Automate Policy Renewals for Your Agency
AI automation streamlines insurance policy renewals by automatically reminding clients and collecting documents. It then uses that data to pre-fill renewal applications for agent review.
Syntora specializes in designing custom AI automation solutions for the insurance industry. We focus on building systems that streamline policy renewals by integrating agency management systems with carrier portals and using AI for efficient document processing and data extraction.
The scope of an AI automation project for policy renewals depends on factors like the number of carrier integrations needed and the technical consistency of their portals. Integrating with a few carriers via API requires a different approach than scraping data from numerous legacy portals. Syntora would begin by auditing your current workflows and system landscape to define the specific technical architecture for your agency.
What Problem Does This Solve?
A 15-person agency handles 200 renewals a month. Their CSRs spend the first week of every month running reports in Vertafore, exporting lists to Excel, and manually sending email reminders. This approach is slow and prone to human error, but it is what most agencies are forced to do.
Agency management systems like Applied Epic or HawkSoft have basic task reminders, but they cannot trigger multi-step workflows. They can log that a reminder was sent, but they cannot automatically follow up if a client has not clicked the link to a document portal. The CSR still has to manually track who has submitted what across dozens of policies.
General automation tools cannot solve the core problem: unstructured data. A tool can send an email when a renewal date is 90 days out, but it cannot parse a new driver schedule a client sends as a blurry phone photo. Extracting the names and license numbers to pre-fill the application is the most time-consuming step, and it remains entirely manual.
How Would Syntora Approach This?
Syntora would start by auditing your agency management system (AMS) and carrier portals to define the most effective integration strategy. The system would connect to your AMS (Vertafore, Applied Epic, HawkSoft) via API or webhook to obtain a live feed of policies nearing their 90-day renewal window. For each policy, a Python script using tools like Playwright would be developed to log into the respective carrier portal and retrieve the current policy declaration page. All extracted data would be stored securely in a Supabase Postgres database.
A FastAPI service would be developed to manage automated client workflows. At 90, 60, and 30 days prior to renewal, personalized emails would be sent via Postmark, containing secure links for document uploads. When a client uploads a document, an AWS Lambda function would be triggered. This function would send the document to the Claude API with a prompt engineered to extract specific fields, such as vehicle VINs or property valuations. The Claude API typically returns structured data as JSON within a few seconds. Syntora has experience building similar document processing pipelines using Claude API for financial documents, and the same pattern applies to insurance documents.
This structured data would then be used to pre-fill the carrier's renewal application. For carriers with available APIs, this would involve a direct POST request. For others, the Playwright script would navigate the portal and fill the web form, field by field. The architecture aims to process documents and generate a pre-filled application ready for agent review efficiently, often within minutes.
The completed application and a summary derived from Claude's analysis would be sent to the assigned agent's inbox. Every AI decision, such as an extracted VIN, would be logged with a confidence score. Any extraction with a score below a defined threshold, for example 95%, would be flagged for mandatory human review. This human-in-the-loop process is designed to significantly reduce manual entry errors. The underlying infrastructure, built on serverless components like AWS Lambda and Supabase, is engineered for efficiency and low operational costs, with base usage often under $50 per month.
What Are the Key Benefits?
Launch in 4 Weeks, Not 4 Quarters
From AMS integration to your first automated renewal in 20 business days. Stop manual data entry next month, not next year.
No Per-User or Per-Policy Fees
A one-time build cost followed by a low, fixed monthly hosting fee. Your costs do not increase as your agency grows.
You Own the Python Codebase
We deliver the complete source code to your private GitHub repository. You are not locked into a proprietary platform.
Alerts When Carrier Portals Break
We build monitors that check carrier portals daily. If a layout change breaks the scraper, you get a Slack alert instantly, not after a renewal fails.
Connects Directly to Your AMS
Direct API or webhook integration with Applied Epic, Vertafore, and HawkSoft. The system feels like a native part of your existing workflow.
What Does the Process Look Like?
Week 1: AMS and Carrier Access
You provide read-only API access to your AMS and login credentials for your top 5 carrier portals. We map your current renewal workflow and confirm data points.
Weeks 2-3: Core System Build
We build the FastAPI service, the Claude API integration for document parsing, and the Playwright scripts for portal interaction. You receive a link to a staging environment.
Week 4: Integration and Testing
We connect the system to your live AMS and process 10-15 sample renewals. You and your team review the pre-filled applications and provide feedback.
Post-Launch: Monitoring and Handoff
We monitor the system for 30 days to handle any issues. You receive a runbook detailing the architecture, monitoring dashboards, and troubleshooting steps.
Frequently Asked Questions
- How much does a custom renewal automation system cost?
- Pricing depends on the number of carriers you work with and whether they have modern APIs. A project with 3 API-first carriers is simpler than one with 10 legacy portals. We scope this during our discovery call and provide a fixed project price, not an hourly rate. Book a call to discuss your specific needs at cal.com/syntora/discover.
- What happens if the AI misreads a document?
- Every piece of data extracted by the AI is assigned a confidence score. You can set a threshold, for example 95%, below which the data is flagged for mandatory human review. This ensures an agent always verifies low-confidence extractions before submission, preventing errors. The system learns from corrections over time.
- How is this different from using an offshore BPO service for renewals?
- BPO services use human labor, which introduces high variability, security risks with client data, and per-hour costs that scale with volume. Our system is code. It runs the same way every time, 24/7, for a low fixed hosting cost. Your client PII stays within a secure AWS environment, not on a BPO agent's desktop.
- What if a carrier changes its portal login or application form?
- Our browser automation scripts are designed to be resilient, but major portal changes can break them. We include 30 days of post-launch support to fix these issues. After that, we offer a monthly retainer that covers ongoing maintenance and updates for carrier portal changes, ensuring the system remains operational.
- Do my CSRs need to learn new software?
- No. The system integrates into their existing workflow. They will receive notifications and pre-filled applications via email or directly within your AMS, for example, as a task in Applied Epic. The goal is to reduce their workload, not add another tool for them to manage.
- Can this system handle different types of insurance?
- Yes. The core engine is the same, but the document parsing logic changes. During discovery, we identify the top 3-5 renewal types that consume the most manual effort. We build specific data extractors for each one, whether it is a BOP renewal or a personal auto policy. The system can be extended to more policy types over time.
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