, manual processes into a tightly integrated ecosystem of automations and self-service web applications. These solutions empowered employees to perform on-demand tasks such as PDF generation, data validation, and lead updates—dramatically reducing costs, error rates, and turnaround times.

Project Overview

• Client: One of the largest US insurance brokerage firms
• Objective: Streamline core workflows through automation and create user-friendly web apps for on-demand tasks
• Scope: A series of five interconnected automations covering policy billing, commissions tracking, lead management, and CRM updates, plus custom web applications for employees and agents

Key Automations & Deliverables

1. Policy Management & Billing Automation

1. Agent Data Submission
   Agents input new client information into a Google Sheet, triggering an automated data extraction process.
2. Dynamic Billing Calendars
   The system calculates exact billing reminders based on each client’s policy date and specific internal rules (e.g., Wednesday cycle), sending alerts five days in advance.
3. CRM & Personalized Outreach
   Each record flows into GoHighLevel (GHL), prompting targeted text messages and personalized, handwritten card orders on predefined schedules.
4. Fail-Safe Logging
   Any errors or exceptions are automatically captured, ensuring no client or billing event is missed.

Outcome:
Improved billing consistency, timely communication, and boosted customer satisfaction—leading to higher client retention rates.

2. Commissions Tracking & Reporting

1. Consolidated Data Gathering
   The system gathers records from three distinct Google Sheets and cross-verifies each record with GHL in real time.
2. Status Tagging & Error Checks
   Leveraging predefined rules, the system tags policies by stage and commission eligibility. Any mismatches or anomalies trigger instant alerts.
3. Comprehensive Oversight
   All relevant data is simultaneously updated in GHL and Google Sheets, providing transparency for both agents and management.
4. Automated Reporting
   Summaries of commissions owed, paid, and pending are generated automatically, eliminating the need for manual reconciliation.

Outcome:
A seamless, error-free commission tracking framework that builds trust among agents and saves significant administrative effort.

3. CRM Integration & Document Generation

1. GoHighLevel Sync
   New leads flow seamlessly from GHL, separated from agent-driven leads for clarity.
2. Address Verification with Melissa API
   Ensures each lead’s address is accurate and standardized before further processing.
3. PDF Automation & Google Drive Upload
   Based on five lead categories, the system instantly generates a tailored PDF for each record. The file is uploaded to Google Drive, and the shareable link is appended to the lead.
4. OptSoft Integration & Analytics
   Finalized leads are transferred to OptSoft, while descriptive stats—such as conversion rates and source distributions—populate Google Sheets for stakeholder review.

Outcome:
A unified lead-handling pipeline that boosts data quality, accelerates follow-ups, and provides invaluable insights into lead performance.

4. Lead Retrieval & Geographic Processing

1. Automated Email Parsing
   The system scans inbound emails for new leads, extracting contact and geographic details in real time.
2. Data Transformation & Territory Mapping
   Each lead is standardized and assigned to the correct territory or agent according to predefined geographical boundaries.
3. Google Sheets Integration
   Leads are automatically routed to dedicated sheets, eliminating manual sorting and assignment tasks.

Outcome:
Faster, more accurate lead distribution, allowing sales teams to respond swiftly and effectively.

5. Indeed Scraping & Government Portal Integration

1. Targeted Web Scraping
   Using specific filters, the system scrapes Indeed for prospective leads in the insurance sector.
2. State-by-State Portal Access
   Logs into secure government insurance portals, completes necessary form fills, and retrieves phone numbers for each lead.
3. Data Hygiene & De-Duplication
   Cleans and validates phone numbers, removing duplicates, before pushing updated records to Google Sheets.
4. Live Dashboards
   Real-time dashboards show progress on scraping activities, giving managers complete visibility into new lead generation.

Outcome:
A continuous inflow of qualified leads without the manual burden of data mining and verification, vastly expanding the brokerage’s sales funnel.

Self-Service Web Apps & Dashboards

In addition to behind-the-scenes automations, Statistique developed custom web applications to empower employees with on-demand capabilities, such as:

• PDF Generation Tools: Agents can initiate document creation directly through the web app without waiting for scheduled automation.
• Data Validation & Cleanup: Employees can trigger address and phone number verification on the fly, ensuring real-time accuracy.
• Progress Dashboards: Self-service analytics panels show key metrics and statuses—like lead assignments, billing reminders, and commission updates—enabling teams to make data-driven decisions instantly.

Benefit:
These user-friendly applications reduce dependence on IT queues, minimize turnaround times, and foster a culture of proactive problem-solving.

Measurable Business Benefits

• Cost & Time Savings: Automating repetitive tasks significantly cut staffing needs for data entry and manual checks.
• Improved Accuracy & Compliance: Automated validation steps and fail-safe logs ensure a near-zero rate of missed leads or billing oversights.
• Scalability & Growth: The architecture can handle increasing volumes of leads and policies without adding new headcount, supporting the firm’s expansion plans.
• Enhanced Employee & Client Experience: Self-service web apps offer agents immediate tools for document generation and data validation, while customers benefit from timely billing alerts and personalized outreach.

Why Statistique?

At Statistique, we specialize in blending automation, data analytics, and custom web application development into turnkey solutions for complex operations. From advanced scraping and CRM integrations to self-service dashboards and PDF generation, our tailored approach delivers immediate impact and sets the stage for sustainable growth.

Ready to unlock unprecedented efficiency in your insurance operations? Contact us to discover how our data-driven strategies can streamline workflows, reduce costs, and elevate the client experience.