Chasing underwriters, sending renewal letters and tidying the CRM is not what you are paid for, but it is where a surprising amount of your week disappears. We are a New Zealand based admin team who already know the insurer portals, the quoting systems and the adviser CRMs. Insurance is where we started, and it is still where most of our team’s experience sits.
We already understand how your business runs
Most admin support has to be taught the industry before it can be useful. We do not. Our team has been supporting New Zealand insurance brokers and risk advisers since 2017, so we already know what an application looks like when it stalls, what an underwriter needs before they will move, and why a renewal letter cannot wait until next week.
We work as an extension of your business rather than an outsourced service, under your own company domain, with clear communication and confidentiality throughout.
What we take off your desk
Every adviser works differently, so treat this as a starting point rather than a fixed menu. Most brokers begin with two or three of these and add more once they see the time come back.
- Following up underwriting and applications until you have a decision
- Sending annual review and renewal letters
- Client servicing, updates and the calls you keep meaning to return
- Creating risk quotes and Fire & General quotes
- Keeping your CRM accurate and up to date
- Arrears and lapse follow ups
- Booking appointments and managing your diary
- Answering your phone, so your clients get a person rather than voicemail
- Preparing your compliance documentation
- Managing your inbox and organising your files
- Building workflows and SOP manuals, so your business runs the same way every time
Insurer portals and systems we already know
This is where most of the training cost usually goes, and it is where we save you the most.
Risk and life
AIA, Asteron Life, Chubb Life, Fidelity Life, nib, Partners Life and Resolution Life.
Fire and General
Vero and NZI.
Investment and KiwiSaver
Booster, Generate and Select Wealth Management.
Quoting platforms
QuoteMonster, and insurer portals.
CRM and document systems
Trail, Xplan, MyCRM, TAP, Salesforce, Google Drive, OneDrive, Dropbox, and SharePoint.
If your system is not on this list, that is usually fine. We pick up new platforms quickly and we have done it plenty of times. What takes months to learn is the industry itself, and we already have that.
You are getting a team, not a single person
This is the risk with hiring one virtual assistant on their own. They get sick, they take leave, they eventually move on, and you are back doing your own admin with no notice and no handover.
Our insurance team is several people deep. Your processes are documented as we go, so another trained team member can step in when they need to. You get one consistent point of contact day to day, with the backup of a wider team behind them.
What gave me all the confidence and peace of mind was knowing the experience the team has, and therefore being able to pick up any tasks required and understanding what to do next. Ellice has a very good understanding of CRMs and what pain points advisers have.
Willi Olsen, LifeCovered
Why advisers use us rather than hiring
Hiring an admin person costs you a salary, PAYE, KiwiSaver, holiday pay, sick leave, equipment, and the weeks it takes before they are useful. Then you carry that cost through the quiet months too.
- You pay for the hours you use, not the hours someone sits at a desk
- No PAYE, no leave liability, no equipment, no recruitment
- Trained backup cover, so you are never stuck
- Change your hours or cancel with one month’s notice
- New Zealand based, on New Zealand time, and your clients hear a New Zealand voice on the phone
How it starts
- A free 15 minute chat. No pitch. We work out whether this is a fit and roughly how many hours you would need.
- Handover session. We go through your processes, your systems and how you want to work. Logins are shared securely through LastPass. We set up an email address on your own company domain so we look like part of your team, because we are.
- You choose how to give us work. Email, WhatsApp, Teams, Planner, Trello, or straight through your CRM’s activity tab. Whatever you already use.
- We start. Most advisers begin with 10 to 20 hours a month and increase from there.
Common questions from insurance brokers
Is my client data safe?
Yes. We work under a signed contract and confidentiality agreement, we follow New Zealand privacy and compliance standards, and logins are shared through LastPass rather than by email. We work in secure document systems including Tresorit and SharePoint, and we are used to operating inside licensed FAP businesses.
I do not have time to train someone.
That is the point. We already understand adviser workflows and we already know the insurer portals, so the handover is about your specific preferences rather than teaching the industry from scratch. Most advisers see useful work inside the first week.
What if I do not use all my hours?
You can change your hours or cancel with one month’s notice. We also offer casual hours with no commitment if your workload is unpredictable.
What if my VA is away?
Another trained team member steps in. Your processes live with us rather than with one individual, so your work keeps moving without you having to explain everything again.
What does it cost?
Full pricing is on our pricing page.
Ready to hand over the follow ups?
You should be spending your time in front of clients, not buried in admin. We love admin, we know the insurance industry, and we can take it off your hands with next to no training.
Fifteen minutes on a call and you will know whether this works for you. No obligation.
We also support mortgage advisers and brokers, and you can meet the team here.