AMS Automation Blueprint: Getting Data Out of Your Management System

By Laksh Pujary, Founder of Autoikigai AI Employees for Insurance Agencies

Your AMS Is a Vault. Most Agencies Never Crack It Open.

Applied Epic, AMS360, HawkSoft — they all hold years of client data, policy details, and activity history. That data is the foundation of every automation you want to build.

The problem: getting data out of these systems ranges from straightforward to nightmarish, depending on the AMS and what you need.

This blueprint covers every extraction method, which AMS supports what, and how to architect integrations that actually work.

The Three AMS Systems: Capabilities Overview

Capability	Applied Epic	AMS360 (Vertafore)	HawkSoft
REST API	Yes (Epic SDK)	Limited	No native API
SOAP API	Legacy	Yes	No
IVANS Downloads	Yes	Yes	Yes
CSV/Excel Export	Yes	Yes	Yes
Direct DB Access	No (hosted)	No (hosted)	Yes (local installs)
Webhooks	Limited	No	No
Third-Party Connectors	Zapier, custom	Zapier, custom	Limited
Real-Time Data Sync	Via SDK	Via API polling	Not natively
Batch Export	Yes	Yes	Yes

Method 1: API Access

Applied Epic SDK

Applied Epic has the most mature API ecosystem of the three.

What You Can Access:

Client records (name, contact, demographics)
Policy details (type, carrier, premium, effective dates)
Activities and notes
Documents (metadata and retrieval)
Producer and CSR assignments

Architecture:

YOUR AUTOMATION
      |
      v
+------------------+
|  EPIC SDK        |
|  (REST API)      |
|  OAuth 2.0 Auth  |
+------------------+
      |
      v
+------------------+
|  APPLIED EPIC    |
|  (Cloud)         |
+------------------+

ENDPOINTS:
  GET /clients          - List/search clients
  GET /clients/{id}     - Client detail
  GET /policies         - List policies
  GET /policies/{id}    - Policy detail
  GET /activities       - Activity log
  POST /activities      - Create activity
  GET /documents        - Document list

Rate Limits: Typically 100-500 requests/minute depending on your agreement with Applied.

Getting Access:

Contact your Applied Systems account manager
Request SDK access (may require additional licensing)
Register your application for OAuth credentials
Start with read-only access, add write access as needed

Estimated Timeline: 2-4 weeks for approval and setup.

AMS360 API

Vertafore’s API is older and more limited but functional.

What You Can Access:

Customer records
Policy data
Transaction history
Basic reporting

Architecture:

YOUR AUTOMATION
      |
      v
+------------------+
|  AMS360 API      |
|  (SOAP/REST)     |
|  API Key Auth    |
+------------------+
      |
      v
+------------------+
|  AMS360          |
|  (Cloud)         |
+------------------+

COMMON OPERATIONS:
  GetCustomer        - Retrieve customer details
  GetPolicies        - List policies for customer
  SearchCustomers    - Find customers by criteria
  GetTransactions    - Transaction history
  CreateActivity     - Log an activity

Getting Access:

Contact Vertafore support
Request API credentials
Sign data access agreement
Obtain WSDL/endpoint documentation

Estimated Timeline: 3-6 weeks (Vertafore is slower with approvals).

HawkSoft

HawkSoft does not have a native API. Options are more limited.

What You Can Do:

Scheduled CSV exports
Direct database queries (on-premise installs only)
HawkSoft’s built-in reporting + export
Third-party tools (limited)

Method 2: IVANS Downloads

IVANS is the insurance industry’s data exchange network. Most carriers send policy and billing data to agencies through IVANS.

What IVANS Provides

Data Type	Content	Frequency
Policy downloads	New, renewal, endorsement, cancellation	Real-time to daily
Claims downloads	FNOL, status updates, payments	As events occur
Billing downloads	Invoices, payment status	Per billing cycle
Commission downloads	Commission statements	Monthly
eDocs	Dec pages, ID cards, policy docs	As issued

IVANS Integration Architecture

CARRIER SYSTEMS
  (Progressive, Hartford, Travelers, etc.)
      |
      v
+------------------+
|  IVANS EXCHANGE  |
|  (Data Hub)      |
+------------------+
      |
      +--------+--------+
      |                 |
      v                 v
+----------+    +------------------+
|  YOUR    |    |  YOUR AUTOMATION |
|  AMS     |    |  (Parallel feed) |
+----------+    +------------------+

IVANS can deliver to your AMS AND to your 
automation system simultaneously.

