01What is the best phone system for insurance agents?
It depends on how you work. If your team sits at desks and takes calls all day, a per-user phone app with seats and extensions is built for that, and it charges for every user. If you are out at a client meeting when the phone rings, you need a line that rings your cell first and has someone answer the calls you miss. That is KaiCalls: your cell rings first, Kai takes the rest. He answers in your agency's name, asks your questions and texts you a summary. It is one flat plan for the agency, not a seat for each of your insurance agents.
02Do I pay for every agent or producer in my agency?
No. KaiCalls does not charge per user. You pay one flat monthly plan for the agency, priced by how many calls Kai answers: Kai Backup $10/mo, Kai Line $79/mo and Kai Office $349/mo. One line can ring up to 5 cells in order before Kai picks up, and those cells cost nothing extra. The team shares the plan's call allowance. If an agent wants their own number, add a line. Extra lines are $15/mo each on Kai Backup and Kai Line. Extra office lines are $29/mo each on Kai Office. Adding a cell phone to your ring group is free. Each desk-phone connection beyond your plan costs $29/mo, plus applicable regulatory fees. Use a compatible SIP phone; hardware is separate.
03What does Kai capture on a new quote call?
Kai gets the policy type — auto, home, or commercial — the prospect name and callback number, their current carrier, and how they heard about the agency. It books a producer callback or quote review on the right calendar and writes the lead to your record before the call ends. Your producer gets a ready-to-quote prospect instead of a half-finished voicemail while they were heads-down on a renewal.
04Does Kai handle active claims?
No — and that is by design. A crash, a flood, a break-in: Kai recognizes an active claim, stops the intake, and hard-transfers the caller straight to the carrier’s claims line. It never takes loss details it shouldn’t. The claim goes where it belongs, on the record it belongs on, without your line becoming an unlicensed first notice of loss.
05Can Kai take certificate-of-insurance requests?
Yes. Kai captures who the COI is going to and exactly when it is needed, and flags same-day deadlines as urgent so a service request does not sit in voicemail while a closing or a job start waits on it. Your service team picks up a complete request instead of playing phone tag for the holder details.
06Which licensed conversations stay with my team?
Coverage advice, billing and autopay disputes, and rate-increase or non-renewal complaints stay human. Kai acknowledges the caller without defending the carrier, captures the issue, and books the producer callback — but it never gives coverage opinions or walks through underwriting. Licensed-agent work stays with licensed agents.
07How much does a missed new-quote call cost my agency?
A new auto or home policy is worth roughly $300–$600 in first-year commission and far more over its lifetime, and quote shoppers bind with whoever calls back first. With producers buried in renewals and service, the new-business calls are the easiest to miss. Kai answers all of them for a flat monthly price — a couple of bound policies cover the year.
08Which agency systems does Kai work with?
Kai books callbacks on Google Calendar, sends leads to GoHighLevel, and reaches other agency systems through Zapier or a webhook. There is no direct connection to Applied Epic, EZLynx, HawkSoft or AgencyZoom today. Each new-business lead includes policy type, current carrier, contact, and source so a producer can quote without re-keying anything.
