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AI for insurance agents: notes from client calls
Short answer
An insurance agent can use AI to put a call note in order and prepare questions about missing information. The draft must keep the status of what the client said: a plan, a fact or an uncertainty. At Syntalith team training costs from €1,150 net a day. With 10 people and 1 hour saved a week each, it pays back in 0.9 months after licence costs.
- net for implementation for a team of up to 10 people, paid once
- from €1,150
- from start to work of the entire team
- 2 weeks
- after this time, we measure the effect on the same tasks
- 30 days
- conversation with an engineer and a written plan within 2 business days
- €0
We belong to the OpenAI and Anthropic partner programmes and learn through their official courses. What this means ↓
Author: Syntalith · 3 min read
Statistics
Insurance and AI: statistics 2026
0.9 mo.
payback of €1,150 training with 10 people saving 1 hour a week each: €1,511 of time given back, €223 of licences a month. Scenario.
40%
According to a study published in Science (2023), ChatGPT cut the time 453 professionals spent on writing tasks by 40%.
Source: Noy and Zhang, Science (2023) ↗
32.7%
According to Eurostat (2025), 32.7% of people aged 16 to 74 in the EU used generative AI tools in the previous 3 months.
15.1%
According to Eurostat (2025), 15.1% of people aged 16 to 74 in the EU used generative AI tools for work.
48.8%
According to Eurostat (2025), 48.8% of EU companies that considered AI and did not use it named concerns about data protection and privacy.
Source: Eurostat, use of artificial intelligence in enterprises (2025) ↗
Figures checked: 22 October 2026
AI call notes for insurance agents: keep the status of what the client said
A client says they plan to move the business to a new location and do not know the date yet. The AI draft reads: „The company has moved to new premises.” The plan has turned into a fact, and the scope of cover depends on the address. The next person who takes over the client will rely on a false record.
The note keeps the planned nature of the change and the question about the date. If the client gave no address, the field stays empty, and the address of a similar company found online does not go into the note. For each important point, record the date of the call and keep what was agreed apart from matters to confirm and the next step agreed with the client. A note that is too long gets in the way too: a colleague looking for one piece of information about the renewal date should not have to read a summary of the whole conversation about the client's family. A good note has three parts and fits on one screen.
- An invented conversation with a plan, a fact and an uncertain answer
- An AI draft of the note
- A second participant checks that the differences were kept
- The number of omissions, added findings and the checking time
Before client material is used, the company settles the approved tool, access and storage. Exercises need no health data and no full policies.
What AI training for insurance agents costs and when it pays back
- Time saved
- 10 people × 1 h a week × 4.33 = 43.3 h
- Value of that time
- €1,511
- Licences
- $250 (€223)
- Left after licences
- €1,288 a month
Payback of €1,150 training
0.9 months
The hours saved are the scenario's assumption, which we check by timing the tasks before the training and after 30 days. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat. ChatGPT Business licences at $25 a person a month, at the ECB rate of 1.1205 USD per euro on 22 October 2026.
We measure the hours in the scenario before the training and after 30 days, on the same tasks of the team. If after a month checking texts written with AI takes as long as writing from scratch, we change the exercises or the scope of the tool.
An agent saves the most time on notes after renewal calls and on questions to the client about missing data. The most risk lies in a note where the client's plan became a fact. So in the exercises we count both: minutes per note and the number of statements whose status changed.
Training or a document search
When the difficulty lies in writing and checking notes, training is the right answer. When the problem is finding a policy or an attachment, you need a knowledge base for brokers. EIOPA describes AI governance in insurance in proportion to the risk, so even a call note has an owner and rules in the company.
Notes lose the status of what was said
training in writing and checking notes
from €1,150
Searching for policies and attachments
a knowledge base from the agency's documents
from €3,000
Call notes go into the CRM
an automation of notes with a check
from €3,000
Where to start
The first workshop uses invented conversations similar to those the agents hold every week. We run it as part of our team training. For the free process review, a description of one task the team does every week and the tools it uses is enough. You receive the written training programme within 2 working days.
„I already use AI.”
Your people too. Just no rules.
From our conversations with companies
5 na 10 employees paste sensitive data into private AI accounts: contracts, invoices, customer data.
In ESET survey (2026)
1 na 10 admits this in the survey.
Customer data pasted into a private AI account without an data processing agreement is a violation of the GDPR.
Don't worry, we won't tell anyone :)
What do we see in companies that "already use"
- Only ChatGPT or Claude accounts, without plugins, skills, integrations and MCP servers with company tools.
- Company programs are not connected to AI. People still click through systems and Excel, and enter chat data manually.
- Lack of company standards: everyone writes instructions in their own way, no one shares what works.
