What to Ask Every Technology Vendor Before You Sign—Especially for Growing Insurance Agencies

Selecting the right technology partner is one of the most consequential decisions an insurance agency will make. The wrong vendor can slow growth, compromise compliance, and create operational headaches that ripple through your business. Yet even experienced agency leaders sometimes miss key questions that reveal if a vendor truly understands the unique demands of insurance.

Whether you are evaluating a dialer, CRM, or an end-to-end agency management platform, here’s a concise framework you can use to ensure you’re investing in a foundation for long-term success.

1. Does It Solve Real Insurance Problems?

Generic technology often falls short for insurance agencies. Insist on clear answers:

• Does it have built-in support for policy management and compliance features (e.g., compliant call recording)?

• Does the platform cover the full client journey—from lead acquisition to renewal?

• Does it support mobile and remote access for agents in the field?

Red flags: Generic responses, reliance on third-party add-ons, missing key insurance workflows.

What to look for: Deep insurance expertise and built-in support for multiple lines of business (P&C, life, health).

2. Integration: Seamless or Siloed?

Integration is crucial to avoid workflow disruptions:

• Does it integrate directly with your quoting and underwriting tools?

• Can the vendor demonstrate successful integrations with industry-standard insurance tools?

Red flags: Manual data transfers, unclear integration capabilities.

What to look for: Proven integration with critical workflows, supported by case studies.

3. Trustworthy Compliance and Security

Compliance isn't optional, it’s mandatory:

• Does the platform provide automatic compliance tools (call recording, audit trails, opt-out tracking)?

• How is your data encrypted and secured?

• What’s their breach response strategy?

Red flags: Manual compliance steps, unclear security practices, outdated certifications.

What to look for: Automated compliance solutions, industry-standard certifications, clear breach response plans.

4. Is Training Easy and Included?

Efficient tools are intuitive, but when training is needed:

• Is onboarding and training provided specifically for insurance workflows?

• Is this support included in pricing or does it cost extra?

• Is there a hidden cost of inflexible workflows, requiring to train teams to new, slower flows, or something similar?

Red flags: Hidden fees, generic training resources, limited support, process changes that make work harder.

What to look for: Included, insurance-specific onboarding with responsive and knowledgeable support.

5. Built to Scale and Adapt

Technology should accelerate your growth, not hinder it:

• Can it be tailored to your agency’s unique processes?

• Does it scale from smaller agencies to multi-location enterprises?

Red flags: Rigid workflows, systems slowing with growth.

What to look for: Customizable architecture with examples of successful growth.

6. Transparent Pricing and Flexible Terms

Avoid hidden surprises:

• What’s the total cost (licenses, setup, support, migration)?

• Are contract terms flexible with transparent cancellation policies?

Red flags: Hidden fees, rigid contracts.

What to look for: Transparent, predictable pricing, and flexibility to adapt or exit easily.

7. Data Ownership and Portability

Your client data is your agency’s most valuable asset:

• Does your agency retain ownership of data?

• Is data export easy, quick, and cost-effective?

Red flags: Ambiguous data ownership, complicated or costly exports.

What to look for: Clear agency-owned data terms, easy and inexpensive data portability.

The Bottom Line

Selecting an insurance tech vendor isn’t just a procurement exercise—it’s a strategic decision impacting risk management, compliance, and efficiency. Use these focused questions as your checklist to ensure the vendor you choose is capable, flexible, and committed to your success.

Whether you're a small-to-medium agency prioritizing ease-of-use and setup or a large enterprise needing robust, scalable solutions, clarity on these points helps protect your investment.

Ready to rethink your tech stack? Onyx Platform specializes in solving the integration, compliance, and workflow headaches agencies face daily. If you want to discuss how modern technology can drive your agency forward, let’s connect.