Automate Your Agency's Policy Renewal Process with AI

Most independent agencies rely on their AMS for renewal management. A system like Applied Epic's Renewals Manager can flag upcoming expirations, but its workflow is a one-way street. It can send an email reminder, but it cannot read the client's reply, parse an attached document, or use that information to log into a carrier portal and fill out a renewal application. The process still requires significant manual intervention.

Consider an agency with 15 employees managing 2,500 policies. Ninety days out, an account manager runs a report in Vertafore. They spend the next week sending manual emails chasing clients for updated information like payroll numbers or vehicle schedules. A client emails back a PDF. The account manager must open the PDF, manually type the data into Vertafore, then log into three separate carrier portals to re-type the exact same information. This 45-minute, error-prone process is repeated for every single policy.

The structural problem is data isolation. The client record lives in the AMS, the application logic lives in dozens of unique carrier portals, and communication lives in Outlook. Off-the-shelf tools operate within one of these silos. AMS workflows cannot leave the AMS, and email marketing tools have no knowledge of policy status. To solve this, an agency needs a central system that can communicate with all three, acting as an orchestrator for the entire renewal lifecycle.

An engagement would begin with a complete audit of your renewal workflow. Syntora would map every step, from the initial 120-day-out flag in your AMS to the final bound policy. We would analyze the APIs for your AMS, such as Applied Epic's SDK, and for each of your top 5 carriers. For carriers without APIs, we would document the exact browser-based steps required to submit a renewal through their agent portal.

The core of the system would be a FastAPI service hosted on AWS Lambda, running on a nightly schedule. This service queries your AMS for policies entering the renewal window. For each policy, it would initiate a workflow that sends templated emails and a secure document upload link to the client. The Claude API would then parse returned PDFs, extracting key data points and validating them against expected formats. This serverless architecture keeps operational costs under $50 per month.

The delivered system integrates directly into your existing process. It would update renewal records in your AMS with collected data and a status like 'Awaiting Client Docs' or 'Ready for Review'. For API-enabled carriers, the system would submit pre-filled applications directly. For others, it generates a renewal packet for the account manager with a pre-filled PDF and a direct link to the portal. You receive the full Python source code, detailed documentation, and a runbook for maintenance.