Never lose a quote — or a renewal — to slow follow-up again.
Vaivin builds the follow-up engine behind your agency: every quote request answered in under a minute, every renewal chased before it lapses, every claim checked in on — automatically, in your agency's voice, while your producers and CSRs do the work only people can do.
Talk to a real person first if you'd rather — call or text (214) 744-3297 and we'll walk you through it. One flat price — $499/month, plus a one-time $49 fee to get started ($548 due the first month). No per-seat fees. Works alongside your AMS and CRM, not instead of them.
- ✓ New quote request → text + email in 45 seconds
- ✓ 14 renewals due in 30 days → reminders sent, replies routed
- ✓ Open claim, day 7 → check-in sent, concern flagged to CSR
Vaivin LLC — Frisco, Texas. Owner-operated. When you call or text (214) 744-3297, you reach the owner, not a call center. Nothing is ever sent to your customers until you've approved the exact wording in writing.
Questions? Talk to us — no form required.
Call or text and you'll reach Vaivin directly. Prefer to book it out? The free workflow audit takes two minutes to request, and we reply with your follow-up map.
Where agencies quietly lose money
The leak is rarely your rates. It's the follow-up.
A prospect who asked for a quote at 7 p.m. buys from whoever answers first. A renewal nobody reminded walks at the deadline. None of it shows up as a line item — it just shows up as a smaller book.
The after-hours quote
Quote requests from your website, Google profile, and referral partners land at night and on weekends — and sit until Monday, by which time the shopper has bound elsewhere.
The silent renewal
Renewal dates live in the AMS, but reminders depend on a CSR remembering. Miss the window and a household you've served for years price-shops you against a TV ad.
The forgotten claim
After the first notice of loss, clients hear nothing for days. That silence — not the claim outcome — is what turns into a bad review and a non-renewal.
The unsold second policy
Your auto-only households who also own homes, boats, and businesses are your cheapest growth — and nobody has time to work the list systematically.
The unworked quote
Quotes sent but not bound get one call, maybe two. The prospect who needed three touches and a nudge at payday binds with the agency that kept showing up.
The unasked review
Happy clients would gladly leave a Google review and refer a neighbor. They're just never asked at the moment they're happiest — right after a smooth claim or renewal.
What we build for you
Six systems, tuned to how an agency actually runs
Pick a system to see exactly what happens, step by step. Every message goes out in your agency's name and voice — and anything that needs a licensed human is handed to your team instantly, never answered by a bot.
Do the math
How much follow-up time is your team carrying?
Slide to match your agency. This is an illustrative estimate based on the routine touches Vaivin automates — your audit replaces it with your real numbers.
of routine follow-up handled automatically every month — first responses, reminder sequences, check-ins, and review asks your team no longer has to remember, type, or chase.
Estimate assumes ~6 minutes of handling per quote sequence, ~8 minutes per renewal sequence, and ~5 minutes per client check-in sequence, including logging. Your free audit uses your actual volumes.
How it works
Audit first. Always.
We don't sell you software and wish you luck. We map your agency's follow-up, build the systems for you, and run them month after month.
The Audit — free
We trace a quote request and a renewal through your agency end to end: website forms, inboxes, AMS, phones. You get a plain-English map of where follow-up leaks and what fixing each leak is worth. No obligation, no pressure.
The Build Sprint
We connect your lead sources, AMS/CRM, email, and phones, then write and load every sequence in your agency's voice — approved by you before a single message sends. Compliance-friendly by design: advice and binding stay with your licensed team.
The Monthly Engine
Your systems run every day. We monitor replies, tune timing and wording, add new sequences as you grow into new lines, and report monthly on responses, renewals touched, and reviews earned.
Built for agency reality
Independent agencies run on relationships and renewals, not funnels. Vaivin's sequences sound like your office — because you approve every word — and every automated touch leaves a note where your team already works.
Licensed work stays licensed
Automation handles speed, reminders, and scheduling. Coverage questions, advice, quotes, and binding are routed to your producers and CSRs the moment they appear. The system never pretends to be an agent.
Pricing
One flat price. Every system included.
Same price whether you write mostly personal lines, commercial, or both. Less than one retained household's annual commission in most books — and it works nights and weekends.
Plus a one-time $49 fee when you start — so your first month is $548, then it's $499/month after that. That's the whole bill — no per-seat, per-message, or per-location surprises.
- Free workflow audit
- All six systems, built for you
- Quote-speed response, 24/7
- Full renewal reminder engine
- Claims check-in sequences
- Cross-sell campaigns by line
- Missed-call text-back
- Review & referral asks
- Monthly performance report
- Ongoing tuning & new sequences
Or reach us right now — call (214) 744-3297 or send a text.
Free workflow audit
Tell us where it hurts. We'll map the fix.
Answer five quick questions and we'll reply with your agency's follow-up audit — where quotes, renewals, and claims check-ins are leaking, and what we'd build first. Submitting opens a pre-filled email to our team; nothing is sent until you hit send in your own mail app. Prefer to write first? Email us at [email protected] or [email protected].
Rather just talk it through? Call or text us at (214) 744-3297 and we'll book your audit on the spot — no form needed.
Call (214) 744-3297 Text us insteadQuestions agency owners ask
Straight answers
Will this replace my AMS or CRM?
No. Vaivin sits on top of the tools you already have — AMS360, Applied Epic, HawkSoft, EZLynx, AgencyZoom, and similar — and handles the follow-up those systems were never designed to do on their own. Your book stays where it lives today.
Will clients know they're getting automated messages?
They'll know they're getting fast, helpful messages from your agency — which is what they care about. Every sequence is written in your voice and approved by you, urgent or sensitive replies route straight to your team, and a human takes over the moment a conversation needs one.
Can automation give coverage advice or bind a policy?
No — and it shouldn't. Vaivin handles speed, reminders, scheduling, and check-ins. Anything involving advice, quoting, or binding is handed to your licensed producers and CSRs immediately. That line is built into every sequence.
We have multiple producers and CSRs. Who gets the replies?
You decide. Replies can route by line, by book of business, by location, or round-robin — and every conversation is logged where your team works, so nothing lives in one person's inbox.
What does the price actually cover?
Everything: the audit, the build, all six systems, monitoring, monthly reporting, and ongoing tuning — $499/month for the service, plus a one-time $49 fee when you start. Your first month is $548; after that it's $499/month. No per-seat or per-message charges.
What if it doesn't work for us?
Start with the free workflow audit — you'll see your leaks mapped before you pay anything. After that, Vaivin is a monthly service: it has to keep earning its place in your budget every single month, and our monthly report shows you exactly what it did.
How do I reach a real person?
Call or text us at (214) 744-3297 — that's Vaivin's direct line. You can book your free workflow audit right on the call or by text, no form required. Prefer email? [email protected] reaches the insurance team directly, and [email protected] works too.
Your next renewal is already on the calendar.
Is anyone chasing it?
Get the free workflow audit and see exactly where your agency's follow-up is leaking — and what it would take to plug it for $499/month, plus a one-time $49 fee to start. Or skip the form entirely: call or text (214) 744-3297.