Automate Insurance Policy Renewals With Custom AI

Most small insurance firms rely on their Agency Management System (AMS) like Applied Epic or Vertafore for renewal management. The built-in reminder functions are basic. They can send a generic email 90 days out, but they cannot track document submissions or escalate based on client responses. The AMS has no way of knowing if a client has sent back a signed ACORD form or just a question about their coverage.

Consider a 10-person agency using HawkSoft for commercial lines. A general liability policy is up for renewal. The CSR manually runs a report, drafts a reminder, and sends it. The client replies with last year's unsigned documents. The CSR must reply, clarifying what is needed. The client then sends a blurry photo of the correct form. This back-and-forth takes four emails over five days just to collect the right paperwork before the actual quoting even begins.

The structural problem is that an AMS is a system of record, not a workflow engine. Its architecture is built for data storage and retrieval, not for executing complex, stateful communication sequences. These systems cannot parse an incoming PDF to check for a signature or extract data to pre-fill a new application. They treat every email and attachment as a data blob that a human must open, interpret, and categorize.

The engagement would start with an audit of your current renewal workflow. Syntora would map every step, from the first reminder to the final policy binding. This involves reviewing the data structure in your AMS (be it Applied Epic, Vertafore, or HawkSoft) and identifying the 3-5 most time-consuming carriers to automate first. The deliverable from this phase is a technical specification document outlining the build.

The core of the system would be a set of AWS Lambda functions triggered on a schedule, which query your AMS for upcoming renewals. A central FastAPI service would manage communications, using the Claude API to read client emails and parse attachments like ACORD forms. Pydantic models would validate extracted data against required policy fields. All renewal statuses would be tracked in a Supabase database, enabling intelligent follow-ups. Processing time per document would be under 15 seconds, with a typical 4-6 week build timeline and monthly hosting costs under $50.

The delivered system integrates into your team's existing process. Your CSRs would see a new dashboard showing the real-time status of every renewal. Instead of manually chasing documents, they would see the system has sent two reminders and automatically received three of four required forms. A final pre-filled application, generated with over 98% accuracy, is flagged for their review. This changes a 20-minute manual data entry task into a 2-minute validation step.