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The 10 Best Scheduling Apps for Insurance: Make More Time for More Leads and Streamline Your Scheduling with These Free and Paid Tools

Sean Lund-Brown

The insurance industry knows all about inconvenient timing—that’s the precise time that most accidents happen. Fortunately, it doesn’t have to be your accident, thanks to modern scheduling apps and software. These tools are going to help streamline every aspect of your insurance business, whether you’re an independent agent or have a small agency. Of course, knowing what apps are available and what they have to offer is the first step. 

In this guide, we’ll take a look at the best scheduling tools and apps that can revolutionize the way your insurance agency does business, whether you’re a solo agent or part of a bigger company. We’ll look at the top scheduling tools that are out there and their features, giving you the chance to see just how many ways you can improve your time management and scheduling. 

Time is money

Think about what you could do with more time in the day. You could use automation and other technologies to streamline your scheduling, freeing up your time to close more deals, help more customers, and enjoy knowing that your schedule is organized and in good standing in the meantime. (One workaround to having to track your own scheduling app is to invest in the services from Smith.ai to handle appointment scheduling, lead intake, communications, and more.)

Perhaps you just need a better way to manage everything that you have going on. It might be time to connect with your customers in the virtual world and give them the option to reach you through social media booking or even through a dedicated online scheduling website. Whatever it may be, these free and paid tools can do a lot to help your business:

  • Reduce inefficiencies
  • Streamline operations
  • Improve booking rates
  • Reduce cancellations and no-shows
  • Get organized and get everything done

Which apps are the best, though? With so many to choose from, everyone is going to find the best solution to improve their scheduling and time management in the insurance industry. You'll want to choose apps that are affordable (or free if you really want to save), and that have all of the features that you want in a good scheduling tool. Consider the ones with the most integrations and best reviews, and trust that when you choose any of the ones listed below, you’ll be making a solid decision. 

Another solid decision you can make to improve your time management and reduce hours that you spend chasing leads is to enlist the lead intake and appointment scheduling services of the team at Smith.ai. 


  1. Monday.com

If you are looking for a robust scheduling tool for professionals in the insurance industry, this app is a must-see. It is one of the best scheduling tools that you can find and with affordable pricing, it’s got something for every insurance agent or agency, regardless of size. Monday.com includes project management tools, time management, and scheduling resources, and more. 

You can even find marketing tools and social media integrations, along with over 200 templates and customizable workflows. This platform also has a user-friendly dashboard and is totally customizable and scalable to the needs of your business. Manage everything in one place and enjoy features like:

  • Free option? No
  • Price: $8 per month, per user
  • Reporting and analytics to improve time management
  • Integrated calendars
  • Software integrations
  • Customizable workflows
  • Rules-based scheduling 
  • Automations for routine tasks


  1. Zapier

Zapier makes it easy to automate your tasks with Zaps, which you can create for all kinds of different uses and applications. The app allows you to integrate with your existing tech stack so that you can manage repetitive tasks and automate more of the busywork, freeing up your time for your customers and your business. 

Today's insurance agents are busy, and they rely on the best tech tools to keep them organized. If you’re looking for a free forever solution and you plan to need fewer than 100 tasks a month scheduled, this is an ideal choice. You can also find paid plans if you need more tasks. The cloud-based platform is scalable and offers highlights like:

  • Free option? Yes, up to 100 tasks
  • Price: $19.99 per month after that
  • Cloud-based platform
  • Custom rules creation
  • Premium security
  • Follow-ups and custom triggers 
  • Connects all the various parts of your business for easy task management
  • Includes scheduling resources


  1. Appointy

Appointy is a scheduling app that is dedicated to creating an efficient, streamlined solution for insurance agents and small to mid-size agencies. This app features mobile apps for iOS and Android, along with rules-based appointments and availability, and a free forever option for those who only need simple scheduling options and tools. 

With Appointy, insurance agents will be able to schedule appointments online, better manage your business, and streamline and automate the most repetitive and tedious tasks. You’ll improve your scheduling and eliminate waste, and enjoy other features like:

  • Free option? Yes
  • Price: $19.99 per month for paid plans
  • Up to 100 appointments a month
  • Integrates with Google, iCal, and others
  • Lead intake resources
  • Automation and workflows
  • Branded client-based booking engine


  1. Setmore

If you want to book more appointments and spend less time on the tedious work, Setmore is the scheduling tool for you. This platform has resources to reduce no-shows and cancellations, increase automation through the use of AI, and more. You can find 24-hour booking access, custom notifications and reminders, and video meeting tools. 

Setmore includes dedicated platforms for Android, iOS, Mac, and Windows. It can also integrate with your social media accounts and offers a centralized booking tool for all of your insurance appointments and meetings. You will appreciate the highlights of Setmore, including:

  • Free option? Yes
  • Price: Paid plans start at $9 per user
  • Branding available for booking engine and more
  • Customizable scheduling and rules 
  • Buffers for time slots
  • Dedicated booking site
  • Detailed analytics 
  • Easy integration


  1. Todoist

Todoist is a great scheduling tool for those in the mortgage industry. This dynamic scheduling and task tool is all about getting things done and keeping your business running smoothly. The somewhat simple-looking to-do list features scheduling and time management resources, along with social media tools, automation, and AI, and more. 

While some people won’t look twice at this app because it appears to just be another personal planning tool, it’s designed specifically for those in small business and working independently. It offers a cheaper option with a free version that includes robust tools and resources. Even the most expensive plan only costs about $5 per month. The highlights of Todoist include:

  • Free option? Yes
  • Price: Paid plans starting at $3/month
  • Social media tools
  • Sharing tools
  • Priority scheduling 
  • Custom availability settings
  • Recurring appointments and task views
  • AI and automation


  1. LocalUp

LocalUp is sold as a scheduling app for various local services, and it delivers in plenty of ways. This local sourcing app is great for lead scheduling, appointment booking, and finding new insurance prospects. In addition to helping you manage your schedule with automated tools and AI, LocalUp includes a free smartphone app and a client-facing booking engine. 

This tool also offers easy access to local prospects, custom scheduling and availability rules, premium calendar and appointment booking features, and access to the LocalUp marketplace and optional mobile point of sale for those who need it. Insurance agents love the social media integration and the fact that scheduling can be done 24 hours a day. Other highlights include:

  • Free option? Yes
  • Price: Starts at $29.99 per month for paid plans 
  • Local marketing tools and tips
  • Smartphone scheduling
  • Integrations with calendars and other apps
  • Messaging and reminders
  • Better local positioning 
  • Staff-specific scheduling


  1. Appointlet

If you need a simple, straightforward solution, Appointlet is worth a look. This tool allows you to streamline all of your insurance appointments and meetings, improve your time management in other areas, and even automate lead generation and other efforts. You can manage everything from the dedicated iOS and Android apps and enjoy seamless integration with several software tools.

Appointlet also offers a free version for small businesses and independent agents, with time zone automation and rules-based availability settings that allow you to customize every calendar and change your availability in minutes. You can create multiple schedules and automations from the user-friendly dashboard, as well. The highlights of Appointlet include:

  • Free option? Yes
  • Price: $8 per month starting
  • Branding and embedding resources
  • Dedicated automations and workflows
  • Seamless syncing with other calendars
  • Analytics and reporting
  • Rules-based custom schedules
  • Social media integration


  1. Schedulista

For simple scheduling without all the bells and whistles, Schedulista delivers. This platform also includes rules-based scheduling, like most on this list, along with other features and tools. You can schedule repeat appointments or meetings, brand your own custom booking engine, and even offer clients the chance to book through social media. You can block time, create personal time schedules, and even change things at the drop of a hat. 

Schedulista allows you to take everything on the go with dedicated iOS and Android apps, and it integrates with plenty of the software that you may already be using. You can even get reports to find inefficiencies and see where you may be losing valuable time or client appointments and make the appropriate changes. The key features include:

  • Free option? No 
  • Price: $10 per month to start
  • Reduces no-shows and cancelations
  • Automations to streamline workflows
  • Detailed, real-time analytics and reporting
  • Social media tools
  • Software integrations
  • Calendar syncing


  1. Apptoto

For insurance agents, Apptoto is one of the best options on the market today. It offers 24-hour online scheduling with a client-facing engine that can be customized and branded to your business image. There is also an option to customize notifications and reminders, access real-time reporting and analytics to better manage time and more.

You will be able to make real-time changes to your schedule and automations, and social booking tools make it easy to find your clients where they are. The scalable platform is deployed in the cloud for accessibility and affordability and is ready to get to work when you are. The highlights of Apptoto include:

  • Free option? No
  • Price: $29 per month starting
  • Native apps for iOS and Android
  • Google and Office365 integrations
  • Multi-calendar support
  • Custom reminders
  • Automation and AI
  • 24/7 scheduling access


  1. Calendly

Calendly makes the list as one of our preferred choices, and it has a lot to offer for the insurance agent who needs a better scheduling solution. With Calendly, you can create and deploy a scalable, cloud-based scheduling solution that is branded to your insurance agency or business, and if you’re a solo agent, you can enjoy the tool free forever if you only need a single calendar. 

Calendly also has affordable paid plans for those who need more calendars or have more users in their network. There are time management and automation tools, templates and documents, custom form fields, and so much more. Calendly offers features like:

  • Free option? Yes
  • Price: $8 per month to start 
  • Rules-based availability and scheduling
  • User-friendly interface
  • Meeting hosting tools
  • Social media booking
  • Integrates with hundreds of apps and software tools

Insure against inefficiencies by adding to your tech stack with Smith.ai

Any one of the scheduling apps listed here is going to deliver the tools and resources that you need to improve your insurance business, no matter how big it is or what type of scheduling and time management tools you seek. Of course, you can also take things one step further by integrating your new scheduling app and other solutions with the virtual receptionists at Smith.ai. 

Our dedicated team of professionals can handle all kinds of scheduling, appointment booking, lead intake, and other services to free up more of your time and offer that professional, big-brand image even if you’re just a small-town insurance agent. We have the tools and resources to make sure that your operations are streamlined and that every hour of your day counts. We can also integrate with several of the scheduling tools on this list as well as with several other software tools and apps. 

To learn more about how you can leave the busy work to the dedicated team at Smith.ai, schedule your consultation today. We can help you explore our lead intake and appointment booking services, spam blocking and calling solutions, and more. Time is money, so stop wasting both and drop us a line.

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Sean Lund-Brown

Sean Lund-Brown is a current Marketing Assistant for Smith.ai. A graduate from Metropolitan State University of Denver, Sean graduated with a BA in Music and an individualized degree in Teaching Vocal Pedagogy.

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