Insurance Virtual Assistant
Renewals sorted. Claims followed up. You stay client-facing.
Built by brokers
We started in finance broking and know the paperwork pile first hand. Insurance brokers face the same one. This service exists to lift it off your desk.
Online when you are
Your VA works from the Philippines on Australian business hours. Insurers and clients get a reply during their own working day.
Dedicated manager
A success manager checks in regularly to make sure the partnership works. You always have someone to call when something needs attention.
Dedicated Insurance Virtual Assistants
Running an insurance agency means juggling claims, renewals, compliance paperwork, and client calls, back-to-back, often before lunch.
An insurance virtual assistant takes that admin off your plate.
At We Do VAs, we help you find the right support to process policies, chase claims, and keep your AMS current, so you can spend more time on the advice and relationships that actually need you.
What this gets you:
- A dedicated assistant trained on your AMS and your compliance process before they touch a live file
- Renewals that go out on time and claims that don’t stall in a queue
- One point of contact for insurers, underwriters and clients
What An Insurance Virtual Assistant Can Do
Policies move through a similar cycle no matter which insurer or class of business you write. A virtual assistant for insurance brokers will work alongside you at each stage, from start to finish.
New business & policy setup
- Collects client information and risk details for new applications
- Prepares quotes and compares cover across your panel
- Sets up policy files and enters data into your AMS
Renewals & mid-term adjustments
- Prepares renewal schedules and premium summaries
- Processes endorsements, cancellations and mid-term changes
- Sends renewal notices and follows up on outstanding responses
Claims support
- Lodges first notice of loss and gathers claim documentation
- Follows up with insurers, assessors and clients on claim status
- Checks policy coverage and helps prepare settlement paperwork
Ongoing client & compliance support
- Answers routine client enquiries and manages the inbox
- Keeps CRM and AMS records accurate and current
- Prepares compliance documentation and supports file reviews
Insurance brokers do more than just meet clients and write policies. To focus on the important stuff, you can hand off the admin work to VAs who understand your workflow.
Insurance Virtual Assistant Services We Offer
Our insurance broker VA services can operate independently or as part of a complete policy and claims handover. You define the scope, and we’re here to assist you.
New Business & Renewals Support
A missed renewal doesn't just create an awkward phone call. It can leave a client uninsured and leave you holding the risk. Your VA prepares and processes new business, renewals and endorsements in your broking platform, then chases clients for outstanding renewal information well before expiry. Certificates of Currency and policy documents get sent out on time, every time.
Client Communication
Nobody likes chasing an insurance broker for updates, and your clients shouldn't have to either. Your VA manages inquiries, follow-ups, and appointment scheduling, while also communicating with insurers and underwriters to keep every quote and claim progressing. Ensure your clients receive updates from you at every stage of the placement and claims process, not just when something goes wrong.
Claims Assistance
Claims are stressful enough without a paperwork black hole. Your insurance VA lodges and tracks claims until they are settled, follows up with insurers for updates, and ensures that any outstanding requirements are addressed. Keep your clients informed throughout the entire process with a VA who will update them on their insurance progress.
Data Entry & Organisation
A policy detail keyed in wrong or a note missed in the file causes real problems later (for both you and your client), especially at renewal or claim time. Your VA keeps client and policy records accurate across your CRM and updates files with correspondence, documents and notes as they land. This way, nothing gets lost or goes stale.
Compliance Support
Compliance requirements don't have to take up your afternoon. Your VA assists with FSG, PDS, and disclosure documentation and supports file compliance checks and audit requirements as they arise. This is the unglamorous work that keeps your agency audit-ready, and our virtual assistants for insurance agencies are ready to lend a hand.
Administrative Tasks
A missed renewal date or a misfiled diary note is the kind of small thing that turns into a real problem during an audit or a client complaint. Your VA manages your calendar, diarises renewal dates, keeps files organised and picks up general admin as it comes in so you’re always on the go when meeting with clients. Consider the admin tasks handled.
Marketing Support
The best marketing move for most agencies isn't a bigger campaign. Instead, it's about not overlooking renewal reminders or the opportunities to cross-sell that are already in the pipeline. A virtual assistant for insurance agencies can help with social media, email campaigns and client newsletters, timed around your renewal calendar.
Need more than one virtual assistant that specialises in insurance? No problem! We can assemble a small team to handle claims, renewals, and client communication. Whatever support you require, we’re here to assist.
Why Australian Insurance Agencies & Brokers Choose We Do VAs
Effective virtual assistants for insurance agencies don’t just tackle a list of tasks and stop there. Ours extend from admin to compliance language, so you can have complete support whenever you need it.
One dedicated person added to your team
Your VA works exclusively for your insurance agency. You’ll work with the same professional on renewals and claims every day, not a rotating pool.
You set the standard, We Follow It
Already have a process in place? Your VA follows your checklists, file notes and compliance steps. How the work gets done stays your call.
A success manager who regularly checks in
We like to check how everything’s going. That’s why we keep communication lines open. Regular reviews help us catch problems early.
Security beyond confidentiality clauses
Every virtual insurance assistant completes security training and works inside access-controlled systems before they ever open a policy file.
