Smart Choice Virginia User Guide

UPDATED January 29, 2025

Table of Contents

Welcome to Smart Choice Virginia

NEED HELP?

Your Smart Choice Virginia Team

Onboarding 30/60/90 Day Guide

Aggregation & Contingency Splits

Commissions

Frequently Asked Questions

Welcome to Smart Choice® Agents Virginia Program

We are happy to have you as part of the Smart Choice® Agents network, the fastest-growing insurance aggregation organization in the country. Our Virginia Program has a great line up of Carriers and Resources to help you to grow your agency.

The Smart Choice Agents Program has provided insurance agents with access to carriers and brokers since 1994.  Over the past several years, the Smart Choice Agents Program Team has been working hard to make their Smart Choice Virginia Insurance Program even better.   

The following is an overview that will provide some insight as to why I believe this program is the best opportunity for Virginia Insurance Agents to expand their markets with top rated, diverse carriers, receive higher commissions and bonuses, and have unequaled support services.

Contact Your Team

Kerry Belcher, Territory Manager and Director of Life & Financial 

Our Virginia Smart Choice Team is please to announce that as of March 1, 2023, Kerry G. Belcher will be serving our VA & DC Agents as Director of Life & Financial Services. Kerry has decades of personal and commercial insurance experience, including Life and Financial Services.  In addition to his role as a Territory Manager–which includes the provision of a comprehensive Agency Development Program,  Kerry brings great opportunities for Smart Choice Virginia Agents to better serve their clients by offering a comprehensive Life and Financial Services program.  As the Independent Insurance Agency model continues to evolve, the revenue stream from Life and Financial products continues to become vital for agency success. 

Kerry will offer flexible programs and support to assist Smart Choice Agencies to grow or to add Life and Financial Services revenue, regardless of size or stage of development.  

Kerry G. Belcher, Sr was born in Richlands, Virginia in 1964.  Graduated from Haysi High in 1982 and earned an AS degree in Electronics Engineering in 1984. Recording Engineering and theological training were also completed along the way.  He began his insurance career that May and was licensed and manager of the Clintwood branch of Hugh Belcher Insurance by February of 1985.  In 1989, he returned to Haysi to manage the office. In 2005, Kerry bought his Dad and Mom’s remaining stock and became the sole owner of the Haysi Agency, half owner of the Norton Agency and opened an agency in Pennington Gap with Don and Lowell Williams.  Married in 2007, He and wife Rita have 8 children between them and sons and daughters-in-law. His hobbies are family activities, farming, playing music, writing songs and Bible studying and teaching.

Visit Kerry’s LinkedIn Profile
Cell: (276) 492-3975  Office:  (276) 865-5144
Email Kerry

We look forward to working with you.

QUESTIONS?  NEED HELP?

If you have questions, you can always contact the appropriate Smart Choice Department (Smart Choice Help and Support Contact Information) or your State Director  Roger Gill or your Territory Manager, who can assist you directly or point you in the right direction toward finding a solution.

IMPORTANT REMINDER:  Smart Choice provides access to direct appointments with many personal and commercial lines carriers with limited commitments.  All production with direct appointment carriers adds to the DWP CAP — the pathway toward 100% commissions, contingency bonuses, and more!  See the Advantages of becoming a Smart Choice Leadership Agency Here.

NEED HELP:   Smart Choice Help and Support Contact Information

Getting Started With Smart Choice Virginia

 STEP ONE: ONBOARDING: PRE  SC Appointment–Getting Started with SC

1.  NEW OnBoarding and Training Resource:   Smart Choice Virginia now has a COMPREHENSIVE AGENT DEVELOPMENT PROGRAM  (ADP) at no cost to our agents!  This ADP Resource will provide 24/7 365 access to all of our Smart Choice Virginia Programs, Training and Resources, OnBoarding Resources, Insurance Education (CL& PL), Sales Training and Resources and Marketing Resource including a DIY Marketing Resource.   Agents should work with your SC TM to access your customizable version of the ADP.   
2.  Initial Overview of Smart Choice Virginia Website with your Territory Manager, who will provide an overview of the agent resources available and how to use them.   Search for an item by using CTLR F (Command F on mac).
3.  Begin the Agency Development Program journey by completing  the NEW AGENCY ADP PROFILE.
4.  We will create a customized Agency Development Program Guide and Checklist based on your Agency ADP Profile.  The ADP Guide and Checklist will be shared with you and our SC Virginia TMs.  This Resource will be helpful to track the status of Carrier and Broker appointments, the purchase of Vendor Software Tools, and generally to check the progress of your onboarding and Agency Development Plans.
5.  Daniel, Roger, and Jenny Baird will assist in getting the carrier appointments desired and to complete any items that are required in the ADP Start Up Guide.
6. Contact SC TM Kerry Belcher about Getting Setup and Started with the SC Virginia Life and Financial Program.

