Insurance Agents
April 16, 2024

The Time-Consuming Quoting Process: A Streamlined Roadmap for Insurance Agents

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Generating accurate and customized quotes is a crucial part of any real estate insurance agent's responsibilities within an insurance company. However, the traditional quoting process can be incredibly tedious and time-consuming, a widely recognized challenge across the insurance industry. 

With the average cost of homeowners insurance at $1,899 as of July 2022, according to Investopedia, and prices varying based on many factors, agents must consider a range of variables when compiling quotes. This results in a complex and inefficient system.


By taking a systematic approach to quote generation, property insurance agents can greatly reduce complexity, save time, and improve efficiency. Here is an actionable roadmap for streamlining the quoting process.

Understand Client Needs and Priorities

A client's financial situation, including their credit history, is essential in real estate insurance policy quotes. Just like a family medical history is often a crucial component in life insurance underwriting, for property insurance, an equivalent level of detail might encompass a history of property repairs, incidents, or claims, which can affect policy quotes.

Each client's unique need for property insurance involves a thorough risk assessment. This assessment will allow you to identify the financial risk involved in insuring their assets

When discussing homeowners insurance coverage with clients, it's essential to evaluate their expectations for homeowners insurance policies. This provides the foundation for an informed and tailored quote. Key questions to ask clients include:

  • What is your budget range for insurance coverage? Are you looking for the most minimal viable coverage or premium protection?
  • What assets are you looking to insure (e.g., tiny homes, rental properties, etc.)? What is their approximate value? You should also ask about personal belongings to determine personal property coverage levels within the homeowners insurance policy.
  • Are there any pre-existing conditions or risk factors we should consider (e.g., prior claims, renovations, security features, etc.)?
  • What level of liability coverage do you require? As Stessa notes, this is an especially important consideration for high-net-worth individuals, who may need to get a separate umbrella policy if their net worth exceeds the liability coverage limit of their insurance policy.
  • What additional riders or special covers do you need (flood, earthquake, etc.)? By examining historical data on local weather patterns and natural disaster occurrences, insurance carriers can better advise clients on specialty coverage options relevant to their property's location and history.

By clarifying the client's unique risk profile and coverage priorities upfront, agents can deliver quotes customized to each client's needs.  

Clients frequently have questions about their homeowners insurance company, specifically regarding claims satisfaction and customer service, which are pivotal to their confidence in the property insurance policy they choose.

Moreover, comparing home insurance quotes with clients fosters trust and transparency, particularly when explaining estimated replacement cost and how it affects their policy.

To maintain a competitive edge, an insurance underwriter or agent must have a thorough knowledge of policies from various home insurance companies. This includes understanding the nuances between homeowners coverage and additional policy options.

When a client inquires about the cheapest homeowners insurance companies, agents should be prepared to compare homeowners insurance quotes and explain the nuances that might affect premiums, such as actual cash value versus replacement cost or additional flood insurance protection.

This approach not only meets the client's needs for financial protection against potential property damage but also positions the agent as a reliable resource for homeowners insurance policies. 

Leverage Technology to Simplify Data Collection

Collecting all the relevant details to generate an accurate insurance quote can be time-intensive for an insurance agent. Leveraging technology, such as insurance quoting tools that integrate customer service management systems, expedites this process, allowing insurance providers to quote faster. 

  • Use mobile apps that allow clients to snap photos of their assets to be insured. This provides visual details that help determine accurate valuations.
  • Integrate databases that auto-populate information like property details, pre-existing risk factors, etc. This removes the need for time-consuming manual entry and ensures the homeowners insurance quote is generated quickly and precisely.
  • Use client portals to store documents like inspection reports and valuations securely. This creates a single source of truth.
  • Implement e-signature workflows to get required approvals digitally versus printing forms.
  • Ensure the system is compatible with homeowners insurance companies for seamless integration and insurance discounts.

By embracing cutting-edge insurance quoting software, insurance underwriters can transform the quoting process from a labor-intensive task to a more efficient and automated workflow. This eases the burden of manual data entry and calculation, creating a streamlined path to accurate quote generation. 

Consequently, insurance underwriters and agents can focus on more impactful activities such as client relations and business development. With these technological advancements, the quoting process becomes less of a time sink and more of an opportunity to enhance service quality.

Create Templates for Faster Quote Generation

Creating quotes from scratch for each new client is inefficient and can negatively impact customer retention. Instead, developing standardized templates tailored as needed is central to an efficient real estate quote process, significantly improving speed and accuracy.

