Custom AI Automation for Independent Insurance Agencies
Look for a consultancy with direct experience integrating with your Agency Management System (AMS). They must show you past systems that parsed unstructured data like FNOL reports and policy PDFs.
The project's complexity depends on the number of carrier portals you work with and the quality of your existing AMS data. An agency with clean data in Applied Epic and reports from five national carriers is a straightforward build. An agency with inconsistent data across multiple systems requires more upfront data mapping.
We built a claims triage system for a 6-adjuster agency that was drowning in emails. It cut their average first-response time from 4 hours to 12 minutes. The system went live four weeks after kickoff and handled over 200 claims in its first month.
What Problem Does This Solve?
Most agencies start by trying to automate with email parsing tools. These tools use fixed rules to find data, but they are brittle. If a carrier changes the layout of their First Notice of Loss (FNOL) email template, the parser breaks silently, and a critical client claim gets missed. They rely on keywords, often misclassifying a low-severity claim as urgent just because it contains the word 'water'.
A common scenario involves renewal processing. An agency uses its AMS to send automated reminder emails, but the system can't see if the client has already uploaded documents to the carrier's portal. This results in agents sending multiple redundant emails to good clients, creating frustration and making the agency look disorganized. At 50 renewals per month, this manual cross-checking burns dozens of hours.
Newer general AI tools can summarize text, but they lack insurance-specific context. They can't score a claim's severity against your agency's unique guidelines or correctly route a commercial liability claim to the one adjuster licensed for it. They provide a piece of the puzzle, not a complete, reliable workflow integrated with your core system of record.
How Does It Work?
Our process starts by connecting directly to your FNOL intake source, typically a dedicated email inbox. We use the Claude API to parse the unstructured text from email bodies and PDF attachments. This allows us to extract over 20 key data points like policy number, claimant name, and incident details with 95% accuracy without relying on a fixed template.
The extracted and structured data is sent to a FastAPI service deployed on AWS Lambda. This service runs a Python script that scores the claim's severity on a 1-10 scale, using logic developed during discovery with your senior adjusters. The entire process, from an email arriving to a score being generated, completes in under 30 seconds. Claims scoring above a 7 are automatically flagged for immediate human review.
Next, the system integrates directly with your Agency Management System (Applied Epic, Vertafore, HawkSoft) via API. It creates a new claim record, attaches the original documents and a one-paragraph summary, and assigns it to the correct adjuster based on their specialty and current workload. For a 6-adjuster agency, this routing logic alone cut their average first-response time from 4 hours to 12 minutes.
Every decision the AI makes is logged to a Supabase database table with its confidence score, creating a permanent audit trail. If the confidence for a critical field like a policy number is below 90%, a notification is sent to a shared Slack channel. This human-in-the-loop design ensures an expert reviews ambiguous cases, preventing errors from reaching your core systems.
What Are the Key Benefits?
First Response in 12 Minutes, Not 4 Hours
Our claims triage system parses, scores, and routes an FNOL report in under 30 seconds, allowing adjusters to respond to clients almost immediately.
No Per-User Fees, Ever
You pay for the initial build and an optional monthly maintenance plan. Your costs don't increase when you hire your 10th or 30th employee.
You Get the Keys and the Blueprints
We deliver the complete Python source code in your private GitHub repository, along with detailed documentation and a deployment runbook.
Alerts Before It Becomes an Emergency
We configure monitoring with PagerDuty to send alerts for API failures or low confidence scores, so issues are fixed before they impact client service.
Works With the AMS You Already Have
Direct API and webhook integrations with Applied Epic, Vertafore, and HawkSoft mean no new software for your team to learn. It works inside your existing tools.
What Does the Process Look Like?
Week 1: Systems Audit
You provide read-only API access to your AMS and 20-30 sample FNOL emails. We deliver a System Design Document mapping the exact data flow and integration points.
Weeks 2-3: Core System Build
We build the parsing, scoring, and routing engine. You receive a private link to a staging environment where you can test the system with your sample claims.
Week 4: Integration and Launch
We connect the system to your live AMS and monitor the first 50 claims processed. You receive access to the live Supabase logging dashboard.
Post-Launch: Monitoring and Handoff
We provide 30 days of included post-launch support. At the end of the period, you receive the final source code and a runbook for ongoing maintenance.
Frequently Asked Questions
- How is pricing determined for a project?
- Pricing is based on two factors: the number of unique document types to parse (e.g., FNOLs from 5 carriers vs. 25) and the complexity of your AMS integration. A claims triage system takes about 4 weeks. A project involving claims, policy comparisons, and renewals is closer to 12 weeks. We provide a fixed-price proposal after our initial discovery call.
- What happens if a carrier changes their email format and the parser breaks?
- The system logs any email it cannot parse with 90% confidence and sends an alert. The original email is preserved so no data is lost. During our support period, we update the parser within 24 business hours. The runbook we provide includes instructions for a developer to update the parsing prompts for the Claude API, which is much simpler than rewriting brittle regex rules.
- How is this different from hiring a large IT consultant or using an RPA firm?
- Large consultants delegate work to junior developers and add project management overhead. RPA bots use screen-scraping, which is brittle and breaks when a carrier portal's UI changes. Syntora is one senior engineer who builds your system with robust APIs. The person you talk to is the person writing the code, ensuring nothing is lost in translation.
- Can this system handle more than just claims triage?
- Yes. The core architecture using FastAPI, Claude API, and AWS Lambda is a flexible foundation. Once it's built, we can add new workflows like policy comparison by pulling data from carrier portals or automating renewal document collection. Each subsequent workflow is a smaller, faster project because the foundation is already in place.
- What kind of access do you need to our systems?
- We require read-only API access to your AMS during development to understand its data schema. For deployment, we need API credentials for the AMS and access to the FNOL intake inbox. All credentials are encrypted and stored securely. We never need access to employee machines or your internal network. We work entirely through official system APIs.
- Is the AI just ChatGPT? How do we ensure data privacy?
- We use the Claude API from Anthropic, not ChatGPT. We have a Business Associate Agreement (BAA) with Anthropic ensuring your data is never used for training their models. All client data is processed in-memory and is not stored by the AI provider. This meets the strict data privacy and compliance requirements of the insurance industry.
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