A sample audit plan

Illustrative example. Not a client result.

This is the kind of written plan the Half-Day Audit ends with, for a fixed $1,500. The business is made up: the 12-person insurance office from the audit's example on Services. The plan is written to its owner, as a real one is written to you.

The recommendation

Automate the Monday quote retyping, with a person checking every quote. Switch on the renewal reminders you already pay for. Don't build a coverage-questions assistant yet.

1. Quote requests retyped from email into the quoting software. About 6 hours a week: two people, every Monday morning. Build effort: medium. Run the one-week test below, then build.
2. Renewal reminders sent by hand from a spreadsheet. About 2 hours a week. Build effort: low. Your agency software already sends reminders, so this is setup, not a build, and not AI.
3. Clients' coverage questions answered by email. About 1 hour a week. Build effort: high. Don't build yet: a wrong answer about coverage could cost you a client, and an hour a week isn't worth that risk.

Build effort is the rough cost: low is under 8 hours of work, medium about 20 to 40, and high 80 or more. Each build is priced once we've both seen the job.

The proposed workflow

How a quote request would move once the retyping is automated:

1. A request arrives in the shared quotes inbox, as it does today.
2. A tool reads the email and fills in a draft quote in your quoting software: the client, what's being insured and the cover asked for.
3. Someone in the office checks each draft against the email and fixes anything wrong before the quote is run. Nothing reaches a client unchecked.
4. A request the tool can't read, like a scanned form, stays in the inbox for a person, as it does today.

A one-week test

Before anything is built, test the idea for one week.

• The two people who retype quotes note how long each Monday takes and how many requests they enter.
• We run the tool on a copy of that week's requests, with nothing entered into your quoting software, and count the drafts that needed no correction.
• It passes if the retyping takes at least 4 hours a week and at least 8 drafts in 10 need no correction.

What could change the decision

• If the retyping takes under 2 hours a week, it isn't worth building. A quote template would do.
• If your quoting software can't take a draft from another tool, the build effort goes from medium to high, and the plan says to wait.
• If most requests arrive as scanned forms rather than emails, the tool will read them poorly, and the test will show it.

The next step

Run the one-week test. If it passes, we'll price the build with you once we've both seen the results. If it doesn't, you've spent a week taking notes instead of paying for a build that wouldn't have paid off.