Some best practices for creating effective quote templates include:

  • Build templates for your most common client archetypes and use cases. For example, templates for standard homeowner's insurance, small rental property insurance, specialty commercial insurance, and so on.
  • Use your existing CRM data to determine which coverage limits and policy features are most relevant to each template. Then, include these by default for faster adjustments.
  • Format templates with critical sections and input fields to reduce formatting time. Sections may include homeowners insurance policy elements like dwelling coverage, personal liability, and medical payments. Also include limits, exclusions, options, client details, property details, approval fields, etc.
  • Set up rules and validations to catch errors. For example, alert if the liability limit entered exceeds available coverage through your brokerage.
  • Address the most common homeowners insurance questions as part of the template design
  • Store templates in a centralized database and give internal team members access to leverage templates across clients.

Well-designed templates enable much faster quote generation while still allowing customization to meet the specific needs of each potential customer.

Prioritize High-Value Quotes

Not all quotes require the same level of effort. Agents can improve customer experience and internal efficiency by prioritizing high-value quotes and leveraging their time toward opportunities with more customers.


Some ways to identify high-value quotes include:

  • Segment your pipeline based on estimated commission value. Focus energy on larger commissions first.
  • Prioritize warm inbound leads who specifically requested a quote. De-prioritize unsolicited low-information leads.
  • Use CRM data to compare homeowners insurance quotes and spot potential cross-selling opportunities, like flood insurance through the National Flood Insurance Program.
  • Identify clients with multiple existing policies or risk factors. These quotes take precedence but have higher lifetime value.
  • Follow up urgently on time-sensitive quote requests to close a pending deal. Let prospects with no urgency wait.
  • Categorize quotes needed as renewals for existing clients. Renewals are faster and have a higher win likelihood.


By effectively evaluating and categorizing leads, you can focus on providing quotes with a higher likelihood of conversion. Efficient prioritization allows you to present precise and attractive homeowners insurance quotes to potential clients.

Continuously Optimize Your Process

Like any business process, quoting and underwriting should be continuously optimized. Some best practices include:

  • Identify bottlenecks slowing down your process by tracking quote stages, delays, and causes. Address weak points. Crafting templates based on typical homeowners insurance cover options can reduce the time spent on each homeowners policy.
  • Stay on top of insurance policies, regulations, and carrier guidelines so your quotes stay compliant. Being unaware can lead to errors.
  • Review a sample of declined quotes and identify areas for improvement—inaccurate details, missed requirements, presentation issues? Make necessary process tweaks.
  • Regularly update templates and data sources to speed up quoting with the latest information. Remove unused templates cluttering databases.
  • Keep an archive of policies from various homeowners insurance companies to enhance your understanding of competitive home insurance products.
  • Always verify replacement cost and actual cash value calculations to avoid discrepancies in the homeowners insurance quotes provided.
  • Automate additional manual processes over time to improve efficiency at each stage.
  • Ask clients for feedback on the quoting process to identify pain points and areas for improvement.
  • Reflect on feedback to improve the underwriting process and make necessary adjustments to reduce the manual processes further.


By constantly monitoring and enhancing your quoting process, you can deliver faster and more accurate quotes and win more business.

Key Takeaways

Generating customized insurance quotes efficiently is crucial for real estate agents. Following a streamlined, systematic process can significantly reduce complexity. Key takeaways include:

  • Understand client needs upfront before quoting to deliver relevant options.
  • Leverage technology to automate data collection and administrative tasks.
  • Develop standardized templates that can be tailored to specific clients.
  • Prioritize high-value quotes where you are most likely to win business.
  • Continuously monitor and optimize your quoting process over time.


Regular evaluations of policies are necessary to ensure they meet the property insurance policy standards clients expect. 

Implementing these best practices will increase efficiency, allowing you to produce more quotes in less time and accelerate growth. The quicker you can deliver informed quotes tailored to each client, the more deals you can close.

Final thoughts

Real estate agents, as financial professionals, must handle their clients' needs efficiently while mitigating financial risks. By leveraging technology, improving the quotation process, and continuously optimizing risk assessment techniques, insurance professionals can better streamline the quoting process to provide better service.

This post is for informational purposes only and does not serve as legal, financial, or tax advice. Consult your own legal, financial, or tax advisor for matters mentioned here. The information on this site is general in nature. Any description of coverage is necessarily simplified. Whether a particular loss is covered depends on the specific facts and the provisions, exclusions and limits of the actual policy. Nothing on this site alters the terms or conditions of any of our policies. You should read the policy for a complete description of coverage. Coverage options, limits, discounts, deductibles and other features are subject to individuals meeting our underwriting criteria and state availability. Not all features available in all states. Discounts may not apply to all coverages. Steadily is not liable for any actions taken based on this information. If you believe any of this information may be inaccurate please contact us.

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