Frequently Asked
Questions

When you sign up, we match you with a dedicated virtual assistant who works exclusively for your agency during your contracted hours. Your VA learns your workflows, systems, and preferences to provide seamless support. They work directly within your existing tools and communicate via your preferred channels.

Our VAs handle a wide range of tasks including policy renewals, certificate of insurance requests, claims FNOL, endorsements, quotes and proposals, data entry into your AMS, document management, client communication, and much more. We support both personal and commercial lines across P&C, life, and health insurance.

Our VAs are proficient in all major agency management systems including AMS360, Applied Epic, HawkSoft, EZLynx, QQCatalyst, and more. They also work with carrier portals, rating platforms, and common business tools like Microsoft Office and Google Workspace.

Most agencies are fully onboarded within 7-10 business days. This includes VA matching, system access setup, workflow training, and a supervised transition period to ensure your VA is ready to work independently.

We offer a 100% satisfaction guarantee. If you're not happy with your VA for any reason, we'll work with you to address concerns or provide a replacement at no additional cost. Your success is our priority.

Our proprietary dashboard gives you complete visibility into your VA's work. You can see tasks in progress, completed items, time allocation, and productivity metrics. You'll receive daily reports and can track work in real-time.

We offer flexible plans starting at 20 hours per week (half-time) or 40 hours per week (full-time). Pricing is competitive and transparent with no hidden fees. Contact us for a custom quote based on your agency's needs.

Absolutely! We understand that agency workload fluctuates. You can adjust your hours monthly, add additional VAs during busy seasons, or scale back as needed. We're flexible to match your business cycles.

Our VAs work during your business hours, regardless of your time zone. Whether you're on the East Coast, West Coast, or anywhere in between, your VA will be available when you need them.

VAs integrate seamlessly with your existing communication tools including email, Slack, Microsoft Teams, or phone. They can participate in team meetings, respond to internal messages, and coordinate with your staff just like an in-house employee.

Security is paramount. All VAs sign comprehensive NDAs and undergo background checks. We use encrypted connections, secure access protocols, and follow industry best practices for data protection. Your client data is always protected.

VAs observe US federal holidays. However, we can arrange coverage during holidays if needed for an additional fee. We also offer backup VA support to ensure continuity during planned time off.

X Assure Voice is an AI-powered receptionist that answers your phone calls 24/7. It can handle common inquiries, collect caller information, file FNOL claims, route urgent calls, and take messages—all using natural conversation that callers often can't distinguish from a human.

The AI handles general inquiries, certificate requests, claim filing (FNOL), policy questions, payment inquiries, appointment scheduling, and message taking. Complex or sensitive calls are seamlessly transferred to your team.

Yes! X Assure Voice integrates with most business phone systems and VoIP providers. We can work with your existing number or provide a dedicated line. Setup typically takes less than 24 hours.

Our AI uses state-of-the-art speech recognition with over 95% accuracy. It handles accents, background noise, and natural speech patterns. The system continuously improves from each interaction.

When the AI encounters a request it can't handle, it seamlessly transfers the call to your team or takes a detailed message. You can customize escalation rules based on call type, urgency, or caller.

Setup is included with all plans. Our team handles integration, customization, and training at no additional cost. You're up and running quickly with zero upfront investment.

Pricing is based on call volume, with plans starting for small agencies and scaling up for larger operations. All plans include unlimited customization and regular updates. Contact us for specific pricing.

Absolutely! You can customize greetings, responses, FAQs, and call handling procedures. The AI learns your agency's terminology, products, and preferences to provide personalized service.

Yes! X Assure Voice works 24/7/365. Never miss a call, even on holidays, weekends, or after hours. The AI provides consistent, professional service around the clock.

The AI guides callers through the claim intake process, collecting all necessary information (date, description, parties involved, etc.). Claims are documented and sent to your team for processing, with urgent claims flagged for immediate attention.

We provide end-to-end bookkeeping including monthly close & reporting, bank reconciliation, journal entries, AP/AR management, payroll coordination, commission tracking, and GAAP-compliant financial statements — all handled by our dedicated team.

Yes! Our team understands the unique financial workflows of insurance agencies, including carrier commission reconciliation, producer splits, line-of-business analysis, and trust account management.

We reconcile commission statements from all your carriers, track producer splits, analyze performance by line of business, and flag variances. You get full visibility into your commission income without the manual spreadsheet work.

We work with QuickBooks, Xero, and other major accounting platforms. We also integrate with your AMS for seamless data flow between your agency management system and financial records.

Most agencies are onboarded within 1-2 weeks. We review your current books, set up processes, and begin managing your finances with minimal disruption to your operations.

You'll receive monthly financial statements including balance sheets, P&L statements, cash flow reports, and custom dashboards. All reports are GAAP-compliant and audit-ready.

Absolutely. We use encrypted connections, role-based access controls, and follow industry best practices for data protection. Your financial information is always kept confidential and secure.

Pricing is based on your agency's transaction volume and complexity. We offer competitive, transparent pricing with no hidden fees. Contact us for a custom quote based on your needs.

Yes! We coordinate payroll processing through ADP, Gusto, or your preferred payroll provider. We handle payroll preparation, tax filings, and ensure compliance with federal and state requirements.

Yes, we offer a 2-week free trial so you can experience our bookkeeping services risk-free. No credit card required and no obligation to continue.