InsuraFlow — 9-Stage Input / Output Mapping

Where does each stage get its work from, and where do the results go?

Email AMS Platform API / Automated File (Excel / PDF) Carrier Portal Task Queue / Manual
Stage Intake — Where Inputs Come From Output — Where Results Go
1 Lead Generation & Prospecting From first contact to qualified opportunity 80% AI
2 input sources 2 output dest.
  • Prospect setup request from Account Manager (AM) via Outlook
  • Client intake forms and questionnaires via email
AMS Platform
  • Existing prospect/client records in EPIC, EZLynx, QQ Catalyst (duplicate check)
2 input platforms
Microsoft Outlook Applied EPIC
AMS Platform
  • New prospect record created in EPIC / EZLynx / QQ Catalyst
  • Servicer assigned to account in AMS
  • Confirmation email to AM that account is ready
  • Follow-up emails for missing info (insured name, contact details)
2 output platforms
Applied EPIC Microsoft Graph API
2 Intake & Application Gathering risk information to quote 96% AI
3 input sources 3 output dest.
  • Client/AM email with property and contact information
  • Incoming documents: intake forms, prior policies, loss history
Carrier / External Portal
  • ICE 247 / TitlePro — property profile lookup by address
  • Samba Safety — MVR (Motor Vehicle Report) orders
  • Prior carrier portals — 5-year loss run requests
AMS Platform
  • TAM AMS — insured record and prospect data (Homewell agency)
4 input platforms
Microsoft Outlook TAM AMS ICE 247 / TitlePro Samba Safety
File (PDF / Excel)
  • Completed ACORD forms (125, 126, 140) — PDF
  • Statement of Values (SOV) — Excel spreadsheet
  • Property profile PDF saved to share drive
AMS Platform
  • Insured record created/updated in TAM
  • Documents attached to AMS activity records
  • Submission package emailed to Producer (ACORD + SOV + Property Profile)
  • Automated follow-up emails for missing documents
3 output platforms
TAM AMS Excel Microsoft Graph API
3 Quoting & Market Submission Shopping coverage across carriers 86% AI
3 input sources 3 output dest.
  • Quote request from producer/AM via Outlook
  • PDF documentation (aircraft info, risk details) attached
API / Automated
  • DOMO REST API — mortgage leads pulled at 11am & 3pm EST daily
  • Redfin / Zillow / Realtor.com — property data enrichment (sq ft, year built)
Carrier Portal
  • Chubb Marketplace — BOP quoting (fully manual UI, no API)
  • Avemco / USAIG portals — aviation/drone quoting
5 input platforms
Microsoft Outlook DOMO API Redfin / Zillow Chubb Marketplace Avemco / USAIG
File (Word / Excel)
  • Quote document — Word with embedded Excel (EPIC template)
  • Quote sheets for home/condo — filled from DOMO + property data
  • Comparative quote spreadsheet for AM review
AMS Platform
  • New account created in EPIC (if not existing)
  • Quote attached to EPIC policy record
  • EPIC Rater entry (HO3/HO6 — not investment properties)
  • Completed quote emailed to AM for client review
  • Follow-up emails to carrier underwriters on pending quotes
3 output platforms
Applied EPIC EPIC Rater Microsoft Graph API
4 Proposal Preparation Building the coverage comparison 81% AI
2 input sources 2 output dest.
  • AM email with: quote details, billing type, binding conditions, broker fee
  • Renewal marketing sheets received monthly
AMS Platform
  • EPIC — Policies > Marketed > existing renewal submission
  • EPIC — quote data, coverage details, carrier information
2 input platforms
Microsoft Outlook Applied EPIC
File (Word)
  • Proposal Word document (3 templates: Agency Bill / Direct Bill / Workers Comp)
  • Premium summary and coverage comparison exhibits
  • Renewal marketing comparison sheets (current vs proposed)
AMS Platform
  • SHOW activity created in EPIC with proposal attached
  • Proposal saved to EPIC Proposals folder
1 output platform
Applied EPIC
5 Binding Putting coverage into effect 67% AI
4 input sources 3 output dest.
