An insurance agency virtual assistant can do more than save money. For one independent Texas Panhandle agency, it meant producers spent less time on phone calls and payment follow-ups, and more time serving clients. It also helped the agency grow its footprint in the Spanish-speaking market since their InsBOSS VAs speak fluent Spanish.

Here is how it worked for Kirk Insurance Agency. Kirk is an independent P&C agency with three offices. They have served Texas, New Mexico, Oklahoma, Kansas, and Colorado for more than 45 years.

The Agency: A Small Team With a Big Book of Business

Kirk Insurance Agency is not a new business trying out the latest tool. It is a family-owned, independent agency. They have written personal and commercial policies across the Texas Panhandle for more than four decades. Their offices are in Spearman, Perryton, and Amarillo.

As an independent agency, Kirk Insurance works with many carriers. This lets them shop for the best coverage. They write personal lines like auto, home, farm and ranch, RV, and life insurance. They also have a strong commercial book. This includes a specialty in agriculture, such as crop insurance, cattle mortality, and farm equipment coverage.

That range is great for clients. But it also meant a lot of daily paperwork. Policy changes, certificate requests, payment reminders, and client updates all add up.

The Problem: Calls and Payments Were Taking Up Staff Time

Licensed producers were stuck chasing phone calls and payment follow-ups instead of working with clients. Paying licensed producers to handle routine back office tasks was burning through Kirk Insurance’s producer capacity and payroll.

Kirk Insurance has three offices and a strong focus on service. Their reviews often praise agents for being fast, thorough, and easy to reach. Every minute spent chasing a payment or answering a routine call meant less time spent quoting new business or handling a renewal that truly needed an agent’s expertise.

Kirk Insurance knew they had to make a change. They needed to free up sales capacity while keeping administrative tasks running smoothly, without sacrificing service quality. That search led them to InsBOSS.

The Solution: Spanish-Speaking InsBOSS VAs for Calls, Payments, and Certificates

Kirk Insurance hired Spanish-speaking InsBOSS virtual assistants to handle:

•       Payment-related phone calls. Answering and managing calls about billing and renewals.
•       Client notifications. Keeping policyholders informed without pulling an agent away from the phone.
•       Certificate of insurance requests. A common task that does not need a licensed agent’s time.

By handing these tasks to a dedicated InsBOSS VA, Kirk’s in-house team could now focus on the parts of the job that truly need a licensed producer. That means advising, selling, and closing more deals.

The language mattered a lot. Agencies in the Texas Panhandle often get calls from Spanish speaking policyholders. Having VAs who could handle payments and service questions in Spanish, not just English, meant Kirk did not have to choose between outsourcing work and keeping the same level of service for every client.

The Results: Fully Running in a Month, Then They Added a Second VA

Kirk was fully set up with InsBOSS in one month. That is a fast turnaround for handing off client-facing work such as payment calls and notifications, which usually takes some time and training to get right.

The best sign of success is this: Kirk Insurance did not stop at one InsBOSS VA. They now have two InsBOSS Spanish-speaking virtual assistants. This kind of growth is the strongest proof that a service works. Agencies do not add more support if the first round is not working. It also means Kirk Insurance doubled its Spanish-speaking support and its team capacity at the same time.

In their own words:

“InsBOSS helped our agency big time. Low cost in the USA, and really good service. We love them!”

That claim checks out. InsBOSS clients typically save 70% or more compared to hiring locally, without cutting corners on service.

When asked what surprised them most, Kirk Insurance pointed to something many agencies do not expect from an outside service: real supervision and support behind the VA. InsBOSS does not just place a VA and walk away. Every account gets ongoing support from a Client Experience Manager, Quality Control, IT, and Subject Matter Experts, plus a backup VA who can step in without missing a beat in case the designated VA is absent, all these at no extra cost.

When asked to sum up their InsBOSS experience in one line, Kirk said simply:

“Great company!”

“Don’t think about it, just hire them. We already have two VAs.”

What This Means for Other Independent Agencies

Kirk Insurance’s situation is common. A small team, spread across a few offices, handling many types of personal and commercial insurance. The tasks that took up their time (payment calls, certificates, notifications) are the same tasks that slow down most agency owners, no matter their size or specialty.

The lesson here is simple. Hiring one VA will not change everything overnight. But starting with a clear, well-managed VA relationship, focused on key tasks, can free up enough time that agencies come back for more support. That is exactly what Kirk Insurance did.

Ready to Free Up Your Team’s Time?

If your agents spend more time on payment calls and certificate requests than on quoting and renewals, it may be time to talk to InsBOSS.

Book a free consultation or see what a VA costs for your agency. View our pricing.