Platform Features
Everything Your Agency Needs —
In One Platform
Kaffeine replaces 6–8 fragmented tools with a single, insurance-native platform built for the full distribution chain.
Intelligent Automation That Works While You Sleep
Kaffeine's no-code automation engine handles follow-ups, appointment reminders, status updates, and compliance tasks automatically — so your agents spend their time selling, not administrating.
- Visual drag-and-drop workflow builder — no coding required
- Trigger automations by lead source, product type, or agent
- Multi-channel: SMS, email, in-app notifications, and dialer tasks
- Built-in delay timers, conditional branching, and A/B testing
- Pre-built playbooks for Medicare AEP, ACA OEP, Final Expense, and ancillary cross-sell
Every Lead. Tracked, Scored, and Routed Automatically.
From the moment a lead enters Kaffeine — whether from a web form, ringless voicemail, or vendor upload — it's scored, enriched, and routed to the right agent with the right product match.
- Smart lead scoring ranks prospects by enrollment likelihood
- Smart routing by product line, geography, or agent capacity
- Duplicate detection and vendor lead deduplication
- Full contact timeline: calls, texts, emails, and notes in one view
- Bulk import from any CSV or legacy CRM with field mapping
Rachel AI & Bean AI: An AI Co-Pilot on Every Call
Kaffeine's proprietary smart technology works alongside your agents in real time — assisting, never replacing them. Rachel AI coaches live calls and drives leads to a connection, while Bean AI instantly answers thousands of Medicare, carrier-rule, and underwriting questions so agents never have to pause a conversation to look something up.
- Live call coaching with real-time pop-up suggestions to rebut objections and guide the agent to the sale
- Rachel AI converses with leads and drives them all the way to a live connection with an agent to close the sale
- Bean AI instantly answers thousands of questions on Medicare, carrier rules, and underwriting mid-conversation
- Rachel AI doubles as your agency phone attendant — clear human voice, routes call-ins or takes messages delivered by text & email with a voicemail link and transcript
- Every call is transcribed in real time, viewable to the agent, then saved to the lead or client file with the recording
Built-In Underwriting Tools for Every Underwritten Product
No other major insurance CRM helps agents actually underwrite the case. Kaffeine's built-in underwriting assistant guides agents through carrier-specific health questions and risk prompts across underwritten health (under 65), ancillary, Medicare Supplement, and life products — so applications are complete, compliant, and submitted correctly the first time.
- Guided underwriting for underwritten health (under 65), ancillary, Medigap & life products
- Carrier-specific health questions and risk prompts built into the workflow
- The only insurance CRM with native underwriting assistance — not in AgencyBloc, Radius Bob, GoGuru, or DFY CRM
- Cuts underwriting turnaround from days to minutes and reduces E&O exposure
- Enforces complete, compliant applications before a policy ever leaves the agent's desk
Data That Drives Better Decisions at Every Level
Whether you're an independent agent reviewing your pipeline or an FMO tracking 200 agents across 30 states, Kaffeine's analytics layer surfaces exactly what you need — in real time.
- Real-time enrollment, quote, and call performance dashboards
- Agent leaderboards with productivity scoring and trend lines
- Policy mix breakdowns by carrier, product line, and state
- Exportable reports for compliance audits and carrier submissions
- Custom KPI widgets configurable per role and agency tier
Enterprise Scalability: Unlimited Hierarchy, Per-Agent Control
Kaffeine is built for the full distribution chain — from a single independent agent to a multi-state FMO with dozens of downline levels. Configure advance terms and interest differently for every agent on the same policy, pay overrides to unlimited depth, and manage your entire recruitment pipeline in one system. Competitors cap hierarchy depth or force one advance setting per policy.
- Unlimited hierarchy levels — FMO, IMO, downline, sub-downline to any depth, configurable per carrier
- Per-agent advance terms on the same policy — 9 months for one agent, 12 for another, none for a third
- Per-agent interest on outstanding advances — charge some agents, waive it for others
- Recruiter pipeline and co-op lead distribution across the entire downline
- Network-wide production dashboards spanning hundreds of agents across 30+ states
- Scales from a single independent agent to a multi-state FMO without changing platforms
Commission Management That Matches Carrier Statements — Exactly.
Kaffeine eliminates spreadsheet-based commission tracking. Every policy, override, advance, chargeback, and carrier bonus is recorded, reconciled against carrier statements, and distributed down the hierarchy automatically — with interest calculated on outstanding advances.
- Unlimited hierarchy levels — pay overrides to any depth (FMO, IMO, downline, sub-downline) per carrier
- Per-agent advance terms on the same policy — a 9-month advance to one agent, 12-month to another, no advance to a third
- Per-agent interest on outstanding advances — charge interest to some agents, waive it for others
- Carrier statement reconciliation with discrepancy flagging
- Chargeback & clawback recovery auto-linked to advance balances with agent notifications
- Carrier app-bonus tracking & threshold-based bonus calculation (premium targets, persistency)
- Commission split rules configurable per product and carrier
- Automated pay-period summaries and 1099-ready exports
- Native sync to both QuickBooks and Sage Accounting for GL & payout export
Defense-Grade Security Built for Protected Health Information
Kaffeine's security infrastructure is engineered by Equitus Corporation — the same firm securing U.S. Army and DHS systems. Five concentric defense layers protect every record, with HIPAA, SOC 2, and DoD STIG controls designed in from day one — never bolted on.
- AES-256 encryption at rest with a separate KMS key per tenant
- PHI tokenization — cleartext health data never stored in application tables
- Row-Level Security at the database layer — no query can cross org boundaries
- 6-step tamper-proof audit trail with 7-year retention
- Continuous automated red-team testing with < 15-min MTTR
Move Your Data with ArcXA, Unify It with KGNN
The #1 reason agencies stay on bad software is fear of moving their data. Kaffeine's Equitus-powered ArcXA engine understands what your data MEANS — not just its format — so it migrates from any legacy AMS, CRM, or spreadsheet with full lineage tracking and zero data loss. KGNN then unifies it into one AI-ready knowledge graph.
- Semantic migration from AgencyBloc, HawkSoft, AMS360, Salesforce & spreadsheets
- Full lineage tracking with a cryptographic audit chain — zero data loss
- KGNN knowledge graph unifies clients, policies, and carriers into one model
- AI-ready data layer powers Rachel AI, Bean AI, and lapse prediction
- Pilot migrations complete in days, not months — included on every plan
Included Quoting Integrations
Quote Everything. All Included.
HealthSherpa, CSG final-expense, and full ancillary rating — dental, vision, hearing, hospital indemnity, and critical illness — are built natively into every Kaffeine plan. No add-ons. No extra fees.
HealthSherpa
ACA on- & off-exchange quoting
Final Expense Rating
CSG instant decision quoting
Dental Quoting
In-CRM carrier rating
Vision Quoting
In-CRM carrier rating
Ancillary & Hearing
CI, indemnity & home health
Also Included
And That's Not All
Built-In Dialer
Softphone with call recording, transcription & Rachel AI coaching.
Compliance Tools
E-signatures, SOA tracking, and HIPAA-safe document storage.
Underwriting Assistant
Guided underwriting for underwritten health, ancillary, Medigap & life.
Smart Rx Fuzzy Search
Auto-fills prescriptions as you type during lead & client entry.
Physician Finder
Look up and attach providers to records without leaving the CRM.
Pharmacy Lookup & Locator
Find and link in-network pharmacies directly to client records.
USPS Address Verification
CASS-certified USPS validation on every lead & client address.