What software does your insurance agency need: policy management, CRM, or sales execution? Featuring a real-world case study from Tu Momento Seguros.
What software does your insurance agency really need? It depends on where you are losing leads: if it is in the administrative part (policies, claims) you need a policy manager; if it is in the sales follow-up, a CRM won't fix it, you need an execution layer that decides the next contact for each lead.
If you are looking for "insurance agency software" it is because something is not working: you are losing leads, your sales team improvises every call, or you simply don't know what happened to a potential client who came in three weeks ago. The problem is that "insurance software" is too broad of a category. It lumps tools that solve completely different problems into the same bag. Before buying anything, it is worth understanding what type of software you really need.
The 3 types of software sold as "for insurance"
It's not that there is a lack of options. It's that most of them solve only a part of the problem:
1. Policy and claims managers. Software specialized in the administrative part: issuing policies, managing renewals, processing claims. It solves the operations of the insurance product, not the sales side.
2. Generic CRM adapted for insurance. A general-purpose CRM (or a template on a CRM like Salesforce or HubSpot) with fields renamed for the industry. It stores customer data and contact history, but it does not decide what your sales team has to do at any given moment. That is still decided by each agent at their own discretion.
3. Sales execution layer. A platform that not only stores information, but actively decides the next contact for each lead, forces a minimum cadence of attempts, and distributes the work without relying on whether each agent remembers or feels like doing it. This is where Vixiees comes in.
The question you really have to ask yourself is not "which software is better?", it is where are you losing your leads? If the problem is administrative, you need the first one. If the problem is that your sales team does not follow a consistent process, a CRM is not going to fix it. You need something that enforces it.
What a sales execution software should have for your agency
If your problem is the second one (leads that go cold, inconsistent follow-up, agents who prioritize their own way), this is the minimum it should guarantee:
Lead distribution without duplicates or favoritism: one single lead, one single agent, no fighting over who called them first.
Mandatory, not optional, contact cadence: the system must force a minimum number of attempts before giving a lead up for lost.
Automatic prioritization of "who do I call now": the agent opens the screen and already knows what to do.
Integration with WhatsApp and calls, not just email: in insurance, most of the real conversation happens over the phone and WhatsApp.
Different playbooks depending on the lead type or channel: a lead requesting an appointment is not worked the same way as one ready to close.
Real visibility into what the team is doing: reviewing calls, messages, and response times, rather than relying on what they tell you.
Real case: how Tu Momento Seguros regained control of their sales team
Tu Momento presents itself as the first digital auto insurance company in Mexico, founded by a team of former McKinsey consultants. During their first months, the direct sales channel relied entirely on an external call center: they could sell, but they had no visibility into how the process was executed nor room to correct it.
"In the end, if you have it outsourced, you have to trust that the call center does it right. You have no control."
Valerio, Head of Customer Success, Tu Momento
In mid-2024 they decided to internalize the sales team and adopt Vixiees as their support platform. The main reason was not the price or the features of a CRM. It was being able to define the contact sequence and set priorities with different playbooks based on the type of lead.
Before | After | |
|---|---|---|
Sales channel | External call center, no visibility | Internal team, full control |
Team size | 2 salespeople | +10 salespeople |
Onboarding of a new agent | Weeks | 3-4 days |
Time spent on administrative tasks | N/A | -40%, redirected to contacting leads |
Systems | Only proprietary CRM, no execution | CRM (quoting) + Vixiees (execution), synchronized |
Data declared by Tu Momento Seguros. Period: implementation in 2024, results as of 2026.
"Now we can review calls, messages, and contact times. We have complete control."
Valerio
Important: Tu Momento did not replace their CRM with Vixiees: they use them together. The CRM continues to manage the quote and customer data; Vixiees decides what the sales team does at any given moment. They are different layers, not competing tools.
How to choose based on the size of your agency
Small agency, few agents: a basic CRM with good manual practices might still be enough. The problem appears when you grow.
Growing agency: in the case of Tu Momento, the manual process began to fail in this size range (between 5 and 50 agents), with leads left without follow-up and agents prioritizing in their own way, just before they internalized their sales team.
Agency with an already large sales team: the risk is no longer the lack of process, but that it relies on the memory of each agent instead of being enforced by the system.
In any of the three cases, the underlying question is the same: do you have real visibility into what your team is doing with each lead, or do you trust that they are doing it well?
Does your team also lack real visibility of their leads?
Vixiees is the sales execution layer that decides the next contact for each lead, forces the follow-up cadence, and gives you total visibility over what your team is doing, working alongside whichever CRM or policy manager you already have, without replacing it.
Written by Pablo Pascual, co-founder of Vixiees.
Expert opinion: in the insurance vertical, the problem is almost never the lack of software, but rather having several pieces that do not talk to each other (a policy manager, an Excel sheet, each agent's personal WhatsApp) and no system that enforces a minimum follow-up process. The real lesson from the Tu Momento Seguros case is not that they changed tools, but that they stopped relying on the individual discipline of each salesperson and started trusting a process that the system enforces on its own.