STEP TWO:  ONBOARDING: Your First 30 DAYS AFTER SC Appointment

1. Review the contents of this Guide; Then Check Off the following.

2. If you have not done so, Schedule a Welcome Online Meeting with your State Director Roger Gill—(804) 731-3050  CALL ME!

3. FAST START PROGRAM: Plan to EARN BONUSES in Your First Year!  NEW:  FOR  2025 Smart Choice® Agents or Agents with newly appointed  Participating Carriers (see end of document for info) in 2025:
   1. Will Earn 50% of any bonuses or contingencies that Smart Choice receives based on the following eligibility:
      1. Agency writes a minimum of $50,000 in premium with the Carrier in 2025
      2. The Agency Loss Ratio for the Carrier must be less than 70%
      3. The State must qualify for the Carrier Bonus.   

4. Visit, Review, & Bookmark Smart Choice Virginia  News website page (SCVAN) for Updates, Info, & Training. Password:   reachthecap!    This is your MOST IMPORTANT RESOURCE!  Use This Page as Your Gateway or Dashboard for Everything Smart Choice.

5. ATTEND A LEADERSHIP AGENCY Webinar. Set your goals and timeframe to become a Leadership Agency and receive many benefits—including 100% Commissions after the annual CAP, Potential Contingency Bonuses, and many more.  Visit the Leadership Agency section on the SCVAN website to learn more.
6. Follow email Instructions from Smart Choice Departments.

22. Contact Roger Gill to develop your plan to become a Smart Choice Leadership Agency.

    NEED HELP:   Smart Choice Help and Support Contact Information

ONBOARDING:  WITHIN 60 DAYS

1. Continue to visit Smart Choice Virginia News for Updates, Info, & Training
2. Attend the Leadership Agency Webinar and Learn how to Increase Your Commissions!  Leadership Agencies earn 100% Commissions & Contingency Bonuses after the annual CAP.
3. Continue with Quoting and Closing as in the first 30 days.
4. Continue to add your directly appointed sub-code carrier codes to this manual
5. Quote 40 and Close 20 policies with Smart Choice® Sub-Code Carriers
6. Quote 4 and Close 2 through Smart Start™ Commercial Lines Program.
7. Express Markets™
8. Attend the Contingencies/Bonus Income/Aggregation/Book Roll webinar
9. Attend the Agency Development Program (ADP) webinar
10. Review Your Agency Business Report (ABR) on the www.SmartChoiceAgents.com site.  Login and go to the Agency Business Center; click on Commissions–then Reports.
11. Commissions are deposited into your bank account from Smart Choice on the 15^th of the month following policy sells with payment.

ONBOARDING:  WITHIN 90 DAYS

1. Continue to visit Smart Choice Virginia  News for Updates, Info, & Training
2. Continue with Quoting and Closing as in the first 30 days.
3. Continue to add your directly appointed sub-code carrier codes to this manual
4. Continue to Quote 40 and Close 20 policies with Smart Choice® Sub-Code Carriers
5. Continue to Quote 4 and Close 2 through Smart Start™ Commercial Lines Program.
6. Quote and Close Business policies with Sub-Code Appointed Commercial Carriers.
7. Continue to work toward earning Leadership Status by hitting the CAP and receive 100% Commissions, Potential Contingency Bonuses, and many other benefits!

WEBINARS 

There are several webinars for you and your staff to attend. These trainings provide a great overview of Smart Choice® and everything it has to offer. The webinars are live and recorded. They cover several subjects in greater detail: Smart Choice® Overview, Quoting Personal Lines and Commercial through Smart Start™, Express Markets™, Contingencies/Bonuses/Aggregation, and our exclusive agency development program.It is strongly encouraged that you or someone in your office attends these sessions.

Characteristics of a Successful Smart Choice® Agent

Smart Choice® agents are driven, goal-oriented, and self-starters. They take the initiative to learn about all the programs Smart Choice® offers, from our internal brokerage service Smart Start™ and Express Markets™ to training webinars and deals on websites and CE.

