Automate Your Agency's Policy Renewal Workflow
AI automates policy renewals by monitoring expiration dates and sending automated reminders to clients. It then collects required documents and pre-fills renewal applications using existing client data.
Syntora designs custom AI-powered systems to automate policy renewals for insurance agencies. Our approach involves building a tailored technical architecture that integrates with your existing agency management system and carrier portals. We focus on transparent engagement and realistic scope to deliver a functional system.
Implementing such a system requires careful integration with an agency management system (AMS) and carrier portals. The specific architecture and complexity will vary based on your agency size, chosen AMS (e.g., Applied Epic or HawkSoft), and the availability of data access and APIs for your carriers. Syntora’s approach focuses on understanding these specific factors to design a tailored engineering engagement.
What Problem Does This Solve?
Most agencies try to use their AMS's built-in features for renewal management. A tool like Vertafore’s WorkSmart can create a reminder task, but it cannot execute the work. It won't log into a carrier portal to pull an updated ACORD form, collect an e-signature on a specific document, or pre-fill a complex application. The agent gets a notification but still performs 90% of the manual data entry.
A common next step is a marketing automation tool for email sequences. This fails because these platforms are not built for secure document handling or two-way integration with an AMS. An agent ends up with a workflow where emails go out, but they must manually download attachments from their inbox and upload them to the client file in the AMS, breaking the audit trail.
Using generic screen-scraping bots is brittle and dangerous. A carrier changes one CSS class on their portal login page, and the entire automation breaks silently. For a critical process like renewals, this unmonitored failure is a significant E&O risk. A bot built with Playwright to handle 20 different carrier portals requires constant, expensive maintenance to keep running.
How Would Syntora Approach This?
Syntora would approach policy renewal automation as an engineering engagement, beginning with a discovery phase to assess your existing workflows, AMS capabilities, and carrier integration points. This initial phase helps define the data schema and integration strategy.
The core system architecture would involve connecting to your Agency Management System via its API or a scheduled data export. For example, if your agency uses Applied Epic, we would establish API access to pull a daily list of policies requiring renewal in a defined future window. This data would be loaded into a Supabase Postgres database for efficient processing.
A scheduled AWS Lambda function, written in Python, would run daily to identify policies entering critical renewal windows. For each identified policy, it would orchestrate a client communication sequence. To personalize outreach and streamline data collection, we would use the Claude API to parse existing policy declaration pages. Syntora has experience building document processing pipelines using Claude API for similar tasks, such as extracting key data from financial documents, and the same pattern applies to insurance documents like policy declarations to extract coverages, limits, and named insureds.
The system would expose secure, pre-filled web forms, potentially hosted on Vercel, to clients for document upload and data verification. The extracted data would automatically populate a significant portion of the renewal application fields. Clients would upload necessary documents, such as updated payroll figures for Worker's Comp policies, directly to a private AWS S3 bucket using expiring, signed URLs to ensure data security. All system activity, including client interactions and document status, would be logged back to your AMS through a FastAPI endpoint, maintaining a clear audit trail.
The final step in the process would involve programmatically submitting the renewal application using the carrier's official API or a purpose-built integration. The delivered system would provide a summary of all changes and a data confidence score, routed to the assigned agent for final review and binding. This engagement typically involves a build timeline of 12-16 weeks, requiring your team to provide access to relevant APIs, document existing processes, and participate in user acceptance testing.
What Are the Key Benefits?
Renewal Prep in 5 Minutes, Not 45
The system handles all data collection and form pre-filling. Your agents only perform the final review, cutting active work time by 90% per policy.
Eliminate Seasonal Temp Staff
Stop hiring temporary help for the busy Q4 renewal season. A one-time build provides year-round capacity for a fixed monthly hosting fee under $50.
You Own the System and the Code
You get the full Python codebase in your private GitHub repository and the data in your own Supabase instance. No vendor lock-in.
Alerts on API Changes, Not After a Failure
We build health checks that monitor carrier portal and AMS API statuses. You get a Slack notification if an endpoint changes, preventing silent failures.
Connects Directly to Your AMS
Native API integration with Applied Epic, Vertafore, and HawkSoft. Renewal activity is logged directly to the client file, creating a permanent record.
What Does the Process Look Like?
AMS & Carrier Access (Week 1)
You provide read-only API credentials for your AMS and a list of your top 5 carrier portals. We map your current manual renewal process.
Core Logic Build (Weeks 2-3)
We build the database schema in Supabase and write the core renewal logic as AWS Lambda functions. You receive the GitHub repo link and initial test runs.
Integration & Testing (Week 4)
We connect the system to your live AMS in a sandboxed environment. You receive a staging link to test the client-facing forms and review the pre-filled applications.
Launch & Monitoring (Weeks 5-8)
We go live with the first batch of renewals. For 4 weeks, we monitor every run, tune the logic, and hand over a runbook with full documentation.
Frequently Asked Questions
- How much does a custom renewal system cost?
- The scope depends on the number of carriers and the quality of your AMS data access. A project for an agency with a modern AMS API is faster than one requiring custom integrations for 20 different portals. We provide a fixed-price quote after a 45-minute discovery call where we review your specific needs.
- What happens if a carrier changes its website and the automation breaks?
- The system is designed to fail gracefully. If it cannot retrieve a form, it marks the renewal with a 'Manual Review' flag and sends a Slack alert. It never submits incomplete data. The agent handles that one policy manually while we update the integration, which is covered by our monthly support plan.
- How is this different from the automation in our AMS?
- Your AMS can schedule reminders but cannot execute multi-step workflows outside its own system. It cannot log into a carrier portal, parse a PDF, or pre-fill a carrier-specific form. Syntora builds a system that coordinates actions across your AMS, carrier portals, and client communications, handling the actual work, not just creating tasks.
- How do you handle sensitive client data and documents?
- Client data is encrypted in transit and at rest. We use Supabase for database security and AWS S3 with pre-signed URLs for document uploads, meaning files are never publicly accessible. The system is architected to meet E&O and cybersecurity insurance requirements, and we provide documentation to support your compliance audits.
- Can this system handle different types of insurance policies?
- Yes. The initial build focuses on your highest-volume policy type, like Commercial GL. We structure the code so that adding a new policy type, like Worker's Comp, is a small, incremental project. We define a schema for each policy's data requirements, and the Claude API parser is trained to extract the relevant fields for each.
- Who will I be working with?
- You work directly with the founder, who is also the sole engineer. The person on your discovery call is the same person writing the code, deploying the system, and answering your questions. There are no project managers or handoffs. This ensures deep understanding of your agency's specific needs from start to finish.
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