AI Diffusions connects to your agency inbox with Google or Microsoft sign-in, reads each new message, and creates the right tickets, tasks, notes, and leads in AgencyZoom — so requests don’t get lost and your team responds faster.
“Emails get missed. Tasks never make it into AgencyZoom. Clients wait. E&O risk goes up. And our team is buried in a tool they weren’t built to use.”
— What insurance agency managers tell us
A short setup session. Autonomous from then on — and it improves as you teach it.
Sign in with Google or Microsoft — your mailbox password is never shared with AI Diffusions. It gets permission to read your inbox and file processed messages into a “Handled by AI Diffusions” folder.
Add your AgencyZoom login (stored encrypted). Diffusions imports your employees, assignment groups, pipelines, service categories, and tags — so it knows how your agency is structured before it touches a single email.
Diffusions pulls a handful of your real recent emails and walks through each one with you: what it would have done and why. Confirm or correct it, and it proposes plain-English Rules that you approve before they take effect.
Every new email is picked up from your mailbox, read in full, and matched to the right AgencyZoom action — a service ticket, task, note, lead, or pipeline move — whether it’s a policy change, claim, billing question, certificate request, or new business.
Open any run in the dashboard and tell Diffusions what it got right or wrong. It proposes plain-English Rules from your feedback, you approve them, and the agent follows them on every future email. Anything it can’t handle confidently is handed to your team as a review task.
The right ticket, task, note, or lead appears in AgencyZoom — assigned to the right CSR or producer using the customer’s assigned staff, your defaults and round-robin assignment groups, and your Rules — with the original email attached to notes and tickets.
Every insurance agency runs differently. Tell Diffusions how yours works — through plain-English Rules, per-agency defaults, and the teaching session — and it routes work the way you actually do it.
Certificate specialists: One person handles all certs? Add a Rule and every certificate request lands on their desk.
Billing & accounting team: Route billing inquiries, payment questions, and finance requests to your accounting team with a Rule or a default CSR assignment group — not to a producer who can’t act on them.
Renewal teams: Renewal outreach, coverage reviews, and expiration notices go to your renewal team as tickets or tasks, tracked in AgencyZoom.
Producers: New business goes to the customer’s assigned producer, your default producer, or a round-robin producer group — whichever you configure.
Example routing set up through Rules and defaults
Wrong assignment? Open the run and say so — Diffusions proposes a Rule you approve so it routes right next time.
Every client email that needs action gets a ticket, task, or note in AgencyZoom, and anything unclear is handed to your team as a review task — no more relying on memory or inbox flags.
Requests land in AgencyZoom within minutes of the email arriving, so your team acts while the client is still at their desk.
Stop paying producers and CSRs to re-type email content into AgencyZoom. They spend that time on clients, renewals, and new business instead.
Built on the AgencyZoom API — tickets, tasks, leads, and notes appear exactly where your team already works. Admins get a lightweight dashboard to set Rules and review the agent’s work.
Microsoft 365 inbox. Service tickets and policy-change tasks appear in AgencyZoom automatically.
Google Workspace inboxes. Claims inquiries and billing requests reach AgencyZoom within minutes of the client hitting send.