Successful Smart Choice® agents take full advantage of all the opportunities the program offers to grow their agencies and train their staff. Our best agents submit two (2) Smart Start™ Commercial applications per month and issue 25 new policies in force or $50,000 in new business premium per company per year.

How Smart Choice® Agents Can Earn Referral Bonuses

Have an agent you think would benefit from joining Smart Choice®? Refer them to us and receive up to $2,600 per referral, based on new agency production. Smart Choice® awards unlimited new agency referral bonuses.  Complete the Smart Choice Referral Agreement. 

NEED HELP:   Smart Choice Help and Support Contact Information

Smart Choice Agents Program Q&As

What Is Aggregation?

Simply put, aggregation is strength in numbers. By aggregating your book of business with Smart Choice®, you gain bargaining power with the nation’s top insurance carriers. Working through Smart Choice® lowers the barrier to entry to working with carriers, giving you the opportunity to make more money faster. You’ll likely earn a higher commission percentage, lower your volume commitments, and qualify for more bonuses and contingencies. You still own your book of business and are the agent of record on the policies you write through us.

What’s the Smart Choice® Contingency Split?

Contingency splits occur two different ways and is also explained in the Smart Choice Agents Agreement.

1. The agent has at least $100,000 in premium with a carrier, grows their premium book for that carrier by 1%, and meets all of the qualifications in loss ratio, etc. that are set by the carrier to receive contingency. If the agent meets all of the requirements for #1, then the agent will receive 50% of their portion of contingency when they have attained leadership status
2. The agent has at least $250,000 in premium with a carrier, grows their premium book for that carrier by 1%, and meets all of the qualifications in loss ratio, etc. that are set by the carrier to receive contingency. If the agent meets all of the requirements for #2, then the agent will receive 75% of their portion of contingency when they have attain leadership status.

Agent’s Portion Explanation

The agent’s portion of contingency is determined by taking the total premium of the agent for the carrier divided by the total premium for the state for the same carrier for a given year.

For example, if the agent produced $200,000 (premium) with Safeco for the year and the state produced $2,000,000 (premium), then the agent’s portion of the state’s contingency could be 10% participation of ($200,000/$2,000,000). If the agent does not meet any one of the requirements above, they will not be eligible for contingency split. If the Carrier was paying 6% for contingency it could be $200,000 (your Premium) x 6% (contingency) = $12,000 to agency divided by 50% (agency retained) for a $6,000 contingency for every program carrier (13) carriers at this time.

Getting Paid

All of our carriers pay out commissions once a month, but Smart Choice® pays out commissions twice a month. You get paid the month after the policies are credit released. If you issue a policy in November, you get paid in December; issue one in December, you get paid in January.

This rule is set by cut-off dates as paid by the carriers. Some carriers cut off commissions on the 12th of the month, so any policy issued with those carriers on or before the 12th will pay on the 15th of the following month. So, if you issue a policy between November 1 and 12, you will get paid on December 15. If you issue a policy on the November 13, you get paid January 15 because the policy fell after November 12 cutoff date and is now in the December commission batch.

  Commission Statement & Pay Stubs  (ASCS)    Learn How to Access and Read SC Commission Statements.

 Accessing Commission Statements   Visit the Documents Navigation Tab in the Agency Business Center.  

Smart Choice® Training Webinars

We have developed Training Webinars that provide agents with information to learn more about Smart Choice® and the services we offer.   These webinars are designed to help you to get off to a fast start.

1.  Smart Choice® Overview
2.  Smart Start™ Personal Lines & EZLynx
3.  Smart Start™ Commercial Lines & Express Markets™
4.  Leadership Status & Referrals
5.  Marketing Overview–Building an Online Infrastructure
6.  Book Rolls & Aggregation–Increasing Net Comp
7.  Contingencies, Bonuses, and Aggregation

Carrier & Producer Education Webinars

Our carriers also offer webinars on a monthly basis. This is a good opportunity to learn more about the carriers, their underwriting appetites, and their submission requirements. To learn more about these webinar opportunities, contact your territory manager or state director.

