Not all insurance workflow management systems are created equal.
Some help your agency move faster, close more business, and keep clients happy. Others slow you down with cluttered interfaces, confusing processes, or a lack of real automation.
We tested three popular platforms – AgencyZoom, Better Agency, and EZLynx – to see how they hold up in a real-world agency setting.
What did we look for?
The stuff that actually matters is how fast you can get started, whether it solves real workflow problems, and how well it fits into your tech stack.
If you’re searching for the right insurance workflow management system, this article will help you skip the hype and focus on what works.
TL;DR
We tested three insurance workflow management systems:
- AgencyZoom – Great for sales and automation. Fast to implement.
- Better Agency – All-in-one platform with done-for-you campaigns.
- EZLynx – Comprehensive, but takes time to master.
You’ll learn:
- What each tool is best (and not that good) at
- How do they handle real agency problems
- What users say about them in the field
- Why internal tools aren’t enough to scale smoothly
- How GloveBox completes your stack as a client-facing platform
Choosing the right workflow system is a big step. Pairing it with GloveBox makes it a smart one.
What Is a Workflow Management System (And Why It Matters)
A workflow management system helps your agency do more with less.
It’s not an AMS. It doesn’t replace your rater. And it’s not just a CRM.
Instead, it connects the dots between all your moving parts – sales, service, renewals, claims, tasks – and turns chaos into clarity.
The right system keeps your team on track, automates repetitive tasks, and helps you deliver faster, more consistent service.
It ensures nothing falls through the cracks—even when you’re busy.
A good insurance workflow management system isn’t a nice-to-have. It keeps your agency running smoothly, scaling smart, and serving clients without burning out your staff.
How We Evaluated These Tools
We didn’t just read the marketing pages. We used each platform and looked at how it performed in a real agency environment.
Here’s what we focused on:
- How easy is it to onboard? Can your team use it right away without days of training?
- Does it help with the actual daily problems agencies face, like follow-ups, renewals, quoting, and task management?
- Can it scale with your team? Is it flexible enough to fit how you work, not how the vendor thinks you should?
- How well does it integrate with your rater, AMS, email platform, CRM, or other core systems? And what’s support like when things break?
- Is the price reasonable for what you get? Are you paying for features you’ll use or just checking boxes?
- We reviewed direct feedback from real users. What do agents love about the tool, and what drives them nuts?
With that in mind, let’s break down each system.
AgencyZoom: Sales-Driven and Automation-Focused
Getting started
AgencyZoom is fast to set up and easy to learn.
The interface is clean, modern, and built with insurance producers in mind.
You don’t need a two-week onboarding plan to get your team up and running. Most agencies report being able to use it effectively within a day or two.
Producers and CSRs alike can navigate without much hand-holding, which cuts training time and speeds up adoption.
Solving real workflow pain points
This tool shines when it comes to sales automation.
AgencyZoom helps you stay on top of renewals, automate email and text follow-ups, and track real-time pipeline movement.
You can build sequences for every stage – quote follow-ups, renewal reminders, onboarding flows, and even post-sale nurturing.
It also offers built-in dashboards for tracking agency performance, which helps keep producers focused and accountable.
For agencies that want to grow and need systems to keep up, this is where AgencyZoom delivers real value.
Adapting to your agency
Customization is another strong point.
You can tailor sales pipelines, build custom reports, set automation rules based on triggers, and segment clients with smart filters.
It allows you to shape the tool around your current process instead of being forced to change the way your team works.
It’s flexible enough for both small teams and large, multi-producer setups.
Playing nice with others
AgencyZoom integrates well with most major AMS platforms, VoIP systems, CRMs, and email tools.
Its connection with EZLynx and other rater platforms makes quoting faster and more centralized.
Support is responsive and helpful, with a team understanding of how agencies operate.
It’s also now backed by Vertafore, which gives it additional resources and long-term stability in the ecosystem.
Is it worth the price?
AgencyZoom pricing isn’t listed publicly anymore, but historically, most agencies reported spending between $75 and $150 per user per month, depending on features and the number of users.
Now that it’s part of Vertafore, pricing might be bundled or negotiated as part of a larger tech stack (especially if you also use AMS360 or EZLynx).
