Automate New Client Onboarding for Your Insurance Agency

Most independent agencies rely on their AMS, like Applied Epic or Vertafore, and e-signature tools for onboarding. These systems are great databases of record but offer limited automation for the initial data capture. An agent receives a PDF application from a new client, then manually re-types every field into the AMS to create the client record, which is low-value, error-prone work.

Consider a 10-person agency onboarding a new commercial client. The producer sends a 12-page PDF application, which the client fills out and emails back. A customer service representative (CSR) then spends 25 minutes manually keying data from the PDF into Vertafore. They create the client, the policy shell, and then copy-paste information into 3 different carrier portals to get preliminary quotes. A single typo in the business address can lead to an incorrect quote or a compliance issue.

The structural problem is that the AMS and the carrier portals are separate, disconnected systems. Generic automation tools cannot solve this because they lack the intelligence to parse unstructured documents like a scanned PDF application. They can move data from a web form into an AMS field, but they cannot read a client's handwritten notes or understand the context of a specific ACORD form field. They require a perfectly structured digital input, which is rare during onboarding.

This manual bridge between systems creates a significant bottleneck. It delays quoting, introduces data entry errors that can impact coverage, and burns CSR time that could be spent on client-facing advisory work. The agency's growth becomes capped not by its ability to sell, but by its administrative capacity to process new business.

The project would begin with an audit of your current onboarding workflow. We would map every step, from the first contact form to the client record creation in your AMS. Syntora would analyze your current application forms and identify the specific data fields needed for quoting with your top 5 carriers. You would receive a scope document detailing the proposed data flow and the integration points with your existing AMS.

The core of the system would be an AWS Lambda function triggered when a new application PDF is received. The function uses the Claude API to parse the document, extracting key entities like names, addresses, and coverage details with over 98% accuracy. This structured data is then passed to a FastAPI service which connects to your AMS API (Vertafore, Applied Epic, or HawkSoft) to create the new client record, a process taking under 500 milliseconds.

The delivered system runs automatically in the background, integrating into your existing workflow without requiring your team to learn a new dashboard. Instead of manual data entry, the client record and policy shell appear in your AMS within 2 minutes of receiving the completed form. You receive the full Python source code, a runbook for maintenance, and the system would cost under $50 per month to operate on AWS.