AI 101 for Insurance Agencies: How to Cut the Busywork and Save Hours with AI
Insurance Hacks LIVE Webinar Recap
In our latest Insurance Hacks LIVE session, Brad Ruben was joined by a familiar face — Sam Ruben, Archway’s new Technical Director of Automation & Customer Success… and yes, Brad’s son.
Sam brings deep experience in software and workflow design, but what stood out in this webinar was his ability to make AI feel approachable. The goal? Show independent insurance agencies how to start using AI today — with the tools they already have, and without getting technical.
Sam broke it down simply:
“AI is software that predicts, generates, or makes decisions — like a human would.”
AI isn’t here to replace agents — it’s here to offload the repetitive, manual work so your team can focus on what really matters: client relationships and business growth.
You don’t need to install new software or change your entire system — just build smarter workflows on top of what you’re already using.
Why AI Matters for Insurance Teams
Sam started by breaking down AI in plain English:
“Software that predicts, generates, or makes decisions — like a human would.”
In other words, AI isn’t about replacing agents — it’s about offloading repetitive, manual tasks so your team can focus on what really matters: relationships, responsiveness, and results.
He emphasized that every agency can start small. You don’t need a new system — just smarter workflows that reduce the daily busywork.
Everyday Insurance Tasks That AI Can Automate
Sam shared side-by-side comparisons of what teams are doing now — and what AI can handle automatically:
Logging quote results into tracking sheets
Rewriting client emails manually
Copy/pasting quote options from PDFs
Forgetting to follow up on time
Manually transferring form data into your AMS
With the right setup, these can all be automated using tools you already have — like Google Sheets, Outlook, Applied Epic, AMS360, and more.
Try It Yourself: 10-Minute Wins
During the session, Sam walked through three things anyone can do in 10 minutes or less:
Use ChatGPT to rewrite a clunky client email
Summarize a long email thread with Microsoft Copilot
Build a custom GPT assistant that sounds like your agency
Attendees even joined a live group challenge to test their first AI-generated email rewrite — and the results were both practical and surprisingly fun.
What Archway Can Automate (With Tools You Already Use)
Many agencies assume automation means switching platforms or adding expensive tools — but Archway’s approach is different.
Sam showed how we help agencies connect the dots between the systems they already use:
Push form data directly into Applied Epic or AMS360
Automatically generate renewal reminders or follow-up tasks
Use ChatGPT inside Outlook to clean up messaging
Log quote data from producer forms or rating tools into a central tracker
Route new leads to the right CSR or producer instantly
Whether you’re using EZLynx, Epic, Google Sheets, or just email and spreadsheets — we can help you streamline your workflow without rebuilding it.
A 3-Level Framework to Get Started with AI
To make things simple, Brad and Sam introduced this three-tier model:
Level 1: Try It Together
Use ChatGPT in a Zoom sidebar or browser to test your first email rewrite. (We did this live in the webinar.)
Level 2: Pro Tools
Create a custom GPT trained to respond like your team, using ChatGPT’s no-code assistant builder.
Level 3: Archway Automation
Let us build automations for you — like quote logs, onboarding workflows, or AMS integrations — with support every step of the way.
Special Offer: 50% Off Your First Automation
As a thank you for attending or watching the replay, Sam is offering 50% off your first automation build if you book a discovery call by May 19th, 2025.
We’ll help you find your first quick win, build it for you, and show your team how to use it — no new software required.
Whether you’re AI-curious or ready to save hours a week, the takeaway was clear: you don’t need to be technical to get started — you just need to start.