For smaller agencies, the cost can feel steep if you’re only using the basics.
But if you’re fully using the automation features and tracking producer performance, it more than pays for itself.
The value multiplies for agencies focused on scaling sales, boosting renewals, or improving accountability across producers.
If you’re growth-oriented and ready to systematize your process, AgencyZoom is a wise investment.
Voices from the field
Users consistently praise AgencyZoom for how much time it saves and how much cleaner their sales and retention workflows have become.
They especially love how easy it is to automate communication and manage tasks across the team.
The most common critique?
The reporting features, while good, aren’t always deep enough for advanced users who want granular insights beyond basic sales tracking.
Overall, if you’re focused on growth, automation, and team accountability, AgencyZoom is a top contender.
Better Agency: All-in-One for Independent Agencies
Getting started
Better Agency is built for speed.
The platform comes with over 100 preloaded automation campaigns, everything from sales follow-ups to renewal reminders to cross-sell sequences.
Most users report a fast learning curve. You can start using the platform with minimal setup and no coding or advanced tech skills required.
The interface is clean and focused, which helps your team get productive quickly.
Solving real workflow pain points
This is where Better Agency stands out.
It’s not just a sales tool. It helps with sales, service, renewals, claims, and even onboarding – all in one place.
You can automate communications, assign tasks, track client lifecycles, and trigger campaigns based on client actions or policy dates.
It removes manual steps that typically waste hours of team time.
For agencies overwhelmed by juggling different systems or playing catch-up with client communication, this platform simplifies everything.
Adapting to your agency
Better Agency is designed specifically for independent insurance agencies, and it shows.
You don’t need a full-time admin to build out workflows – it’s all drag-and-drop.
You can create custom pipelines, edit campaigns, and tailor client journeys to your agency’s exact style.
Whether you’re a solo shop or a 10-producer operation, the system adapts well to your scale and growth pace.
Playing nice with others
It integrates with NowCerts, Zapier, Twilio, and several raters and phone systems.
While not as deep as larger enterprise platforms, it covers the most important connections for day-to-day use.
Customer support is helpful, but some users say response times can be hit or miss, especially during busy rollout periods.
Still, for a platform this comprehensive, most agencies find the support more than adequate.
Is it worth the price?
Pricing is transparent and simple – $299/month flat for the whole platform, plus $34/month per user.
That gets you full access to all automation, service, and claims workflows with no tiered limitations.
For many agencies, the value is in not having to buy a CRM, an email automation tool, a service platform, and a claims tracker separately.
If you’re a small to mid-sized agency looking for one platform to do most of the heavy lifting, Better Agency delivers serious bang for the buck.
Voices from the field
Agents love how “done-for-you” it feels.
The pre-built campaigns, simple layout, and all-in-one setup are a breath of fresh air for smaller agencies that don’t want to duct-tape multiple tools together.
Some say it’s not as flexible as they’d like regarding integrations, and a few power users wish for deeper reporting.
But overall, the vibe is clear: Better Agency makes agency life easier.
EZLynx: Comprehensive but Complex
Getting started
EZLynx isn’t hard to use but takes longer to get comfortable.
It’s a broad platform with a lot packed into it: rating, policy management, client communication, tasks, and reporting.
That makes onboarding more complex than the other two tools.
You’ll likely need some training sessions (or a patient admin) to get the most out of it. But once it’s set up, everything lives in one place.
Solving real workflow pain points
EZLynx is one of the few tools that combines rating, client management, automation, and communication, all within the same system.
That’s a win for agencies tired of switching tabs or using five different tools.
It helps manage renewals, send reminders, quote quickly, and store client records – all in one login.
If your biggest problem is having too many disconnected systems, EZLynx helps simplify your day-to-day workflow.
Adapting to your agency
It’s flexible enough to support both personal and commercial lines and works for agencies of all sizes.
However, its depth makes it less intuitive when making changes or setting up custom workflows. There’s a lot under the hood, and tuning it to fit your agency exactly takes time.
EZLynx works well once dialed in, but it’s not as plug-and-play as other tools.
Playing nice with others
EZLynx tries to be an all-in-one platform, meaning integrations are more limited than with tools built to connect.
