Automate Insurance Policy Renewals and Changes with Custom AI

Independent agencies run on their Agency Management System. Platforms like Applied Epic, Vertafore, or HawkSoft are the central source of truth for client and policy data. Their built-in automation, however, often stops at sending reminder emails. These systems cannot log into a carrier portal, download a renewal packet, and parse the PDF to find the new premium amount. The critical data remains trapped in unstructured documents outside your AMS.

This leads to a highly manual and error-prone workflow. Consider a 10-person agency processing renewals. An account manager receives an email from a carrier with a PDF renewal declaration. They must open the PDF, find the new premium, compare it to the old one, manually update the client record in their AMS, and then re-key that same information into a renewal summary for the client. This repetitive task takes 15-20 minutes per policy, multiplied across hundreds or thousands of policies a year.

The structural problem is that off-the-shelf automation tools cannot handle the fragmentation of the insurance carrier ecosystem. Each carrier has its own portal, its own login process, and its own unique document format. A generic tool is built for a standardized world that does not exist in insurance. The challenge is not just reading a PDF; it is building a system that can reliably navigate and interpret dozens of distinct, non-standardized data sources, which requires custom engineering.

The first step would be a detailed audit of your top 5-10 carriers and your current renewal workflow within your AMS. We would map where renewal documents originate (email attachments, portal downloads) and identify the critical data points for your process, like premium, coverage limits, and new endorsements. This audit produces a clear data schema that becomes the blueprint for the system.

The core of the proposed system is a document processing pipeline built with the Claude API and hosted on AWS Lambda. The system would run on a schedule, checking for new renewal documents. The Claude API would then parse the PDFs, extracting key fields like policy number, effective dates, and premium changes into a structured format. This clean data is stored in a Supabase database, and a FastAPI service exposes an endpoint to push updates directly into your AMS.

The delivered system would automatically flag renewals with premium increases over a set threshold, for example 10%, for manual review by an account manager. For standard renewals, it would pre-fill a renewal summary document and save it directly to the client's file in your AMS. You receive the complete Python source code, a runbook for maintenance, and a dashboard showing the processing status for all renewals. A 4-6 week build can automate a significant portion of this manual work.