Switch Guide

How to Switch from Applied Epic

Applied Epic is one of the most comprehensive AMS platforms in the industry — and one of the most expensive. Small agencies that outgrow the price tag (or never needed the full platform) face a real question: how do you get out without losing data or disrupting in-flight accounts? This guide walks through the process step by step.

What most small agencies switch to

Independent agents who leave Applied Epic typically split their workflow: a lighter AMS (HawkSoft, NowCerts, or a spreadsheet-based system) for policy management, and AgencyAssist for commercial intake, ACORD generation, and submission tracking. The combination costs a fraction of Epic and covers the workflows small commercial agencies actually use.

Step-by-step switch guide

Export your data from Applied Epic

Applied Epic allows data export via their reporting tools and CSV export functions. Before you cancel, export: client list (name, contact, business class), submission history, carrier quote log, policy schedule, and any renewal dates within the next 12 months. Some brokerages also request a data tape from their Epic administrator — this is a full database export that Applied Systems can provide but may charge for.

Identify what you actually use in Epic

Most small agencies use 20–30% of Applied Epic's feature set. List the workflows you actually run week to week: client intake, ACORD form generation, carrier communication, renewal tracking, and policy management. Map each to what you need in a replacement. Many small agencies find that intake and ACORD generation are the critical path — not the full AMS.

Set up your new intake workflow in AgencyAssist

For the intake and ACORD layer: create your AgencyAssist account, set up your agency profile and branding, and create your first intake link. Select the business class template (contractor, restaurant, healthcare, etc.) and send it to a test client. The ACORD forms auto-generate from the intake — no re-keying. This typically takes under an hour.

Import your client list

Import client contacts and upcoming renewal dates into your new workflow. Tag each client with their business class so the right intake template is ready at renewal. Accounts coming up in the next 90 days are your first priority — get renewal intake links out before the switch is complete.

Give notice on your Applied Epic contract

Applied Epic contracts typically auto-renew annually. Review your contract for the notice period — usually 30–90 days. Submit written notice before the renewal date or you may be locked in for another year. Your Epic admin or your Applied Systems account rep can confirm the exact cancellation process and any data retrieval windows.

Run both systems in parallel during transition

Plan for a 30–60 day overlap where both systems are active. New accounts go through AgencyAssist immediately. Existing active accounts stay in Epic until renewal, then transfer over. This prevents disruption to in-flight submissions while you complete the switch.

What you keep vs what you leave behind

You keep

✓ Client list and contact data

✓ Submission and quote history (exported)

✓ ACORD form workflow (AgencyAssist)

✓ Carrier tracking and quoting

✓ Renewal workflow and reminders

You leave behind

— Deep carrier API integrations (large brokerage specific)

— Complex multi-branch reporting (enterprise only)

— $2,500–$8,000/month license fee

— $10K–$50K implementation cost

— 9-month onboarding process

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