From virtual assistants spending 6–8 hours a day in carrier portals, to just one — with zero missed cancellations in California's volatile market.
The Challenge: Hours Lost, Risk Rising
Insurance agencies are buried in manual work: logging into dozens of carrier portals, retrieving memos, tracking cancellations, and updating records. In California's volatile market, a single missed renewal notice can leave a client uninsured.
At Fallgatter Rhodes, this daily reality had grown into a serious operational drag:
- Employees and virtual assistants spent 6–8 hours per day logging into multiple carrier portals.
- No centralized system meant inconsistent tracking, manual errors, and growing E&O risk.
- Skilled staff were stuck on data entry instead of policy management and client service.
The hidden cost: in a volatile market, a single missed renewal could leave a client uninsured — and expose the agency to a costly E&O claim.
A Volatile Market Magnified the Risk
California's insurance market has been anything but stable. Carriers tightening appetite, non-renewing books, and shifting rules meant notices arrived constantly — and missing even one could leave a client without coverage.
Fallgatter Rhodes needed more than another portal to check. They needed the busywork to disappear, so skilled staff could focus on placement and service instead of data entry.
The Solution: Adapt
Adapt is built specifically for insurance agencies. It automates carrier logins and document retrieval, feeding everything directly into your AMS — so your team stops chasing portals and starts servicing clients.
Key capabilities
- Automatic carrier portal logins and document retrieval — memos, PDFs, cancellations.
- Documents attached directly into Vertafore AMS360, with suspense activities created automatically.
- Real-time alerts for cancellations, non-renewals, and bill-pay reminders.
- Improved task tracking and audit visibility across the agency.
Implementation: Discovered at NetVU, Live Fast
Fallgatter Rhodes discovered Adapt at a NetVU conference and implemented it to streamline servicing. The automation slotted into their AMS360 workflow with no disruption — carrier logins and data retrieval were automated immediately, with no manual updates required.
VAs shifted from manual data entry to strategic work, and the team began proactively addressing cancellations before they became lapses.
The Results
30–40
hrs/wkSaved across the servicing team
8 → 1
hrVA portal workload, per day
$150K
Mercury Auto account saved
- Zero missed cancellations — a $150,000 Mercury Auto non-renewal was caught and saved.
- E&O risk eliminated through proactive, automated notice capture.
- ~80% lower cost — Adapt runs at roughly 20% of the prior manual process.
- VAs retrained for endorsements, policy processing, and risk placement.
Adapt completely transformed our workflow. What used to take six to eight hours a day is now done in just one — we've reduced errors, prevented costly policy lapses, and freed our staff for higher-value work. I don't know how we managed without it.
Beyond the Numbers
Time savings were the headline, but the downstream impact was broader:
