Copilot value discovery for Scottish agricultural insurance firm

Our customer, an agricultural & commercial insurance broker located in Central Scotland, wanted to explore how Microsoft 365 Copilot and agentic AI solutions could support their business transformation as part of their broader adoption of Microsoft 365. The goal was not to implement technology immediately, but to understand where AI could add value, identify pain points in core processes, and build a roadmap for future innovation.

Operating in a fast-paced, client-facing environment where time is a critical resource, their New Business and Renewals functions both suffer from common challenges including:

• Manual data entry and duplication across systems
• Inconsistent documentation and processes
• Time-consuming policy comparisons
• High email volumes and fragmented communications
• Limited integration between legacy systems and modern tools

The team recognised that these inefficiencies were costing time, increasing risk, and limiting scalability – but needed expert guidance to uncover where AI could help.

Working in partnership with our distributor partner and the customer’s Microsoft MSP, we delivered a structured Microsoft-funded value discovery engagement, including workshops, interviews, and process mapping.

Using a simple framework – Steps, Tools, Data, Time/Cost, Pain Points – we captured detailed insights into each process and mapped them against Copilot capabilities and broader Microsoft AI tools.

Key Recommendations

Digital Fact-Find Capture

• Replace paper-based forms with a Power Apps solution that allows Account Executives to capture structured data (text, images, voice) during client visits. The app would support offline use, integrate with SharePoint or Dataverse, and automate document generation via Power Automate.

Policy Comparison Agent

• Build a Copilot Studio agent trained on insurer formats and terminology to compare policy documents and highlight key differences in cover, excesses, and exclusions. This would reduce manual review time and improve accuracy.

Outlook Triage & Meeting Minutes Generator

• Use Copilot in Outlook and Teams to summarise emails, extract actions, and auto-generate structured meeting minutes using company templates. This would improve consistency and save time across departments.

SharePoint Agent for New Business

• Deploy agents trained on templates, policies, and FAQs to support document generation and compliance checks. This would help standardise outputs and reduce rework.

Researcher Agent for Prospecting

• Use Copilot’s researcher capabilities to identify active farms in target postcodes and generate prospect profiles. Combine with mapping tools to optimise travel planning and outreach.

Analyst Agent for Lead Prioritisation

• Analyse lead spreadsheets to identify high-potential prospects based on historical win rates, farm size, and insurer appetite. Output a prioritised list with suggested next actions.

Document Standardisation Agent

• Create a Copilot Agent trained on approved templates. Allow users to upload their version and receive a standardised, compliant output.

The value discovery engagement delivered more than just insights – it created strategic clarity. By aligning business challenges with AI capabilities, the team gained a clear understanding of where Copilot could drive measurable impact. The roadmap that emerged is now guiding internal conversations, shaping future investment decisions, and laying the foundation for a phased transformation.

Clarity and alignment to share future strategy

• Clear process understanding: Stakeholders gained a detailed view of how their processes work today, where inefficiencies lie, and what tools are used. This clarity is essential for any transformation effort.
• Prioritised roadmap: The team now has a structured roadmap of opportunities, categorised by impact and complexity. This allows for phased adoption, starting with high-value, low-complexity wins.
• Shared vision: The workshops fostered alignment across teams, creating a shared understanding of how AI could support their work and what success might look like.
• Executive buy-in: The engagement helped surface opportunities that align with leadership priorities – particularly around time savings and scalability in the New Business function.
• Foundation for change: Our customer is now well-positioned to move from discovery to implementation, with a clear set of use cases, stakeholder support, and a vision for how Copilot and agents can transform their business.