Project Overview:

A brokerage insurance team in Arlington, Virginia was managing a high volume of inbound inquiries, missed calls, and inactive leads across multiple agents without a centralized follow-up system.

Each agent handled communication differently, creating inconsistent response times, duplicated work, disconnected tools, and operational bottlenecks that slowed down the sales process.

Objectives:

Build a more organized operating layer that could route interested prospects, follow up with unresponsive leads, reduce missed tasks, and create a consistent pipeline process across the entire team.

Scope of Work:

Operavo installed a structured AI sales workflow for the brokerage’s lead handling and agent coordination process.

The system called and emailed new leads, routed interested prospects to the correct agents, followed up with unresponsive contacts, and moved qualified opportunities into booked appointments.

Operavo also supported CRM movement, reminders, lead scoring, and pipeline updates so each agent had a clearer view of what needed attention.

Outcome:

The brokerage gained a more orchestrated pipeline for each agent and a more consistent follow-up process across the entire team.

The system reduced manual coordination, improved visibility, and helped prevent opportunities from getting lost between agents, tools, and follow-up tasks.

Impact:

Reduced missed follow-up tasks by 100% and saved the team an estimated 120 hours per month across lead handling, reminders, and pipeline updates. This brought in over 30+ bookings every week.

Impact Areas:

Team coordination, missed lead recovery, appointment setting, CRM movement, lead scoring, pipeline organization.

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