Four kinds of team, five questions each: how the work moves, the records that have to exist, who touches the system, what Atlas does about it, and which modules you’d switch on. Every step is tagged with the module that handles it — that connection is the whole point.
Worth saying plainly: this is not a policy-administration, rating or claims-adjudication system. Keep your carrier and agency-management connections. CaptivaHQ runs the client, the renewal, the service request, the documents and the follow-up around them.
Personal Lines Agencies
Thousands of households, a renewal every year for each, and a service request every time life changes.
How a job runs
1Quote requestDemand Generation
2Client and household recordCustomer Relations
3Service requestCustomer Service
4Documents on fileKnowledge Base
5Renewal reviewAutomation & Integrations
6Retention surveyCSAT & Forms
Modules you’d switch on
Demand Generation · in the core platform Quote requests from web, phone and referral, qualified and routed.
Customer Relations · in the core platform Households with every policy, contact and interaction on one record.
Customer Service Service requests with SLAs and a history per client.
Knowledge Base Client documents, versioned, with permissioned AI search.
Automation & Integrations · in the core platform Renewal reminders and tasks created on schedule.
CSAT & Forms Retention and satisfaction surveys after service and renewal.
The paperwork that has to exist
Application and signed forms
Policy declarations
Change request record
Proof of insurance documents
3–8 records per household per year
Who’s in the system
Producer Works quote requests from Demand Generation and sees the whole household on one record.
Customer service rep Handles changes and questions in Customer Service with an SLA on every request.
Account manager Works the renewal list the system builds each month.
Agency principal Watches retention, requests and producer activity from Analytics & BI.
What Atlas does here
“Which households renew next month and haven’t been contacted?” — Atlas lists them and drafts the outreach.
Commercial Brokers
Complex accounts, a submission for every renewal, and certificates requested on a Friday afternoon.
How a job runs
1Account in the pipelineCustomer Relations
2Submission preparedKnowledge Base
3Proposal deliveredPre-Sales & CPQ
4Broker agreement signedContract Management
5Certificate requestsCustomer Service
6Fee invoicedInvoicing & Billing
Modules you’d switch on
Customer Relations · in the core platform Accounts, contacts and renewal pipeline with AI signals.
Knowledge Base Submissions, loss runs and policy documents per account.
Pre-Sales & CPQ · in the core platform Proposals built and delivered from the account.
Contract Management · in the core platform Broker of record letters and service agreements, e-signed.
Customer Service Certificate and service requests with turnaround tracked.
Invoicing & Billing Fee invoices and overdue statuses.
The paperwork that has to exist
Broker of record letter
Submission and applications
Loss runs
Proposal
Certificates of insurance
10–30 documents per account renewal
Who’s in the system
Producer Works accounts in Customer Relations with Deal Coach flagging renewals going quiet.
Account manager Builds the submission from the documents on the account.
Certificate desk Answers certificate requests as tickets with the templates on hand.
Operations Tracks agreements and fee billing.
What Atlas does here
Atlas pulls the account’s loss runs and last submission and drafts this year’s renewal package.
Independent Claims Adjusting
A file for every loss, inspections in the field, and a report the carrier expects on time.
How a job runs
1Assignment receivedCustomer Service
2Inspection scheduledScheduling
3Field inspectionWork Orders & Field Dispatch
4Report and photos filedKnowledge Base
5Carrier follow-upEmail & Meetings Capture
6Fee bill sentInvoicing & Billing
Modules you’d switch on
Customer Service Assignments as files with the carrier’s SLA on each.
Scheduling Inspection appointments across adjusters and territories.
Work Orders & Field Dispatch Field inspections as work orders with photos.
Knowledge Base Reports and photos on the file, versioned.
Email & Meetings Capture · in the core platform Carrier and insured communication logged on the file.
Invoicing & Billing Fee bills from the file with payment status.
The paperwork that has to exist
Assignment letter
Inspection photos and notes
Status and final reports
Fee bill
5–15 records per file
Who’s in the system
Claims manager Assigns files and watches turnaround across adjusters.
Field adjuster Runs inspections as work orders on the phone and files photos to the claim.
Desk adjuster Writes reports from the file and logs carrier contact.
Billing Sends fee bills from the file and tracks payment.
What Atlas does here
“Which files are past the carrier’s report deadline?” — Atlas lists them with the adjuster on each.
Agency Operations & Compliance
Licenses for every producer, carrier appointments to track, and an audit that wants the paper trail.
How a job runs
1Producer onboardedEmployees & Org Chart
2License and appointment recordedCompliance Manager
3Continuing education trackedContent & Learning
4Renewal dueAutomation & Integrations
5Audit request answeredCompliance Manager
Modules you’d switch on
Employees & Org Chart · in the core platform Producers and staff with roles and documents.
Compliance Manager Licenses, appointments and E&O as evidence with expiries watched.
Content & Learning Training and continuing education records.
Automation & Integrations · in the core platform Renewal reminders that run on their own.
Knowledge Base Agency procedures in one searchable place.
Analytics & BI · in the core platform License and appointment status across the agency.
The paperwork that has to exist
Producer licenses
Carrier appointments
Continuing education records
E&O policy
4–8 records per producer
Who’s in the system
Operations manager Keeps producer licenses and appointments current in the Compliance Manager.
Producers Upload renewals and complete assigned training.
Agency principal Sees what is due and what has lapsed.