Some key integrations exist (e.g., texting, email, and VoIP systems) but are not built with an open-ecosystem mindset.
That said, support is strong, and because it’s now owned by Vertafore, long-term product stability is a safe bet.
Is it worth the price?
EZLynx doesn’t list pricing publicly, and costs vary based on your agency’s size and which features you bundle.
Based on user feedback, pricing can range from $150 to $300 per user/month, depending on the modules selected (rater, management, communication, etc.).
It’s not the cheapest, but it can replace multiple systems if used to its full potential.
If your goal is a one-stop shop and you’re willing to put in the onboarding effort, EZLynx can be a strong long-term choice.
Voices from the field
Many users love the all-in-one power, especially the comparative rater and policy tracking tools.
The client portal also gets high marks.
However, others mention that learning everything takes time, and customer support can sometimes lag when ticket volume is high.
Most agencies find it powerful, but only once they’ve invested time in fully adopting it.
Where Workflow Ends, Experience Begins (How GloveBox Completes the Picture)
Workflow tools help your team move faster. But they aren’t built for your clients.
And that’s where most agencies fall short.
Even the best insurance workflow management system is still internal. It’s for your staff, not your customers.
When a client calls asking for ID cards, billing info, or policy documents, they won’t log into your AMS or workflow tool.
They want something built for them.
That’s where GloveBox fits in.
What GloveBox does
GloveBox is a Client Experience Platform (CXP). It gives your clients a self-service portal where they can:
- View and download policy documents
- Access billing and payment info
- Start service requests
- Get instant answers without calling your team
And it’s all fully white-labeled to match your agency’s brand.
Why it matters
Agencies using the GloveBox report 3x CSR productivity, around a 40% increase in cross-sells, and higher client retention and satisfaction.
That’s because your team stops chasing small tasks and starts spending time on renewals, upsells, and building genuine relationships.
Your workflow system helps you run better. But GloveBox makes your agency feel better to your clients.
It’s not about replacing your AMS or workflow tools. It’s about completing them.
GloveBox fills the gap they can’t cover, turning the client experience into your most significant advantage.
How to Choose the Right System for Your Agency (Key Takeaways)
Every agency has different needs, but some principles always apply.
Here’s how to think through your decision:
1. Know what you’re actually solving
Don’t buy a platform just because it’s popular.
Are you looking to streamline service? Boost sales automation? Improve renewals?
Get clear on your biggest bottlenecks before you shop.
2. Look at your stack
What tools are you already using, and which ones will stay?
Your workflow system should play well with your AMS, rater, email, and communication tools.
Your team won’t use it if it doesn’t integrate or requires clunky workarounds.
3. Stop cobbling everything together
Some agencies try to DIY workflows using tools like Zapier, Make, or n8n.
While they can connect the dots between systems, they’re often fragile and depend on one person to maintain them.
If that person leaves, or one connection breaks, the whole thing falls apart.
A purpose-built workflow platform saves you from duct tape automation and gives your team something reliable.
4. Don’t forget the front-end
Workflow software helps your team.
But if you want happier clients, fewer service calls, and better retention, you need a client-facing platform too.
That’s where GloveBox comes in.
It connects the back end to the front end.
5. Plan for scale
Choose a system that grows with you. What works for 3 users may break at 15.
Make sure the platform is flexible enough to evolve as your agency grows.
6. Ease of use > feature lists
Features mean nothing if your team doesn’t adopt them.
A simple, intuitive system will beat a “powerful” one nobody wants to touch.
The Bottom Line
The best workflow management system isn’t the one with the longest feature list.
It’s the one your team will use – one that solves real, everyday problems inside your agency.
AgencyZoom, Better Agency, and EZLynx all bring different strengths to the table.
But none of them are client-facing. They weren’t built for your customers.
That’s why pairing your internal system with a Client Experience Platform like GloveBox is the real game-changer.
You get smoother workflows, happier clients, fewer support calls, and a team that can finally focus on what matters.
Looking to build an agency that scales without the chaos? Start by choosing tools that make your entire business, not just your back office, run better.
Schedule your agency demo and get your personalized plan.
