Insurance agency back office outsourcing: what to send out, and what to keep
Send out the tasks. Keep the system, the client and the name.
Insurance agency back office outsourcing works best for repeatable tasks: policy downloads, data entry, certificates, endorsements, renewal prep, loss runs and AMS cleanup. Anything that changes coverage or advises a client needs a licensed person. Keep the work in your own AMS, under your agency's name, so you see every task and own every record.
What to send out
| Task | License needed? |
|---|---|
| Policy downloads and data entry | No |
| Certificates of insurance (standard) | Usually not |
| Renewal prep and document gathering | No |
| Loss run requests and carrier follow-ups | No |
| Commission reconciliation | No |
| AMS cleanup | No |
| Endorsements that change coverage | Often |
| Remarketing and quoting | Yes |
What to keep
- Your AMS. The work happens in your system, with each person on their own login.
- Your name. Emails and calls go out as your agency.
- Your client relationships. Producers and account managers stay the face of the agency.
- Your standards. Written steps for each task, so anyone can follow them.
More on why: AMS access and data ownership.
Questions to ask a provider
- Do you work in our AMS, or move work into your system?
- Who does the licensed parts, and can we see their licenses in NIPR?
- Do we pay per task, per hour or per month, and is there a minimum?
- How fast is each task turned around?
- What happens to our data and logins if we stop?
The cost comparison
A full-time hire costs salary plus about 30% for benefits and payroll taxes (BLS), plus recruiting, about $5,475 for a non-executive role (SHRM). Outsourcing costs what the tasks cost. The right answer depends on how many hours of work you really have.
Free tool: calculate market pay for the role you'd otherwise hire, then compare. About 3 minutes.
Where Humai fits
Humai matches trained back-office professionals for the tasks that don't need a license, and U.S.-licensed agents, checked in NIPR, for the ones that do. Both work in your AMS under your agency's name. Start with one task and add more.
Questions agency owners ask
What back-office work can an insurance agency outsource?
Policy downloads and data entry, certificates of insurance, endorsement processing, renewal prep, loss run requests, carrier follow-ups, commission reconciliation and AMS cleanup.
Which back-office tasks need a license?
Tasks that change coverage, advise a client or bind usually do. Endorsements that change limits or add drivers, for example, often need a licensed person to review them.
Should the provider work in my AMS or theirs?
In yours, if you can. You keep the records, see the work as it happens, and can switch providers without moving data.
How do I compare outsourcing with a hire?
Take the hire's full cost: salary plus about 30% for benefits and payroll taxes (BLS), plus recruiting, which averages $5,475 for non-executive roles (SHRM). Compare that with what you'd pay for the tasks you actually have.
How do I start?
Pick one task with clear volume, such as certificates or downloads. Run it for a month, then add the next.
Sources
- BLS Employer Costs for Employee Compensation, June 2026
- SHRM 2025 benchmarking reports (cost per hire)
- Florida Administrative Code 69B-222.060 (unlicensed agency personnel)
Licensing rules differ by state. This article is general information, not legal advice. Check with your state's department of insurance.