Automate Insurance Customer Onboarding with Custom AI

Most agencies rely on the intake features of their AMS, like Applied Epic or Vertafore. These systems are excellent for storing client data, but their intake workflows are rigid. They often require staff to manually re-key information from a web form, email, or PDF into the correct AMS fields, creating a significant bottleneck.

Consider a 10-person agency onboarding a new commercial client. The producer emails a PDF intake form. The client fills it out and emails it back. A customer service representative (CSR) then spends 20-30 minutes manually transcribing data from the PDF into Vertafore, looking up business codes, and creating the client record. If the PDF has a handwritten note, the CSR has to call the producer to clarify, adding another 10 minutes to the process.

The structural problem is that AMS platforms are systems of record, not systems of workflow. Their data models are fixed, and their APIs are often limited to basic create-read-update operations. They were not built to parse unstructured data from a PDF or connect dynamically to dozens of different carrier portals, so their built-in automation cannot handle the variability of real-world client intake.

This manual process introduces a high risk of mistakes. A mistyped VIN on an auto policy or an incorrect NAICS code for a commercial client can lead to inaccurate quotes and compliance issues. The time spent on data entry is time CSRs are not spending on revenue-generating activities like cross-selling or client service.

The first step would be to audit your current onboarding process from initial contact to the client record being created in your AMS. Syntora would map every data point you collect, the format it arrives in, and how it needs to be structured for your specific AMS (Applied Epic, Vertafore, or HawkSoft). You receive a workflow diagram and data mapping document for approval before any work begins.

The technical approach would use a FastAPI service hosted on AWS Lambda that acts as an intelligent intake layer. When a new client submits a form, the service sends the document to the Claude API, which extracts entities like names, addresses, and policy details with over 99% accuracy. Pydantic models validate the extracted data before a Python script formats it for your AMS's API, creating the client record automatically. This serverless architecture costs less than $50 per month to run.

The delivered system would be a dedicated email address that can receive attachments or an endpoint your website can post to. Your CSRs would no longer perform manual data entry. Instead, they would receive a notification with a link to the new client record in your AMS, ready for review, in less than 60 seconds. Syntora has built this exact document processing pattern with the Claude API for complex financial agreements.