- No rules for personal data, GDPR and company secrets.
- No limits and no visibility: no one knows who uses AI, how much and for what.
62% Polish employees use AI at work · 27% companies have written rules for working with AI.
Source: ESET and DAGMA, Cyberportrait of Polish business 2026 (March 2026, 1,026 people) ↗
ChatGPT or Claude space review
Accounts, permissions, rules for working with data and 5 tasks set for the team. 1 day.
€450 net
Company accounts, rules of working with data and team training in 2 weeks, from €1,150 net.View implementation for the team →
„Is my data safe?”
Yes. You choose where they go: from your company account to the model on your server.
00Employee's private account
Customer and company data ends up in an account that the company cannot see or control. There is no data processing agreement, so it is a violation of the GDPR. When an employee leaves, the chat history goes with them.
01ChatGPT or Claude corporate account
The provider does not use your data to train models. A copy of the queries remains in his logs for up to 30 days.
02API with zero retention (ZDR)
The provider processes the request and does not save anything. It requires his consent, we prepare the application together.
03Processing in the EU
Queries are counted and stored in Europe: OpenAI in the EU region, Claude via clouds with the EU region.
04Model at your place
The open model runs on your server or in your cloud in the EU. The data does not go outside the company.
What we do with every implementation
- Confidentiality agreement and data processing agreement before we receive any data.
- You choose the cases for the prototype and we anonymize them upon request.
- The data stays in the EU and we delete it after the test.
- Corporate accounts with an administrator on your side.
When data cannot leave the company
The open model runs on your server or in your cloud in the EU. To choose from:
- White-tailed eagle
- Polish model, SpeakLeash and ACK Cyfronet AGH
- PLLUM
- Polish model, HIVE consortium commissioned by the Ministry of Digitization
- Qwen
- Alibaba
- GLM
- Zhipu AI
- DeepSeek
- DeepSeek
We select a model for the task and check it on your cases. We run it, tune it and maintain it.
Source: Bielik and PLLuM, ACK Cyfronet AGH ↗ · PLLuM, Ministry of Digitization ↗
Do you have a lot of your own data? We will fine-tune the small model.
- 1 Your examples
- 2 tuning
- 3 test on new cases
- 4 model at your place
When you have thousands of similar emails, documents or reports, we teach a small open model based on your examples. It works for you, responds quickly and costs less to maintain than a large model. We measure quality on issues that the model has not seen while learning.
Przemysław and Piotr did it in large programming and consulting companies. Artem did it before and does it today at Syntalith. It's about models on your own infrastructure, tuning and quality measurement.
You choose the protection level during the interview. We sign the data processing agreement before we see any data.Schedule a free analysis →
Price
Three packages. You know the price right away.
Team of up to 10 people
from €1,150
net, paid once · 2 weeks
Company, from 11 to 40 people
from €2,300
net, paid once · 3–4 weeks
Organization, over 40 people
from €4,600
net, paid once · 6–8 weeks
- The same packages once you have licenses. To start, an inspection of the space in 1 day is enough: €450 net.
- You buy Claude Team licenses directly from Anthropic, without our markup: USD 20 per person per month for annual payment or USD 25 for monthly payment, from 2 to 150 people.
From conversation to measurement
01 · 30 min
Free process review€0
An engineer picks 3 to 5 of your team's tasks with you. Written plan within 2 working days.
02 · 2 weeks
Rolloutfrom €1,150
Accounts and roles, rules for working with data, training on your team's tasks. You buy licences directly from the provider.
03 · after 30 days
Measurementincluded
We compare task times before and after. We name in writing the tasks worth handing to a system.
or call+48 888 78 48 78WhatsAppMon–Fri 9:00–17:00 CET
Worked example · Scenario
How we count the payback: AI in insurance
We run the same count for your agency in the free process review.
€2,792
a month for handling 800 case documents by hand
Payback: 1.3 mo.
6 minutes to receive and check a document and checking in 15% of the old time are our assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat, for companies with 10 or more employees. Model cost: reading a document in our case file system (about €0.0002) plus a description of what is missing (Claude Sonnet 5.5, about 2,000 + 300 tokens), at the ECB rate of 1.1205 USD per euro on 22 October 2026.
See the full calculation →Questions
How can an insurance agent use AI?
To put a call note in order and prepare questions about missing information. The agent checks the draft, and the note keeps what the client said as a plan and what as a fact.
May you paste client data into AI?
Only in a tool the company has approved, on a business plan with a data processing agreement. For exercises, invented conversations without client data are enough.
How much does such training cost?
At Syntalith from €1,150 net for a day's workshop for the team. ChatGPT Business licences cost $25 a person a month. With 10 people and 1 hour a week, the payback is 0.9 months.
