A dialer for insurance agents who live on their leads

What slows insurance agents down

• Fresh leads lose value by the minute, but agents juggle a vendor portal, a phone and a spreadsheet first.
• Aged lists are cheap but take hundreds of dials per quote.
• Quote callbacks and policy-review follow-ups get lost between carriers’ portals and a personal calendar.
• Recordings and opt-out records matter in insurance, and scattered tools make both hard to find.

A calling day for insurance agents in Rapidialer

1. Split fresh and aged leads into lists

   Import each lead source as its own list, so fresh leads go first and each vendor is measured.

2. Call fresh leads the moment they land

   Open the fresh list in the Dialer, call with the needs-analysis talk track, and log each outcome.

3. Power dial aged leads in blocks

   Work aged lists in blocks with Power Dial and retry rules, so no-answers come back later.

4. Close on the callback

   Quote requests become Callback outcomes at the time the client chose, and they jump to the front of the queue when due.

The setup we recommend

Use this as a starting point; every list, outcome and stage can be renamed in the app.

CSV columns to import

• phone
• first_name
• last_name
• email
• state
• date_of_birth
• lead_source

Outcome buttons

• Quote requested
• Appointment set
• Callback
• Already covered
• Not interested
• No answer
• Voicemail
• DND

Pipeline stages

• New
• Contacted
• Quoted
• Application
• Sold
• Lost

Calling hours

Weekdays 9:00–20:00 in the lead’s time zone suits most consumer lists; some states allow fewer hours, so confirm before you call.

Follow-up rhythm

Call quote requests back at the agreed time, and log every “call me at renewal” as a follow-up.

How should an agent split fresh and aged leads?

Give every lead vendor its own list, and keep fresh and aged leads apart, so each list has its own retry rules and its own month-end numbers.

List funnels in analytics show how many leads from each source you attempted, reached, qualified and won, which is the number to bring to your vendor at renewal. When two vendors sell you the same consumer, the import preview counts the row under already leads (merged), so the person keeps one history.

How should you work an aged lead list?

Work aged leads in their own list, with retries spaced out and a short talk track, because many of the dials will not connect. Rapidialer works as an aged lead dialer without special settings: Power Dial moves to the next lead five seconds after each wrap-up, so the time between calls is the time you spend logging the outcome.

Before you import, remove anyone who has already bought or asked not to be called, and drop leads older than your vendor’s consent covers. During the block, log an outcome on every call: only No answer, Voicemail and Other come back through the retry rules, so a lead who says no is not dialed again. Life insurance dialer lists bought as aged leads work the same way.

Where are insurance call recordings stored?

Recordings sit in your agency’s own Twilio account, not a vendor’s. With call recording on, each answered call is recorded in dual channel, and you can play it back from the lead’s page.

A day for an agent working fresh and aged leads

One way to lay out the day so new leads are called quickly and aged lists still get their dials:

• 8:45, start with what you promised. On the Follow-ups page, Dial due power-dials the call follow-ups that are due, so yesterday’s quote callbacks are the first calls of the day.
• 9:30, call fresh leads as they land. Add each new lead to the fresh list and call it right away. For “call me later,” pick Callback and a preset such as Tomorrow 9am, or set a dated follow-up.
• 10:30, work aged lists in blocks. Open an aged list with Power dial ticked. During the five-second countdown, Skip a dead lead or Cancel to pause.
• 4:30, sweep the Overdue tab. Give anything you missed Snooze · Tomorrow 9am, and set quoted leads to Hot in wrap-up.

Set retries and calling hours for an aged list

Under List settings → Dialing rules, switch on Retry unanswered contacts: it starts at three attempts, with No answer back after 4 hours and Voicemail after 24. Max attempts per contact goes up to 20, and a blank Other is never retried.

On the same tab, turn on calling hours. The window starts at 09:00 to 20:00, Monday to Friday, in each lead’s local time as worked out from the number, and callbacks wait for it too. For area codes that span two time zones, it uses the Fallback time zone under Settings → Dialing → Caller ID & hours; with none set, those leads are dialed at any hour.

What does a dialer cost a three- or ten-agent agency?

A three-agent agency pays about $79.95 a month and a ten-agent agency about $266.50, counting the $5 seat and Twilio’s published US rates (Twilio US voice pricing). The math assumes each agent bills about 1,000 minutes a month with recording on and keeps one local number:

• Three agents: $15 in seats, then $42 for the phone leg, $12 for the browser leg, $7.50 for recording and $3.45 for numbers, which is $64.95 to Twilio.
• Ten agents: $50 in seats and $216.50 to Twilio.
• Aged lists cost a little more when many dials go unanswered, because Twilio may add a surcharge for unanswered and very short calls. Try your own volumes in the Twilio call cost calculator.

Why won’t a lead dial, and what should you check?

A lead that will not dial is blocked on purpose, and the Dialer names the reason:

• “This lead is on DND and cannot be called.” The number is on your organization’s Do Not Call list, usually from an earlier opt-out. Managers can check the reason under Settings → Dialing → Do Not Call.
• “Set a callback date and time before saving.” The Callback outcome needs a time. Pick a preset or a date, then press Done.

When is another dialer a better fit for an agency?

Rapidialer is the wrong tool if your agency needs voicemail drop or a native link to an agency management system; it has neither. Texting is covered: two-way SMS with templates and STOP/START opt-outs runs on your Twilio numbers, and other systems can receive webhooks.

An agency that wants unlimited minutes inside one price may prefer a PhoneBurner alternative that bundles them, and a team that wants predictive dialing or bulk SMS can weigh JustCall pricing against the table below.

Compliance notes for insurance agents

Rapidialer and the dialers insurance agents often weigh

Competitor facts link to their sources below; the first column is our own product.

Full comparison: Rapidialer vs PhoneBurner.

Features and scripts for this team

• Insurance cold calling scriptOpener, discovery questions, quote handoff and objection responses for insurance calls.
• Power DialSequential power dialing: the next contact is dialed after each wrap-up and a five-second countdown.
• Call recordingDual-channel call recording stored in your own Twilio account, played back from call history.
• Follow-upsCall, email and to-do follow-ups, with a queue that power-dials the calls that are due.
• Do Not Call listAn organization-wide internal Do Not Call list that blocks outbound calls to listed numbers.
• Call analyticsCalls, talk time, connects, outcomes, a team leaderboard and list funnels.

Insurance agents: questions and answers