Insurance agency data migration that ties out every policy and lists the E&O exposures you bought
The acquired book in your system with open E&O exposures listed before day one.
See one case, screen by screen ↓Moving an agency's book of business — clients, policies, coverages, claims, notes and documents — from one agency management system into another, usually after an acquisition. Agency Acquisition Data Migration does the reading, mapping, matching and checking with six agents, and a person decides every doubtful mapping, every merge and the day-one load.
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Every acquisition brings another agency system. The seller's export arrives late, in codes that mean something only to the seller's staff: a status “R” that stands for both renewed and rewritten, CSR initials shared by two people, a free-text prior carrier field with 214 spellings. There is no common coding for carriers, coverages and lines of business, so the mapping is built by hand, field by field, while the renewals keep coming.
The same insured can sit in the book twice — once per department — and again in the buyer's own book. Policy records disagree with their declarations pages. And somewhere in nine thousand activity notes is the umbrella a client declined by phone with no signed form, the property renewal quoted and never bound, the certificate that names an additional insured the policy never endorsed. The buyer inherits all of it on day one, whether the integration team found it or not.
Estimated split in weeks for a mid-sized agency acquisition, by hand and with the solution.
Six specialist agents read, map, merge and check the seller's whole book; the integration manager decides and signs the load.
Calder & Pike Insurance Group closed on Bramblewood Insurance Agency of Wichita on Thu 1 Oct 2026. Bramblewood's staff start work in Calder & Pike's system on Mon 2 Nov. It is Mon 12 Oct — 21 days to day one. Here is the integration, screen by screen, in the working solution.
Bramblewood's Harbor Agency System 7.2 export — 41 tables, 212,406 rows, 58,214 attachments — was read at 06:12. Renée opens the mapping canvas: Bramblewood's raw fields on the left, Calder & Pike's on the right, 131 confident mappings drawn solid, 11 doubtful ones dashed amber, 4 struck through as not carried.
“19 key fields of 146 on the canvas · every other field is in the full list.”
The most doubtful line is STATUS, at 61 %. Bramblewood used “R” on 1,286 policies for two things: 1,212 have a prior term with the same policy number — renewed — and 74 have a new number and a different prior carrier — rewritten. The mapper proposes a rule and shows the evidence for it.
Below the 95 % auto-approve threshold, the mapper only proposes. A person decides.
Renée approves “Renewed when the policy number carries over, otherwise Rewritten”. It applies to every record; the doubtful count drops from 11 to 10. In the sample policy — Acme Roofing's commercial package CPP 7714-0392 — the status now reads “Active · renewed from the 2024–25 term”. Two values on it still wait on a decision.
The same canvas flipped to codes: CPKG to Commercial package, CWC01 to Cottonwood Casualty Company. The doubtful ones are shown with their reasons — INMRC on 342 policies splits between contractors equipment and builders risk; carrier code RDG2 is Ridgeline Indemnity on 119 declarations pages and Ridgeline Mutual on 8.
Two Bramblewood records — one set up by the commercial desk in 2009, one by the comp desk in 2016 — and a Calder & Pike surety record from 2023. Similarity 0.97: the same tax ID once formatted, the same location once the address is standardised, the same phone. Where they differ — mailing address, main phone, account manager — Renée chooses.
The matcher never merges two different tax IDs, and never merges without approval.
Acme Roofing & Sheet Metal LLC: 4 policies, $126,390 premium. The location stays 1420 N Broadway, the mailing address is PO Box 4471, Holly Brandt is the account manager and the bond stays with Ken Morrow. The merge is recorded and can be undone with a reason; 35 clusters are still waiting.
On the merged client, three policies match their declarations pages. The commercial auto does not: the system lists 5 vehicles, but endorsement 3 on page 3 added a 2024 F-350, premium already included. The load adds the vehicle. Across the book, 142 policies disagree with their page.
The reconciler never changes a premium or limit — it reports the difference with the page.
A note on Acme Roofing from 14 Nov 2025: “Disc. umb w/ Gary — $2M quote from Ridgeline, $6,850/yr. Decl. due to cost. Will send form.” A roofing contractor with 26 crew, and no signed declination among the 58,214 attachments. Exposure E-07, high, no owner yet — one of 27 the finder listed from 9,814 notes, 1,104 certificates and 63 open claims.
Every exposure cites its document. The finder never contacts a client or a carrier.
612 renewals in the next 13 weeks, $2,177,230 premium, by carrier and week. 47 renew with seven carriers Calder & Pike is not appointed with; three appointments are requested, four are not. Under the purchase agreement they can renew under Bramblewood's codes until 31 Jan 2027 — and December is the peak, with 145 renewals in five weeks.
Test load 3 applies today's decisions and ties the load to the export: 3,198 clients, 4,206 policies, $14,218,640 written premium to the cent, 63 open claims, 9,814 notes. Ten damaged scans are named. Renée signs the day-one load; every blocker still open is accepted with its reason, on the record. The load runs Sat 31 Oct 06:00.
“Signing accepts each with the reason shown — it goes on the record.”
The same acquired book, seen by the four people who carry it — what their weeks looked like, and what they look like now.
Six specialist agents read, map, merge and check the seller's whole book; the integration manager decides and signs the load.
Reads every table in the seller's export and every attachment — declarations pages, applications, emails, scans — profiles each field and links each file to its client and policy.