Find Your Best Match Insurance Virtual Assistant with WeDoVAs
- Tell Us Where It Hurts: A free consult to find out what’s eating your work week. Is it claims backlog, renewal admin, or just too many balls in the air?
- We Find Your VA Match: You get paired with a VA who’s already worked inside an AMS and understands a policy renewal cycle. We’ll never match you with someone learning insurance from scratch on your file.
- Onboarding, Done Right: Logins, provider portals and compliance checklists get set up before your VA touches a live policy. Better yet, even before their first day.
- They Get to Work: We conduct regular check-ins to ensure that renewals stay on track and claims progress smoothly, so there are no surprises for either party.
- Scale However You Need: Is your agency growing? You can increase support during renewal season and reduce it when workloads ease, without the need for contract renegotiation.
Platforms and Software Our Insurance Virtual Assistants Know
Most agencies operate on a select few systems, and our VAs are already familiar with most (if not all) of them.
But if your agency runs on something else entirely, that’s perfectly fine. We tailor onboarding to your specific software stack rather than assuming you’re using a standard list.
Virtual Assistants for Insurance Agencies that Care About Your Compliance & Data Security
Insurance files hold more than a name and address.
They often include sensitive information such as medical details, financial histories, and personal information about homes or family members.
Our virtual assistants for insurance agencies are trained to handle this information with the utmost care.
They work to the standards your agency already follows under the Privacy Act and the General Insurance Code of Practice. So when it comes to confidentiality agreements, security training and access-controlled systems, they’re not optional. Rather, they’re the baseline.
Insurance Virtual Assistant vs. In-House Hire
Insurance Virtual Assistant
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Cleared backlogs as it comes in
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Handle documentations (FSG, PDS, audits) from week one
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Scale capacity up and down with you
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Trained on your insurance admin platforms
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Up to 50-70% less than a local assistant salary
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No lock-in contract + scale as needed
In-House Assistant Hire
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Grows until the role is filled and trained
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Depends on the hire's prior insurance experience
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Fixed capacity regardless of workload
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Learns your systems on the job
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Full salary, super, leave and office overhead
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Ongoing commitment
Secure More Policies with an Insurance Virtual Assistant
Renewal season doesn’t have to slow you down.
Book a free consultation, and we’ll match you with an insurance virtual assistant who’s already in tune with AMS platforms, claims workflows, and compliance paperwork.
From there, your job is to advise clients and grow the agency. While ours is making sure nothing slips through the cracks.
Got Questions About Our Virtual Assistant Services for Insurance Agencies?
What is an insurance virtual assistant?
An insurance virtual assistant is a remote team member who supports an agency or brokerage with administrative tasks, claims processing, and compliance work. Their daily responsibilities include entering data into the Agency Management System (AMS), processing renewals, following up on claims, and communicating with clients.
This support enables firms and brokers to dedicate more time to offering professional advice and nurturing client relationships, which ultimately benefits their business end game.
What does a virtual assistant for insurance firms and brokers do daily?
Day to day, a virtual assistant for insurance agencies focuses on the specific stage of the policy or claims cycle that requires attention. This may involve processing renewals, following up on claims updates, or preparing compliance documentation.
The specific tasks will vary depending on what duties you have assigned to them.
What insurance tasks can't a virtual assistant do?
Virtual assistants for insurance brokers don’t assess risk, recommend cover, bind a policy or handle licensed advice.
Those decisions stay with your licensed brokers and agents.
The VA will handle the surrounding admin responsibilities like data entry, scheduling, documentation and client follow-ups.
How much does an insurance virtual assistant cost in Australia?
Pricing depends on the admin tasks, hours and experience level your agency needs.
It’s best to reach out to us through the form below, and our Success Manager will provide a quote around your actual workload, with renewal season spikes included.
Can an insurance virtual assistant work inside my existing AMS or CRM platform?
Yes, our virtual assistants for insurance brokers are trained on popular platforms such as WinBEAT, Sunrise Exchange, and Ebix Evolution.
We onboard our virtual assistants based on the systems you currently use, so when they start working with you, they are ready to hit the ground running.
How do you handle data security and confidentiality?
Every VA hired by We Do Virtual Assistants signs a confidentiality agreement, completes security training and works within access-controlled systems.
We treat your business with the same care and attention we would expect for our own. That’s why we make sure client and policy data get the same care you’d expect from an in-house hire.
How quickly can I get an insurance virtual assistant started?
Most clients are matched with their VA and can have them working within a few weeks after the initial consultation. The timeline depends on how quickly you confirm the onboarding details.
Is this suitable for a solo broker or a small agency?
Yes.
There’s no minimum headcount.
Actually, Solo brokers and small agencies make up a significant portion of the businesses we support.
How is this different from a mortgage broker VA?
While the core skill sets overlap, such as administration, CRM management, and client communication, the software, terminology, and compliance requirements differ.
If your business needs help in both areas, visit our mortgage broker virtual assistant page for more information.
Clear the Backlog While Growing the Books with Insurance Virtual Assistants from WeDoVAs
Renewal season doesn’t have to mean falling behind on everything else. Reach out to us, and we’ll match you with a virtual assistant who already knows AMS platforms, claims workflows and compliance paperwork.
From there, you’ll advise clients and grow your agency, while we ensure nothing falls through the cracks.
