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The CRM for insurance agents who keep clients for life
An insurance agent earns renewals and referrals in the months when nothing is due. Capstone Outreach puts every client and prospect on a rhythm, writes the check-in, the renewal reminder or the review invitation from your history with them, and you send it from your own phone or inbox.
On this page
What an independent agent actually needs
- Clients who hear from you before the renewal notice A personal note a month before renewal, written from what you know about them, beats a form letter from the carrier.
- Quotes that do not die in silence A short text and email sequence after the quote, written up front, that stops when they reply.
- Life events you actually act on New baby, new house, new business: tag it when you hear it, and the right message is written when the time comes.
- Texts from the number they know Each draft opens in Messages on your phone, already typed. One tap, and it comes from you.
Where agency management systems stop
Agency management systems run the policies: applications, carriers, commissions, documents. They were never meant to write to a client about her son's first car. So the relationship side lives in the agent's head, and it fades.
Lead-focused CRMs have the opposite problem. They are built to work a list of strangers fast, and a ten-year client looks like a closed deal in them.
Agents usually compare AgencyBloc, HawkSoft and Applied Epic for the agency side. Check their sites for current pricing. Capstone Outreach is the relationship layer beside them.
What changes with Capstone Outreach
| The problem | With Capstone Outreach |
|---|---|
| Renewals arrive as a carrier notice, not a word from you. | A renewal reminder in your voice is drafted when it is due, by email or text. |
| Quotes go out and nothing comes back. | A two to five step follow-up by text, email or both, written up front, stopped when they reply. |
| You hear about a life event and forget by Friday. | Note it on their timeline and set the rhythm. The message is written when the time comes. |
| Policy reviews happen only when a client complains. | Every client on a yearly review rhythm, with the invitation written for you. |
| Referral sources go quiet. | Realtors, lenders and body shops get their own rhythm, so the referrals keep flowing. |
| One agent, hundreds of households, no time. | Put a whole group on a rhythm at once. Approve the drafts in minutes, from your phone. |
See it on your phone
Ten seconds each, from the app, on the parts insurance agents use most.
Everyone on a rhythm. Who is due, and when.
The text is written. One tap sends it from your own number.
Every step written up front. You approve before anything sends.
One timeline per person: rhythm, tags, notes, private notes.
Start 14 days free, then $25/mo iPhone: 14 days free, then $24.99/mo
A study of 20 million LinkedIn members found that acquaintances, more than close friends, led to new jobs (Science, 2022). Capstone keeps those people warm. You approve every message, and it goes from your own email or phone.
Recorded in the Capstone Outreach app on a demo account. The iPhone and Android app.
Try it on your own contacts this week. Import them from your phone, a CSV or your calendar, put them on a rhythm, and the first check-ins are written before you finish your coffee. You approve each one.
Start 14 days free, then $25/mo iPhone: 14 days free, then $24.99/mo
A study of 20 million LinkedIn members found that acquaintances, more than close friends, led to new jobs (Science, 2022). Capstone keeps those people warm. You approve every message, and it goes from your own email or phone.
Also on Android. Cancel in the first 14 days and you pay nothing.
What it is not
Capstone Outreach is not an agency management system. It does not hold policies, rate, download from carriers, track commissions or produce ACORD forms. Keep your AMS for that and use Capstone for the people.
What it costs
One plan with every feature: $25 a month on the web after a 14-day free trial. A payment method starts the trial, nothing is charged for 14 days, and you can cancel anytime. In the iPhone app it is $24.99 a month or $250 a year through the App Store; the Android app bills through Google Play. See pricing or every feature as the problem it solves.
Frequently asked questions
What is the best CRM for insurance agents?
The best CRM for independent insurance agents is usually two tools. For policies, carriers and commissions, agents use an agency management system such as AgencyBloc or HawkSoft. For keeping clients, prospects and referral partners warm, with renewal reminders, review invitations and check-ins written for you, Capstone Outreach is built for that, and it works beside the AMS.
Can it text my clients?
It writes the texts. Each one opens in Messages on your phone with the message typed, and you tap send, so it comes from your own number. For email, it sends from your own Outlook or Gmail after you approve.
Will it remind me about renewals?
Yes. Put each client on a rhythm tied to their renewal month, and the reminder is drafted when it is due. Keep the policy details in your AMS; Capstone handles the message.
Does it work for a captive agent?
Yes. It does not touch carrier systems, so it works the same for captive and independent agents. Check your carrier's rules on client communication tools.
How much does it cost?
One plan, $25 a month on the web after a 14-day free trial, or $24.99 a month in the iPhone app. Every feature is included.
Messages and playbooks for insurance agents
Each page has copy-ready templates and a free writer. Start with the message you need this week.
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