Agent setup guide
Quote Submission Organizer
Checks each quote request against your required-info list, drafts the missing-info email and a carrier-ready submission, and logs them in HubSpot once the producer approves.
What it does
Checks each quote request against your required-info list, drafts the missing-info email and a carrier-ready submission, and logs them in HubSpot once the producer approves.
- Starts when your get-a-quote form posts a request to the workflow's webhook.
- AI works out the lines requested and checks the request against your own required-info list for each line, sorting what's provided, missing and unclear.
- Drafts a friendly email asking the prospect only for the missing or unclear details, and a carrier-ready submission summary with open items marked.
- The producer approves or edits both drafts in Reviews.
- Then emails the prospect (only when something is missing), emails the submission summary to the producer, and logs the prospect and submission in HubSpot.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- HubSpot, connected in Settings → Integrations.
- A quote form on your site that posts to the webhook, and your required-info list per line.
What it doesn't do
- It drafts and organises for a licensed producer to approve. It makes no coverage decision and gives no coverage advice.
- It doesn't rate, quote, submit to carriers or bind. The producer sends the submission.
- It never sends anything to the prospect before the producer approves.
- It checks only against the required-info list you write, and doesn't verify what the prospect says (VINs, payroll, loss runs).
- HubSpot only for now (no Salesforce version).
Availability and plans
Available
Its workflow is built and tested, and every app it needs is live. You can get it and set it up now.
Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.
Before you start
- A paid plan: agents run live, and the Free plan only runs Dry Runs.
- An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
- These apps, connected in Settings → Integrations: HubSpot.
- A form, app or system that can send each new item to a webhook URL (the agent starts from a webhook).
- About 20 minutes.
Set it up step by step
Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.
1. Connect your AI provider
The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
2. Connect HubSpot
Connect the HubSpot account your producers use (Settings → Integrations → HubSpot).
3. Write your required-info list
Open “Check it against your required info” and replace the placeholder with what you need for each line.
| Setting | What to enter | In step |
|---|---|---|
| Required info by line | Replace the placeholder with what you need before submitting to carriers, for each line you write (one line per item is fine). It starts as “[LIST THE INFORMATION YOU NEED BEFORE YOU CAN SUBMIT TO CARRIERS, FOR EACH LINE YOU WRITE (AUTO, HOME, BOP, WORKERS' COMP…)]” until you replace it. | “Check it against your required info” |
4. Add your agency details
Open “Draft the missing-info email and submission” and replace the placeholder with your agency details and sign-off.
| Setting | What to enter | In step |
|---|---|---|
| Agency details and sign-off | Replace the placeholder with your agency name, the producer's name and phone, how prospects should send documents (reply, upload link) and your sign-off. It starts as “[YOUR AGENCY NAME, PRODUCER NAME, PHONE, HOW PROSPECTS SHOULD SEND DOCUMENTS AND YOUR SIGN-OFF]” until you replace it. | “Draft the missing-info email and submission” |
5. Pick your HubSpot account
Open “Find or add the prospect in HubSpot” and “Log the submission on the contact” and pick your HubSpot account in each.
| Setting | What to enter | In step |
|---|---|---|
| HubSpot account (contacts) | The HubSpot account where prospects are found or added. Pick your connected HubSpot account. | “Find or add the prospect in HubSpot” |
| HubSpot account (notes) | The same HubSpot account, to log the submission as a note. Pick your connected HubSpot account. | “Log the submission on the contact” |
6. Add your inbox and the producer
Open “Email the prospect for missing info” and enter your agency inbox, then “Email the submission to the producer” and enter the producer's email.
| Setting | What to enter | In step |
|---|---|---|
| Agency inbox (replies) | The prospect's replies to the missing-info email come back to this address (Reply-to). | “Email the prospect for missing info” |
| Producer's email (submission) | Replace the example address with the producer who gets the carrier-ready submission summary. It starts as “producer@your-agency.example” until you replace it. | “Email the submission to the producer” |
7. Test it with Dry Run
Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
8. Switch the trigger on
Open the trigger, copy the webhook URL and signing secret into your quote form, and switch it on.
How it works
The agent is a normal workflow with 13 steps (2 AI steps, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.
- Quote request from your form — Starts when your form or app sends data to the agent's webhook URL. Your website's get-a-quote form posts each request to the workflow's webhook URL.
- Check it against your required info — AI step (runs on your AI provider key). AI works out the line (auto, home, BOP, workers' comp…), sorts what the prospect gave against your required-info list for that line, and lists what's missing or unclear.
- A quote request? — Decision: picks the branch to follow. Spam, claims and service requests are kept aside; quote requests go on to the drafts.
- Not a quote request — Kept in the run history. Branch: Not a quote. The run history keeps the submission and why it was set aside; nothing was sent or logged.
- Draft the missing-info email and submission — AI step (runs on your AI provider key). Branch: Quote request. AI drafts a friendly email asking the prospect only for what's missing or unclear, and a clean, carrier-ready submission summary for the producer.
- Producer approves both drafts — A person approves or rejects it in Reviews (the run waits). The producer reads the missing-info email and the submission summary in Reviews, edits either, and approves. Nothing reaches the prospect before that.
- Not approved — Kept in the run history. Branch: Rejected. Rejected drafts are kept in the run history; nothing was sent or logged.
- Anything to ask the prospect? — Decision: picks the branch to follow. Branch: Approved. When nothing is missing (or the producer will call instead), the missing-info email is skipped.
- Email the prospect for missing info — Sends an email from your workspace's sender. Branch: Ask for missing info. Sends the approved missing-info email to the prospect, with replies going to your agency inbox.
- Find or add the prospect in HubSpot — HubSpot: Create or update a contact. Branch: Nothing to ask. Creates the prospect's HubSpot contact, or updates the one with the same email.
- Log the submission on the contact — HubSpot: Add a note. Adds the approved submission summary to the prospect's HubSpot timeline as a note.
- Email the submission to the producer — Sends an email from your workspace's sender. Sends the approved, carrier-ready submission summary to the producer to forward to carriers.
- Organised — Kept in the run history. The run history keeps the request, both drafts and what was sent and logged.
Test it with Dry Run
Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. Edit the sample to match the fields your own form or app sends.
Sample data fields
name, email, phone, business_name, coverage_wanted, description_of_business, years_in_business, employees, annual_revenue, current_carrier, effective_date, claims, message.
- Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
- Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.
Go live
- Open the trigger, copy the webhook URL and signing secret into your quote form, and switch it on.
- The webhook is protected by a secret: send it in the header shown in the Activation panel (requests without it are refused with 403). Each request starts one run.
- The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
- When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.
Questions
Does it quote or submit to carriers?
No. It organises the submission; the producer sends it to carriers through their usual portals or email. It never rates, quotes or binds.
Where does the required-info list come from?
You write it, per line of business (for example: for workers' comp, payroll by class code, employee count, FEIN, prior carrier and five years of loss runs). The agent only checks against your list.
Can it use Salesforce instead of HubSpot?
Not in this version. It logs to HubSpot.
Troubleshooting
- “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
- A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
- An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
- Nothing happens when your form sends data: check the webhook is switched on and the request carries the secret header (403 means it's missing or wrong).
- A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
- A step failed: open the run in History and check that step in the Trace tab for the error and what it received.
Generated from the agent's own workflow, so it always matches what the agent does. Last updated .