QQCatalyst: What to Prepare Before Outsourcing Your Insurance Back Office

QQCatalyst by Vertafore is an insurance agency management system designed for smaller independent P&C agencies that want a simpler, cloud-based alternative to larger platforms. It has core policy management, activity, and document capabilities. Before outsourcing back office operations on QQCatalyst, these are the most common readiness gaps that affect outsourced team performance in the first 60 days.

Common QQCatalyst gaps before outsourcing

Activities not used for task management. QQCatalyst’s activity system supports task creation and assignment, but many small agencies using QQCatalyst have not built out their activity workflow. Tasks are communicated verbally or via email rather than through AMS activities. Before an outsourced team can work from QQCatalyst independently, activity types need to be configured and the task flow needs to run through the system.

Policy records with incomplete structured data. QQCatalyst policy records work best when carrier, policy number, effective date, and expiration date are in the structured fields — not in notes or memo sections. Before outsourcing renewal or COI processing, a policy record audit to move key data from unstructured to structured fields is often necessary.

Contacts and accounts not cleaned up. QQCatalyst accounts can accumulate duplicate contacts, inactive clients, and outdated records over time. An outsourced team will hit data quality issues immediately if the contact and account database has not been reviewed. Inactive accounts should be archived and duplicate records merged before handoff.

What QQCatalyst does well for outsourcing

QQCatalyst is cloud-based and has a relatively simple interface, which reduces the learning curve for outsourced teams. User provisioning is straightforward. The platform’s renewal and expiration tracking reports work well as a daily work queue once policies are accurately maintained.

What to fix in QQCatalyst before handing off

Configure activity types and workflow for the first task types being outsourced. Run a policy record audit to move key data into structured fields. Archive inactive accounts and merge duplicate contacts. Establish a naming convention for documents and notes. Provision outsourced team user access. Test the workflow by having the outsourced team run through a sample task set before go-live.

Frequently asked questions

Is QQCatalyst a good AMS for outsourcing?

QQCatalyst is suitable for outsourcing standard back office tasks at small to mid-size personal lines agencies. Its simplicity is an advantage for outsourced team ramp time. Agencies with complex commercial books may find that QQCatalyst’s workflow capabilities require supplemental process documentation outside the AMS.

Can an outsourced team access QQCatalyst?

Yes. QQCatalyst supports user access with role-based permissions. External user provisioning should be reviewed with Vertafore to confirm licensing terms.

For the full AMS readiness overview: Insurance Agency Management System: What to Fix Before You Outsource

Talk to COVU about QQCatalyst readiness and outsourcing your insurance back office

Based on COVU’s operational experience managing back office operations across 50+ independent P&C agencies and $200M+ in premium.