Carrier Educational Programs (Carrier Appt Required)

1. Safeco / Liberty Mutual 
2. The Hartford School of Insurance
3. Travelers
4. State Auto

Producer Education Opportunities

1.     PIAVADC – The National Alliance designations, CE, and more (Smart Choice agents  recieve 50% discount on membership)
2.     Agency Management
3.     International Risk Management Institute
4.     National Alliance for Insurance Education
5.     Eclips Academy

The Smart Choice® website (www.smartchoiceagents.com) is a valuable technology tool for your agency. Access training videos on producer reports, commission statements, personal lines and EZLynx on your agent dashboard. You can also quote commercial business through our Smart Start™ Commercial Program in the Smart Choice® business center. The business center also includes underwriting guidelines for several commercial carriers. Take the time to review the website, as well as the training videos.

Smart Choice Virginia State Meeting

Smart Choice® Virginia Agents Program provides agents several opportunities throughout the year to gain valuable updates and carrier training in person at our State Meeting located in Richmond Virginia.   Topics include planning, marketing and sales strategies, insurance law, writing commercial, and specific training on carrier appetites and products.  Our Smart Choice Virginia team also offers Carrier sponsored Lunch & Learn meetings throughout the year at different locations.

Smart Choice® Group E&O Insurance

Startup and Small Agencies that do not sell Transportation Insurance may purchase a HISCOX E&O policy from Smart Choice. Call  Curtis Ezzelle at Smart Choice — 888.264.3388 x3053  to purchase the HISCOX E&O  curtise@smartchoiceagents.com).

EZLynx

The EZLynx Smart Choice® Rater is a single data entry point comparative rater for multiple real-time quotes. Using “Consumer Portal,” you can receive quote requests directly into your Smart Choice® Raters any time, day or night. EZLynx Agency Suites combine the best insurance software technology in packages that strategically position your agency for maximum efficiency with greater results. Visit the SC Ezlynx Info Page for more info.

Agency Websites

Smart Choice® Agents who use Ezlynx have a 4 Page basic agency website that is upgradeable.  Agency who who like one of the BEST Insurance Agency Website can purchase the FORGE from Agency Revolution at a 50% discount for Smart Choice Agents. 

CE Authority

CE Authority (RegEd) offers an extensive online course catalog for just $29.95 annually. Take advantage of unlimited online CE for life, health, personal lines, and long-term care, among other markets.

When will I receive my carrier codes?

With a direct appointment, you should get your codes within 7 to 30 days, though it sometimes takes longer depending on the carrier. In most cases, your direct appointment codes will be emailed to you. If you do not receive them within a few weeks, please reach out to the carrier rep. When your appointment request is submitted, you are cc’d on the email. If you are writing through Smart Start™ Personal and/or Smart Start™ Commercial, you will not receive carrier codes, as the writing is done through Smart Choice®.   Please record your carrier codes in your Agency Development Program Tool.

What’s the difference between Smart Start™ and a Sub-Code Direct Appointment?

Smart Start™ gives you an opportunity to quote a carrier without any premium requirements. Typically, once you write at least $25,000 in premium and have good loss ratios with Smart Start™, you can seek a direct appointment with the carrier. Contact your territory manager or state director with questions.

Does Smart Choice® offer Training?

We offer multiple training opportunities. Your territory manager can help with training for you and your staff. The Smart Choice® website (smartchoiceagents.com) has many training resources and videos.  We recommend you invest in the time to watch and review them. Carrier reps also offer training on their programs, underwriting, and technology for you and your staff. Carriers and Smart Choice® also offer webinars during the year. Watch your email for announcements.

Do I need a business plan?

If you are a newer agency or just starting out, we highly recommend you create a business plan.  Click Agency Business Plan Sample  download a sample business plan that your can customize.  Your business plan will give the carriers a good idea how you will run and grow your business, specifically the premium you intend to write with them. A business plan is needed for most carrier appointments.

Whom do I contact with questions?

If you have questions, you can always contact the appropriate Smart Choice Department (Smart Choice Help and Support Contact Information) or your territory manager Roger Gill (804) 731-3050, who can assist you directly or point you in the right direction toward finding a solution.  You may also Visit & Bookmark Smart Choice Virginia Agents Program News for Updates, Info, & Training. 

Appendix

Growing Your Agency — Sample Marketing Plan

Your agency should create its own marketing prospecting plan every year. It should include specific strategies to reach your various target markets. You should pick a minimum of 5 of these buckets to manage agency growth.