Proposes a target for every source field and code value, with confidence and sample values checked against declarations pages, and drafts a rule for the doubtful ones.
Standardises names, addresses, phones, emails and tax IDs, groups records of the same insured inside the seller's book and across both books, and explains each match.
Compares each policy record with its declarations page — premium, limits, dates, named insured and forms.
Reads every note, email, certificate, notice and open claim for what the buyer inherits: declined coverage without a signed form, quotes never bound, certificates beyond the policy, unanswered notices, disputed claims.
Matches upcoming renewals to the buyer's carrier appointments and flags the gaps before they renew.
Decides and signs the load. The agents propose; a named person decides.
Anyone on the integration team can ask about any field, client, renewal or exposure in the acquired book — or say what to decide. Every answer cites its record.
Which renewals before day one sit with carriers we are not appointed with?
11 renewals before Mon 2 Nov: 6 with Harvest Plains Mutual, 3 with Sandhill Specialty and 1 with Osage River, where appointments are requested, and 1 with Kaw Valley Mutual, not yet requested. Under the purchase agreement these can renew under Bramblewood's codes until 31 Jan 2027, so nothing lapses.
Show me the clients that are in both books
38 of the 187 clusters are clients Calder & Pike already has — mostly surety bonds and workers comp written by your own teams. The largest is Acme Roofing: three records, one tax ID, $126,390 premium.
What are the high E&O exposures, and who owns them?
6 high of 27. Two have no owner yet: Tran Auto Body cancels for non-payment on 18 Oct, and Acme Roofing declined a $2M umbrella by phone with no signed form. Dellwood Apartments is a prior-acts claim for the seller's tail.
Why is STATUS a dashed line?
Because Bramblewood used “R” for two things. 1,212 of the 1,286 policies kept their number — renewed; 74 got a new number with a different prior carrier — rewritten. The proposed rule is “renewed when the number carries over”, waiting for your approval.
13 screens from the working solution, on its sample data. Pick one to see it large.
Thresholds, rules, approvers and the day-one date are settings. Every change is saved as a new rule version, with who and when.
| Setting | Default | Choose from |
|---|---|---|
| Approve a mapping automatically at | 95 % confidence | Lower to 90 % or raise to 99 % |
| Batch approval band | 90–94 % | One approval for the confident ones below the threshold |
| Propose a duplicate match at | 0.92 similarity | Across tax ID, address, phone, email and name |
| Never merge two tax IDs | Locked | A hard rule — the matcher cannot override it |
| Merges across both books | On | The buyer's producer is told before a merge |
| History carried | 7 years | Policy terms and notes; older go to the archive copy |
| Declarations page wins | On | When the record and the page disagree, after review |
| Exposure rules | 6 listed with their document | Servicing gaps (letters, loss runs) listed as low, weekly |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
“demo” = seen in the working solution, on its sample acquisition data · “target” = the design goal, measured in the live solution · “estimated” = our estimate · “typical” = published figures (Leader's Edge — about three months to change an agency system; Recordlinker — two months before acquired data was accessible; IIABA member research via Rough Notes — failure to procure ≈ a quarter of agency E&O losses). People, agencies, carriers and clients named on this page are fictional — characters and sample data in the working solution.
Moving an agency's book of business — clients, policies, coverages, claims, notes and documents — from one agency management system into another, usually after an acquisition. Agency Acquisition Data Migration does the reading, mapping, matching and checking with six agents, and a person decides every doubtful mapping, every merge and the day-one load.
The field and code mapper proposes a target for every source field and code value, with a confidence and sample values checked against declarations pages. At 95 % or above a mapping needs no person; below that it drafts a rule with the evidence, and the analyst or integration manager decides. No field is dropped silently — “not carried” is a decision.
Yes. The client matcher standardises names, addresses, phones, emails and tax IDs, and groups records of the same insured inside the seller's book and against your own. It explains each match, lists the values that differ for you to choose, and never merges two different tax IDs or merges without approval.
The E&O exposure finder reads the notes, emails, certificates, notices and open claims for declined coverage without a signed form, renewals quoted and never bound, certificate wording not on the policy, cancellation notices not acted on and claims under a reservation of rights. Every exposure cites its document; your E&O lead owns each one.
Yes. The renewal and appointment checker matches upcoming renewals to your carrier appointments and shows the gaps by carrier and week, with the appointment status for each. It never moves a policy to a carrier code you do not hold.
No. The agents are read-only on the seller's system. The book is loaded to a staging copy and tied out against the export before anyone signs, and every change is on the record with the original value kept.
Yes. Agents propose; the data migration analyst decides doubtful mappings and merges, the E&O and compliance lead owns exposures, and the integration manager signs the day-one load — which needs every count tied and every blocker cleared or accepted with a reason.
The Agentic Solution Engine builds and deploys it from your requirements — your agency system's field dictionary and code lists, your carrier appointments and a sample seller export — and it goes live once every quality gate has passed. We will walk you through it on a sample of your own acquired book first.
Out-of-appetite submissions cut, every market tied to its guide page.
1-min demoBroker Submission AutomationClient data keyed once, not once per carrier; submissions out same day.
1-min demoInsurance Quote ComparisonA side-by-side in minutes, every difference traced to the quote page.
1-min demoWe'll run Agency Acquisition Data Migration on a sample of an acquired agency's export.