  • Binder request from mortgage servicer (email or fax)
  • State COI request from producers (VT Insurance)
  • Insured Authorization Form (PDF attachment)
Task Queue
  • HawkSoft task queue — assigned binder requests from mortgage servicers
Carrier Portal
  • Carrier portal — cross-check insured name, address, policy, mortgagee
File (PDF)
  • OneDrive — prefilled state-specific COI/binder PDF templates (VT Insurance)
4 input platforms
Microsoft Outlook HawkSoft AMS Carrier Portals OneDrive
AMS Platform
  • Binder document generated in HawkSoft
  • Additional Interest (mortgagee) updated in HawkSoft
  • Policy bound in AIM platform (IR & Solepro)
File (PDF)
  • Binder PDF generated and saved
  • Producer COI filled via Adobe Acrobat (VT Insurance)
  • Premium Finance Agreement (PFA) generated
  • Binder emailed to mortgage servicer / requestor
  • Binding confirmation email to insured
  • DocuSign requests for signed applications & finance agreements
  • Mortgagee/lienholder notification email
5 output platforms
HawkSoft AMS Applied EPIC Adobe Acrobat DocuSign Microsoft Graph API
6 Policy Issuance Receiving, checking, and filing 64% AI
4 input sources 3 output dest.
  • Policy setup request from AM
  • Renewal sheet (Excel) from Producer/AM (~120 days before expiry)
File (Excel)
  • Bulk policy database (Excel) from client for migration (~1,000 policies)
  • Renewal sheet with checklist fields
Carrier Portal
  • Policy documents downloaded from carrier portals (Liberty Mutual, Utica, etc.)
  • MFA-authenticated portal sessions for document retrieval
AMS Platform
  • AMS360 / EPIC / QQ Catalyst — existing customer records for search & dedup
  • Gmail inbox — renewal notices for QQ Catalyst agency
7 input platforms
Microsoft Outlook Applied EPIC Vertafore AMS360 QQ Catalyst Liberty Mutual Utica Gmail
AMS Platform
  • Policy record created in AMS360 / EPIC / QQ Catalyst
  • Policy status set to "Issued" in EPIC
  • Coverage, limits, deductibles, premium, commission entered
  • Activity log entry created
  • Documents routed to EPIC Unrouted folder → assigned to AM
  • CHGE endorsement activity if discrepancies found
File (Excel)
  • Master Report updated with issued date
  • Renewal sheet updated with discrepancy notes
  • Confirmation email to AM (policy issued / discrepancies noted)
  • Renewal sheet emailed to AM with all differences flagged
5 output platforms
Applied EPIC Vertafore AMS360 QQ Catalyst Excel Microsoft Graph API
7 Client Onboarding & Delivery Getting the policy to the client 77% AI
3 input sources 3 output dest.
  • COI/EOI requests from AM, insured, or third-party certificate holders
  • Voicemail COI requests (transcribed)
  • Contract requirements and insurance spec documents attached
AMS Platform
  • EPIC — master certificate templates, policy data, servicer info
  • AMS360 — EOI / Evidence of Insurance data (Jacobson agency)
External Portal
  • CSR24 — fallback cert generation when no EPIC master template
  • NYSIF (ww3.nysif.com) — Workers Comp certificate data
  • LIDAC — Disability Benefits (DB120.1) certificate data
5 input platforms
Microsoft Outlook Applied EPIC Vertafore AMS360 CSR24 Portal NYSIF / LIDAC
File (PDF)
  • Certificate of Insurance PDF (ACORD 25 — liability)
  • Evidence of Insurance PDF (ACORD 27/28 — property)
  • Workers Comp certificate from NYSIF
  • DBL certificate (DB120.1) from LIDAC
  • Auto ID cards generated
  • Policy delivery letter PDF
  • Certificate(s) emailed to requestor / holder / AM
  • Policy packet emailed to insured (declarations, endorsements, ID cards)
  • Inspection notification via DocuSign
AMS Platform
  • Certificate saved to EPIC processed-date folder
  • Email archived as EPIC Attachment (drag-and-drop)
  • Delivery confirmation logged in AMS with timestamp
5 output platforms
Applied EPIC CSR24 Portal NYSIF / LIDAC DocuSign Microsoft Graph API
8 Mid-Term Servicing Everything between bind and renewal 71% AI
4 input sources 5 output dest.
