Four sales jobs a benefits agency can automate: proposals, renewals, deal rooms, and meeting notes

I’m Chris Cordon. DoBetter (dobetter.plus) builds these for benefits agencies, and every one below is a tool I built and use at my own desk.

How does an AI proposal generator work for a benefits agency?

An AI proposal generator reads a carrier quote PDF and turns it into a proposal on your agency’s brand. The manual version: send the carrier’s quote as is, which most brokers were told to do, or have the account manager rebuild it in Excel and make graphics with no design experience.

The automated version: I drag the carrier quote in. It pulls the rates for 8 medical plans across 4 coverage tiers and lays them out in an organized, easy to read way. It reads the company name and fills in my producer information, which is saved. I review the numbers, then pick one of 9 cover layouts and a photo from a gallery of 63. Ten ancillary and voluntary product lines come from rate tables: dental priced by zip code, life and disability by SIC code. Then I download it, and a split second later, we have a proposal to send.

One click also creates the group in my enrollment platform and puts a QR code to the enrollment page on the employee benefit booklet. I built that and it ran in production.

How does renewal quote comparison get automated?

Renewal quote comparison gets automated by reading the new renewal PDF and lining it up against last year’s plans. The manual version: a typical renewal has 2 or 3 plans. Someone finds the carrier’s quote from last year, hand types the comparison, and does the increase math. Rushed, that’s where you miss a rate, do the wrong math, and go blind from the individual cells.

The automated version: I drag the current quote and the renewal PDF into the proposal generator. It lines up the plans side by side and does the premium math, increase or decrease, with the percent change per plan weighted by headcount.

A good comparison for a client shows this year’s plan with the rates by coverage type below it, the same plan for next year with its monthly premiums by coverage type, and the percent change to the right.

What is a digital sales room, and what goes in it?

A digital sales room is a private page for one prospect that holds the mutual action plan and everything the buying committee needs. The manual version is a string of email attachments that never reach the people you haven’t met.

The automated version: the first page is a mutual action plan I fill in myself. An automation dropped each meeting’s summary into my CRM, so filling in the plan was copy and paste instead of retyping from memory. There’s a welcome video from me explaining the room. I pick documents meant to be forwarded to the rest of the buying committee, and I can add client lists and a referral when needed. When I see a buyer open a specific document, I know the deal is still moving.

What does an AI note taker with a live copilot do?

An AI note taker with a live copilot records the meeting, writes the summary, and flags things during the call. The manual version, for me, was yellow notepads. I ran out of them after I left the company that paid for Fireflies.

The automated version is a Mac app I built. It records my microphone and the call audio separately and transcribes on my Mac. In my experience, the summary is saved within 60 seconds of the meeting ending, and a notification pops up on my Mac. My agent reviews it and acts on anything that needs follow up. During one call, the copilot privately flagged that a prospect named one priority, then a different one 20 minutes later, so I could sort out which one mattered. “It made me look a whole lot smarter and more attentive than I actually am.”

Where should an agency start if it can only pick one?

An agency should start with the proposal generator. Here’s what I’d do first: take every quote from every carrier the agency gets, give them to a custom agent to map where the rates and plan designs are, and build a proposal generator on the agency’s own brand guidelines. Renewal comparison comes next, because it runs on the same quote reading.

Quick answers

Do the four tools work together?

Where it counts. The proposal generator hands off to enrollment with a QR code on the booklet, and meeting summaries land where I can paste them into the deal room. I’m the one who decides what goes in the plan.

Can the proposal use my agency’s look?

Yes. It’s built on your brand guidelines, photos, and cover designs.

Does the note taker join the call as a bot?

No. Mine records on my Mac.

What does it cost?

Every build is a fixed fee after a $1,500 discovery.