An office manager for independent insurance agents
The second brainthat remembers when to get back to each client.
A file per client with what was agreed and when to get back to them, for a renewal or a new quote. The morning brief reminds you before the client calls.
Where you are today
Know that moment when a client calls about a renewal, and you're still looking for what was agreed with them?
A policy is coming up for renewal, and you only remember when the client calls.
Every client is in the file with their renewal date. The morning brief shows who's coming up, before they call.
You agreed a quote with a client on the phone, and next month you can't remember what you offered.
One question to the system, and an answer from their file with the date and what was agreed.
You told a client you'd get back to them after checking with the insurer.
The promise goes on your "what I promised" list and comes up in the brief until you've closed it.
Before a call with a client, you're trying to remember what happened last time.
Before every meeting or call on your calendar: what was agreed last time and what's still open with them.
One day
An ordinary day for an insurance agent.
Morning brief: two renewals coming up this week, a client waiting for an email reply, and one meeting on the calendar.
Before you call a client about the renewal, one page with the previous policy and what was agreed about it.
A client calls with a question about a claim from six months ago. One question to the system, and an answer with the date.
Before a meeting with a new client: what you talked about on the first call and what they asked for.
End of day: what moved, what carries over to tomorrow and who you promised to get back to.
Who runs it today
What clients say about us
1 of 2
Access and privacy
What we see, and until when.
We only access what you approve
In the mapping call we go through together what the system needs to see. That is what we get access to, and nothing more.
Sensitive topics come straight to you
In the mapping call we write a list of sensitive topics with you, for example your lawyer, the tax authority or a dispute over money. The system flags them and passes them to you, without drafting a reply.
At the end of the first month we remove our access
We do it by hand and tell you when it's done. You can also remove us yourself at any point, without asking.
Your files, your decision
Everything is stored in a private place in your name. You decide what is shared and with whom, and you can keep parts that are shared with no one, including us. We don't pass the content on.
The questionnaire is saved with us
If you fill in the questionnaire and leave an email, your answers are saved with us to prepare the mapping call.
How it works
From payment to a system that works.
01 Mapping call
45 minutes on how you work
You pay, pick a time and meet on a video call. We go through your clients, your projects, what's stuck today and what could help with the day-to-day. If you don't have a Claude account yet, we open one together in the same call.
02 The build
We build the system around your business
A structure for clients, projects and decisions, the morning and evening routines, and the connection to Claude. At the end you get a recorded walkthrough of your own system, with tips and instructions on how to use it.
03 First month of support
You work with it, and ask us
Questions in writing, usually answered within 24 hours. Along the way we update and tune the settings, with your approval, and every improvement we release in this period reaches you too. From month two you can continue with monthly support, or stop.
Price
A clear price,
no surprises.
Setup is paid once and includes the first month of support. From month two there is monthly support, if you want it. You pay for Claude directly to Anthropic.
Full setup
For small businesses and freelancers who want a system built right from day one.
What's included
- A 45-minute mapping call on how you work today
- A full structure around your real work: clients, projects, knowledge and decisions
- Connection to your tools that have a ready-made connection. We settle exactly which in the call
- Daily and weekly routines: morning brief, meeting prep, replies in your style, a list of what you promised, end of day and weekly review
- Planning for the month, the quarter and the year, from your business files
- A recorded walkthrough of your system, which stays with you
- A first month of written answers
- Regular updates to the settings, and every improvement we release this month
What's not included
- The Claude subscription: about $20 a month, paid directly to Anthropic in your name
- A second business. Each setup is for one business
- Custom development and integrations
- Entering your business information for you. It's your system, and you keep it up to date
- Phone availability. Answers are in writing, usually within 24 hours
At the end of the first month we ask whether you want to continue with monthly support. It starts only if you approve, and you can stop it any time.
Hands-on support
For several businesses, a small team or specific integrations, with regular meetings with me.
Everything in the full setup, plus
- Regular video meetings instead of written answers
- I go through the settings with you and tune them as we go
- Integrations and automations, depending on what your business needs
Worth knowing
- Our access stays for a longer period, as we agree. You can cancel it any time
From month two
per month · stop any time
The first month is included in the setup. From here it's ongoing support, if you choose it.
- A monthly health check. If it needs access, we ask you for it each time
- Regular updates and tuning of the settings, so the structure doesn't drift and the system works its best for you
- Every improvement and new capability we build, installed on your system with your approval
- Priority in replies
On top of that, the Claude subscription, about $20 a month, paid directly to Anthropic. That is the running cost on Claude's basic plan.
A full refund if it's not a fit.
If after the mapping call you or we decide it's not a fit, we return the full payment and don't start building.
FAQ
What people ask before they start
Does it calculate or issue policies?