HR Onboards producers in Employees.
What Atlas does here
Atlas lists every producer license and appointment due for renewal this quarter.
Pricing
Pick what you need. Add people as you grow.
Every plan is priced per person, works for teams of up to 25, and has no minimum — add or remove people whenever you want. What changes between plans is how much of the system you switch on.
15 core modules are in every plan
These are the platform itself, not a bolt-on. They come with Starter, Professional and Enterprise alike — what you choose below is which add-ons sit on top. Hover any of them to see what it does.
Customer RelationsDemand GenerationAI Lead FindingAI Record EnrichmentEmail & Meetings CaptureAutomation & IntegrationsAnalytics & BIContract ManagementPre-Sales & CPQProduct & Service CatalogAI EngineData Layer & Event BusMCP Server LayerAsset InventoryEmployees & Org Chart
Client Portal Soon — your customers see their own job and approve what needs approving
We build what you are missing — custom modules and integrations developed for your operation
Connects to the systems you are keeping, including your accounting package
Hosted to your security requirements, including on your own servers
You own your data. Always.
A named success manager who knows your business
Each Workspace has a 20 GB storage allowance included with the subscription, shared across database and file storage (1 GB = 1,000,000,000 bytes). At a manual billing check, usage above that is rounded up in 10 GB blocks at USD $5 per started allocation block per month, aligned with your subscription billing period; you do not need to use the entire additional block. For example, 22 GB means a 30 GB allocation and USD $5 for that monthly period. No storage surcharge is added to Stripe automatically. We notify the Workspace owner of the measured usage, period and proposed amount before any manual storage charge; existing Orders are unchanged unless separately agreed. Storage terms.
Subscription prices are per person, per month, in USD. Email allowances are per organisation per month, not per person. Hover any module to see what it does, and click to add or remove it. More than 25 people, more than 6 add-ons, or the Client Portal? That is what Enterprise is for.
Register your agency
Get in the door while it’s still a small door.
CaptivaHQ is in closed beta with a small group of selected clients. Register and we stand up a workspace with your team’s modules, your vocabulary, your clients and your open work — then you watch Atlas work it. Two short steps.
Personal email addresses welcome — we don’t block them.
Your team is pre-filled from the panel you were just reading.
A person from the CaptivaHQ team reaches out. Not a drip sequence.
Watch · 1 minute 22
What is CaptivaHQ
The short version: five systems that never talk to each other, the work that leaks between them, and the one platform that replaces the lot — first call to renewal, with every document on the client.
CaptivaHQ product overview — 1:22. Turn on sound, or use the player controls to pause, seek and go full screen.
One platform · thirty-one modules
Turn on the modules your book runs on. Nothing you don’t.
Every team above maps onto a handful of these. Every module reads the same records, obeys the same permissions and is driven by the same AI — nothing is sold to you twice. Hover or tap any card to see what people actually do with it.
Shipping next
Coming soonField app — iOS & AndroidWork orders, hours and photos from wherever the work happens. Offline-first.
Coming soonClient PortalWhite-labeled collaboration, approvals and self-service — Enterprise only.
Atlas · the AI in every module
Meet Atlas, your virtual voice assistant
Atlas is not a chatbot bolted onto the side. It is integrated in every part of the system, and is always context aware to provide you with accurate results. It is able to perform just about any action.
Open a service ticket
Prepare a renewal
Pull a client’s certificates
List renewals due in sixty days
Reads records
Logs its work
Atlas will always ask you when needed.
You
Atlas
“Open a ticket for Hartley Builders’ certificate request, and give me an estimate for their renewal review based on last year.”
Customer Service · new ticket
ReferenceCS-····CS-8021
CustomerHartley Builders LLC
SubjectCertificate of insurance for new job site
StatusOpen · SLA 4h
Ticket CS-8021 is open for Hartley Builders. Here’s the review estimate, based on last year’s renewal work.
Invoicing & Billing · estimate EST-1176
Renewal review and marketing$1,200
Risk consultation$350
Estimate total$1,550
Based on renewal R-2025-088
01 · The ask
02 · Atlas does the work
03 · The answer
FAQ
Questions from the agency
Does it replace our agency management system?
No, and it is not built to. CaptivaHQ is not a policy-administration, rating or claims-adjudication system. It runs the client work around those systems — service requests, renewals, documents, follow-up and fee billing — and exchanges data with them through webhooks and a full REST API.
Can it keep certificates and policy documents on the client?
Yes. Certificates, policy documents, loss runs and signed forms are stored against the client with versioning and AI search scoped by permission, so a certificate request is a search and a send rather than a hunt through folders.
We already use QuickBooks. Do we have to give it up?
No. Keep QuickBooks for the books. CaptivaHQ runs the client work and hands invoice and payment data to your accounting through the automation module’s integration steps, webhooks and the REST API.
How long before we’re actually running on it?
Setup is measured in days, not quarters. Fields and labels are customizable without code, CSV import is built into every module, and the onboarding team maps your clients, contacts, renewal dates and open requests onto CaptivaHQ. Most agencies start with service requests and renewals and widen from there.
What happens to the data we already have?
It comes with you. Clients, contacts, renewal dates and open work import from CSV, which is what agency management systems and spreadsheets export. The onboarding team maps your fields onto ours, and because labels are customizable the system adopts your vocabulary rather than the other way around. It stays your data throughout, and you can export it at any time.