• Purchase 50 leads per month.
• Send 500 postcards to local small business and personal lines prospects monthly.
• Follow up phone contact with prior week’s direct mail to assess interest in your agency.
• Develop two new centers of influence (COI) on a weekly basis such as your pastor, local chamber of commerce, or well-known local business owners.
• Manage cross line audit of internal customers; send letters to set up annual reviews to get referrals and cross line sales using the Client Profile.
• Subscribe to at least one Internet lead source to develop online leads—EverQuote recent partnered with Smart Choice to provide Insurance Leads at a discount.
• Place an electronic Yellow Pages or local newspaper ad in local marketing area.
• Join or develop your own BNI or Grapevine networking group.
• Meet 10 small business owners face to face per week and offer a no obligation review and Quote.
• Visit two new property managers of apartment buildings to be introduced to new tenants weekly.
• Participate in one quarterly event such as local fair or town event.
• Start a weekly referral source by visiting used car managers, mortgage brokers, and real estate agents.
• Maintain a website with niche authoritative content to attract new business prospects.
• Hire your own telemarketer or contact manager to contact local prospects in your zip code.
• Always provide the maximum company discounts on every quote and always compare with competitor companies.

Vendors for Prospecting & Marketing

With the exception of EverQuote, Smart Choice® does not endorse these companies. Please do your own due diligence.

 Marketing Analysis

 This evaluation should include all types of agents, market quality factors, market penetration, and loss experience.

Priority 1: Auto Insurance  Issue a minimum of 40 new auto policies per month. Agency will use a combination of direct mail and cold calling (agent calls or telemarketing) to accomplish this.

Priority 2: Home Insurance  Develop a minimum of 40 new property applications per month. Agency will use a combination of direct mail and cold calling (agent calls or telemarketing) to accomplish this.

Priority 3: Life Insurance  Issue a minimum of 5 new life contracts per month with a minimum combined annual premium of $5000. Agency will use a variety of lead development processes, including referrals and cross line selling to new P&C customers. See “AIM New Business Life.”

Marketing Action Plan

Priority 1: Auto Insurance

Goal: To issue a minimum of 40 new auto policies per month.

Strategy:  Use a combination of direct mail and cold calling.

Action Plan 1:  Purchase leads in desired zip codes; mail merge prospecting letters; follow up with phone calls to every household and ask for the opportunity to review their insurance.

Action Plan 2:  Ask for referrals from every prospect; call referrals and ask for the opportunity to review their insurance.

Priority 2: Home Insurance

Goal: To develop a minimum of 40 new home applications per month.

Strategy:  Use a combination of direct mail and cold calling.

Action Plan 1:   Working with the Auto AIM processes, purchase leads in desired zip codes; mail merge prospecting letters; follow up with phone calls to every household and ask for the opportunity to review their insurance.

Action Plan 2:  Observe where pricing is competitive (by zip, territory, or type of dwelling) and target mail these demographics. Follow up with phone calls to every household that is not on the Do Not Call list. Describe your current marketing campaigns and advertising.

Priority 3: Life Insurance

Goal: To issue a minimum of 5 new life contracts per month with a minimum combined annual premium of $5,000.

Strategy:   New Business Life process; AIM Internal Life Process; Referrals

Action Plan 1: Offer life insurance to every new prospect and every new P&C customer.

Action Plan 2: Implement follow up processes (AIM) to existing customers.

Support Staff & Job Descriptions

The job descriptions for support staff need careful consideration and periodic review. They should be specific and include the following information: job requirements, job responsibilities, customer quality responsibilities, work schedules, work location, and expected results. Complete only for those positions that will be filled during the first 36 months.

Office Staff

The office staff will assist in the management of all administrative tasks including quoting and mailing all direct mail processes, ordering supplies, sending out all agent correspondence, and completing all administrative requirements for the agency.

Agency Producer

The agency producer will work side by side with the agent to cold call, set appointments, and present the Smart Choice® insurance coverage opportunities to prospective customers. They will assist the agency in customer service, increasing premium and customer retention. The agency producer will be responsible for obtaining a minimum of 5 referrals or leads on new prospective clients per week. They will assist the customers with sales calls weekly to update their files and document their benefits. They will also assist the agency on issuing new households and life applications. The agency producer will attend weekly telemarketing sessions in the agency along with weekly agency marketing meetings to present results in each area of accountability.

Operating Action Plan Worksheet

This worksheet addresses the operational aspects of implementing the goals, strategies, and action plans outlined on the Marketing Action Plan. In addition, it should address any other operational goals needed to develop a successful agency. The Operating Action Plan Worksheet should include advertising campaigns, mailing campaigns, cross-selling strategies and staffing programs. Where applicable, costs and compensation schedules described in the Marketing Action Plan Worksheet need to be included.