No. The system doesn't calculate premiums, issue a policy or send a client a quote. It keeps what was agreed and reminds you when to get back. You make the quote and the issuing, with the insurer.
How do I remember renewals without a separate calendar?
The renewal date goes into the client's file in the mapping call or as you work, and the morning brief shows who's coming up.
Does it connect to the insurer's policy system?
Only if it has a ready-made connection to Claude. We check in the mapping call, and if it doesn't, the system works on your email, calendar and the file we built.
Is my client information with someone else?
No. The files sit in a private place in your name, and you decide what is shared and what stays only with you. Our access is removed by hand at the end of the first month.
What exactly does the office manager do, technically?
It's Claude, connected to the tools you already have, email and calendar and whatever has a ready-made connection, plus a private folder of files in your name: clients, projects, decisions and what's still open. It reads the folder before it answers, and writes to it what changed. What exactly gets connected, we settle together in the mapping call.
Is it safe to let an AI read my email?
In the mapping call we go through the privacy settings in your Claude account with you, switch off the use of your data for training together, and connect only the mailboxes you choose. Sensitive topics you've defined come straight to you.
Who sees my information?
During setup and the first month of support we have access to what you approved in the call. At the end of the first month we remove it by hand and tell you, and you can remove it yourself at any moment. The files sit in a private place in your name, and you decide what is shared and what stays only with you.
Do I need a Claude account? What if I don't have one?
Yes, the system runs on Claude. If you don't have an account yet, we open one together in the mapping call. It's about $20 a month for the basic plan, paid directly to Anthropic in your name. If you use it a lot, you may need a higher plan, and we'll tell you if it looks like you do.
How much does it cost to set up an AI system for a small business?
With us it's $390, once, including the first month of support. From month two it's $49 a month, only if you choose to continue. On top of that, the Claude subscription, about $20 a month, paid directly to Anthropic.
What's the difference between this and Claude Cowork?
Cowork is Anthropic's agent that carries out tasks for you on your computer. The more it knows about your business, the more useful it is. We build the structure that Cowork and Claude work from: clients, projects, decisions and routines, fitted to your business. If you already work with Cowork, the system complements it.
What's the difference between this and the memory in ChatGPT or Claude?
The built-in memory keeps details and preferences from your chats, and it's good that it exists. It doesn't organize your business: what's open with each client, what was decided and why, what needs to happen tomorrow. We build that, in your files, in a structure you can see and change.
How do I organize client information without an expensive CRM?
Every client has a file: who they are, what was agreed and what's open. The system reads from it and writes to it as you work, so the file stays current without a separate hour of typing. If you already have a CRM, we check in the mapping call whether it has a ready-made connection.
I have no technical background. Is this for me?
Yes. We set up everything, and at the end you get a walkthrough of your own system. In daily use you write and ask in plain English.
How long does it take to set up?
The mapping call is 45 minutes. At the end of the call we agree when the office manager goes live. It becomes more useful the more of your real work goes into it, mostly in the first weeks.
Does it send emails by itself?
Only if you decide so. It writes replies in your style, and in setup we decide whether it sends them or waits for your approval. Sending depends on your email connection, and we check that in the mapping call. It doesn't send anything you haven't allowed it to.
Does the system get better over time?
Yes. Every meeting, decision and end-of-day summary is saved in your files, and it reads them before it answers. After a month it knows your clients better than on day one, because it has more to read. On top of that, we update the settings during support, with your approval.
Can I plan the year with it?
Yes. For the month, the quarter and the year it prepares a plan from what's already written in the files: clients, projects, what got closed and what dragged on. You correct it and decide.
Does it work with WhatsApp?
In a pilot, with the first clients. The office manager gets a separate business WhatsApp number, in your name. Your morning brief arrives there, and you send it messages by voice or in writing, and they go into the right file. It doesn't read your existing conversations and doesn't write to your clients. If there's a cost, we settle it in the mapping call.
What happens to the files if I stop support?
They stay yours. They're plain text files, readable in any software, and Claude keeps working from them. What stops is our checks and improvements. If you ever want to move to another tool, the files come with you. It takes some work, but you don't start from zero.
Who it fits
A business where everything goes through you.
- Freelancers and small businesses where you run things yourself
- People whose work goes through email and calendar: accountants, importers, consultants and small offices
- People who can spend a few minutes a day working with it
- People who want to decide for themselves what goes out in their name
- If you're looking for someone to manage your clients for you. The office manager writes replies by the rules you set. It doesn't hold conversations or commit on your behalf.
- If you want someone to handle client conversations on WhatsApp. It doesn't read your existing conversations and doesn't write to clients.
- If you're a team of ten that needs a shared CRM. This is built for one business owner.
45 minutes of mapping,
and a system that knows your business better the longer you work with it.
And if it's not a fit after the call, you get your money back.