Eight-stage client journey for a life insurance practice

Deliverables

• Intake to a Zoho CRM contact and deal
• Box client folder with template documents
• Meeting confirmation with 7-day and 1-day reminders
• AI notetaker transcript to CRM notes and Box
• Medical exam scheduling and follow-up
• Policy issue, closed-won deal and post-sale emails

The challenge

A life insurance sale comes with a long trail of admin: intake forms, compliance documents, two or more meetings, possible medical exams, carrier paperwork and follow-up after the policy is issued. Advisors often track this in their heads or in scattered notes, so reminders go out late, documents end up in the wrong place, and post-sale steps such as annual reviews and referral requests get skipped.

Our approach

Stage 1 takes the intake form through a webhook, normalizes the data, finds or creates the contact and a deal in Zoho CRM, creates a Box folder for the client, copies in template documents such as the fact finder and HIPAA form, and saves the folder link on the contact. It then checks whether the prospect booked a meeting: if so, it creates the calendar event; if not, it emails a booking link. Stage 2 starts when a meeting is scheduled, sends a confirmation and waits to send reminders 7 days and 1 day before the meeting. Stage 3 receives the AI notetaker transcript, parses it, saves it to Box, adds the notes to the Zoho deal and asks the client to upload their documents. Stage 4 reacts to deal stage changes, emailing a booking link for the second meeting and following up if nothing is booked. Stage 5 handles medical exams: when the exam vendor confirms, the deal is marked and a calendar event created, with a follow-up email after the exam, and the design adds reminders on day 3 and day 7 while an exam is still outstanding. Stages 6 to 8 cover second-meeting preparation, paperwork and post-sale: a paperwork task, the carrier policy uploaded to Box, the policy marked issued, the deal closed as won, an annual review scheduled, a welcome email and referral request sent, and clients who opt in tagged for marketing.