What are the steps to hire an insurance VA?
| Step | What happens |
|---|---|
| 1. Book a Call | Tell us what kind of help you need and we'll understand your specific requirements. |
| 2. We Match You | Get matched with a pre-trained VA in as little as 2 days who fits your needs. |
| 3. We Plug Them In | We help onboard them into your workflows and ensure smooth integration. |
| 4. You Scale | Your team focuses on selling while your VA handles the service work. |
How do I decide what to delegate first?
Before your call, spend 15 minutes listing every task you and your team did last week. Mark each one as licensed or unlicensed, and estimate the hours. The unlicensed, repeatable tasks with the most hours are your first handoffs. Our Time Analysis Worksheet makes this quick.
- Billing follow-up and payment processing
- Mortgagee and lienholder updates
- Binder and COI issuance
- Policy renewals and re-shops
- Email management and follow-up
- CRM and AMS data entry
Which tier should I hire?
Each tier is available full-time (40 hours per week) or part-time (20 hours per week).
| Tier | Rate | Choose it when |
|---|---|---|
| Trained VA | $9/hr | You want back-office help with quoting, service, renewals and billing |
| Experienced VA | $12/hr | You want someone client-facing with 3+ years of insurance service experience |
| Bilingual VA | $15/hr | You serve Spanish-speaking clients |
How are Agency Aid VAs trained before I hire them?
Every VA completes our insurance bootcamp on terminology and workflows, soft-skills training for client communication, and QuoteSim™ training, which simulates quoting in real carriers and rating systems. Every VA is tested before placement, so they arrive ready to plug in from day one.
What should my onboarding checklist include?
The first 48 hours set the tone. Our free VA Onboarding hub walks through it step by step, including a downloadable 48-Hour VA Launch Plan.
- Set up logins and access according to your carrier and security rules
- Share SOPs or screen recordings for the first two or three workflows
- Introduce the VA to your team and clients where appropriate
- Agree on communication channels and daily check-ins
- Define which requests the VA completes and which get escalated to licensed staff
- Review work daily for the first week, then weekly
How do I manage a remote insurance VA?
Managing a VA well is mostly about clarity. Give them a written list of daily and weekly responsibilities, a place to ask questions (a shared chat channel works well), and a short end-of-day update listing what got done and what is stuck. Review work closely in week one, then shift to spot checks once quality is consistent.
Treat your VA like a member of the team: include them in relevant meetings, explain why processes work the way they do, and give feedback quickly. The agencies that get the best results are the ones that invest a few focused hours in the first two weeks.
What does the VA not do?
Our VAs handle unlicensed support work. Selling, binding where a license is required, and coverage advice stay with your licensed staff. Follow your state's licensing rules and your carriers' requirements for non-licensed team members.