  • Endorsement / change requests from AM (address, coverage, mortgagee)
  • Invoice requests from AM / Producer / Underwriter / Carrier
  • Payment confirmation emails
  • Cancellation notices from carriers
  • Reinstatement notices from carriers
  • Claims intake (FNOL — First Notice of Loss)
Carrier Portal
  • Liberty Mutual, Utica, etc. — cancellation notices, renewal docs, billing notices
  • Starwind, AmTrust — online endorsement submission portals
  • Payment receipts downloaded from carrier portals
AMS Platform
  • EPIC Home page — monthly DBCO commission activities (statement attached)
  • HawkSoft task queue — daily XNP cancellation notices, mortgagee updates
File (Excel / PDF)
  • Carrier commission statements (PDF) attached to DBCO activities
  • Cancellation batch list (Excel) from AM for EPIC processing
  • Premium audit forms and notices
7 input platforms
Microsoft Outlook Applied EPIC HawkSoft AMS Liberty Mutual Utica Starwind / AmTrust Carrier Portals
AMS Platform
  • EPIC — CHGR endorsement activity created & tracked
  • Partner XE — invoice created (Agency Bill / Direct Bill)
  • EPIC GL — commission entries (DBIM transactions), statement suspended
  • AMS360 — payment receipt attached via Document360
  • HawkSoft — XNP Cancellation Log + follow-up tasks
  • HawkSoft — reinstatement note added, task closed
  • EPIC — policy cancelled (Shell Add: renew → $0 → cancel, code ESCX)
  • EPIC Unrouted folder — carrier documents assigned to AM
  • Claims file opened, loss details logged
  • Endorsement request emailed to offline carriers (underwriter)
  • Cancellation notification emailed to insured (PL: CC AM; CL: CC AM + Producer)
  • Non-renewal notices sent to insureds
  • Payment reminders and past-due notices
  • Invoice sent to client
Carrier Portal
  • Online carriers (Starwind, AmTrust) — endorsement submitted directly on portal
File (Excel)
  • Production Report updated with cancellation / reinstatement status
Reassigned
  • DBCO activity reassigned to Francine (accounting reconciliation)
8 output platforms
Applied EPIC EPIC GL Module HawkSoft AMS Vertafore AMS360 Applied Partner XE Starwind / AmTrust Excel Microsoft Graph API
9 Renewal Full 90-day renewal cycle 76% AI
4 input sources 3 output dest.
Auto-Triggered
  • EPIC expiration dates — auto-triggers at 175 days (marketing) and 120 days (summaries)
  • Monthly renewal marketing sheets from AMs
  • AM email with policy declaration page + invoice (renewal processing)
  • AM email with quote + billing type + binding conditions (proposal)
  • Certificate request from AM / Producer / Insured / Bank (renewal certs)
  • Monthly Excel list of accounts for loss runs
  • Gmail — renewal notices for QQ Catalyst agency
AMS Platform
  • EPIC — policy lines, expiration dates, transaction history, Additional Interests
  • SharePoint Renewal Tracker — monthly 120-day updates
Carrier Portal
  • OKTA SSO → carrier portals — loss run reports (5-year history)
  • Carrier email (e.g. lossruns@amwins.com) — formal loss run requests
7 input platforms
Microsoft Outlook Applied EPIC QQ Catalyst SharePoint OKTA SSO Carrier Portals Gmail
AMS Platform
  • EPIC — Master Marketing Submission ("[Expiry Date] Renewal Marketing")
  • EPIC — OFFR activities for standalone policies (WC-S, Flood)
  • EPIC — policy renewed (RPOL activity, dates updated, status = REN)
  • EPIC — SHOW activity with proposal attached to Proposals folder
  • EPIC — loss run request activity + documents attached
  • EPIC — accounting activity for agency bill renewals
  • Partner XE — renewal certificates (EOP ACORD 28 / COI ACORD 25)
File (Word / Excel / PDF)
  • Renewal summary document
  • Proposal Word document (Agency Bill / Direct Bill / Workers Comp template)
  • Loss run reports (PDF) — must cover 5 full years
  • Renewal certificates (EOP / COI PDF)
  • Renewal reminder emails to insured (60-day and 30-day marks)
  • Confirmation email to AM (renewal processed, accounting activity created)
  • Renewal certificates emailed to requestor (bank / AM / insured)
  • Payment follow-up sequences for unpaid renewals
4 output platforms
Applied EPIC QQ Catalyst Applied Partner XE Microsoft Graph API