Setting Up IVANS as a Data Source

Confirm IVANS enrollment through your AMS vendor
Enable download categories you need (policy, billing, claims)
Configure download delivery — most AMS systems auto-import
Set up a parallel feed if your automation needs raw IVANS data
Map IVANS transaction codes to your automation triggers

Key IVANS Transaction Codes

Code	Meaning	Automation Trigger
NB	New Business	Create welcome sequence
RN	Renewal	Trigger renewal workflow
EN	Endorsement	Send confirmation email
CN	Cancellation	Trigger save sequence
RI	Reinstatement	Send reinstatement confirmation
AU	Audit	Flag for CSR review
PC	Premium change	Notify client if significant

Method 3: CSV/Excel Exports

The lowest-tech but most universally available method.

Scheduled Export Strategy

EXPORT SCHEDULE:

DAILY (morning, before staff arrives):
  - Active client list with contact info
  - Policies expiring in 90 days
  - Cancellation notices received
  - New policies bound yesterday

WEEKLY (Monday morning):
  - Full policy inventory
  - Mono-line client list
  - Premium by carrier report
  - Activity log for the week

MONTHLY:
  - Complete book of business
  - Retention report
  - Commission reconciliation
  - Client data quality report

Export Automation

Even CSV exports can be automated:

STEP 1: Schedule AMS report to auto-run
        (Most AMS systems support this)
              |
STEP 2: Export drops into shared folder
        (/exports/daily/ or similar)
              |
STEP 3: File watcher picks up new CSV
              |
STEP 4: Parse and load into automation DB
              |
STEP 5: Trigger relevant workflows

Data Mapping: AMS Export Fields

Standard Field	Applied Epic Column	AMS360 Column	HawkSoft Column
Client ID	ClientID	CustomerCode	ClientNumber
First Name	FirstName	FirstName	FName
Last Name	LastName	LastName	LName
Email	Email	EmailAddress	Email
Phone	Phone1	PrimaryPhone	Phone
DOB	DateOfBirth	BirthDate	DOB
Policy Number	PolicyNumber	PolicyNo	PolNumber
Policy Type	LineOfBusiness	LOB	PolicyType
Carrier	CarrierName	CompanyName	Carrier
Premium	WrittenPremium	AnnualPremium	Premium
Effective Date	EffectiveDate	EffDate	EffDate
Expiration Date	ExpirationDate	ExpDate	ExpDate
CSR	ServiceRep	CSR	ServiceRep
Producer	Producer	Producer	Producer

Method 4: Real-Time Sync Options

For automations that need current data (not yesterday’s export), you need real-time or near-real-time sync.

Option A: API Polling

POLLING ARCHITECTURE:

Your automation polls the AMS API at intervals:

  Every 5 min:  Check for new cancellation notices
  Every 15 min: Check for new policy changes
  Every 1 hr:   Sync client contact updates
  Every 4 hrs:  Sync full policy data
  Every 24 hrs: Full book reconciliation

PROS: Works with any AMS that has an API
CONS: Not truly real-time, API rate limits apply

Option B: Webhook Listeners (Limited Support)

WEBHOOK ARCHITECTURE:

AMS event occurs --> AMS sends HTTP POST --> Your system receives

Currently supported:
  Applied Epic: Some events via SDK webhooks
  AMS360: Not natively supported
  HawkSoft: Not supported

WORKAROUND: Use IVANS downloads as a quasi-webhook.
When a new download arrives, treat it as an event trigger.

Option C: Database Replication (On-Premise Only)

FOR ON-PREMISE AMS INSTALLS ONLY:

AMS Database --> Read replica --> Your automation queries replica

APPLICABLE TO: HawkSoft (local installs), some legacy AMS systems
NOT APPLICABLE TO: Cloud-hosted Epic, Cloud AMS360

CAUTION: 
- Never write to the production database
- Read replica must be refreshed regularly
- Vendor support may be voided if done incorrectly

Integration Architecture: Putting It All Together

The Recommended Stack

+--------------------------------------------------+
|              YOUR AUTOMATION LAYER                 |
|                                                    |
|  +----------+  +-----------+  +---------------+   |
|  | Workflow  |  | Client    |  | Communication |   |
|  | Engine    |  | Database  |  | Engine        |   |
|  +----------+  +-----------+  +---------------+   |
|       |              |               |             |
+--------------------------------------------------+
        |              |               |
+--------------------------------------------------+
|           DATA INTEGRATION LAYER                  |
|                                                    |
|  +--------+  +--------+  +---------+  +--------+ |
|  | API    |  | IVANS  |  | CSV     |  | Manual | |
|  | Sync   |  | Feed   |  | Import  |  | Entry  | |
|  +--------+  +--------+  +---------+  +--------+ |
|                                                    |
+--------------------------------------------------+
        |              |               |
+--------------------------------------------------+
|                 AMS SYSTEMS                        |
|                                                    |
|  Applied Epic    AMS360    HawkSoft               |
|                                                    |
+--------------------------------------------------+

Data Flow Priority

Data Need	Primary Source	Fallback Source
Client contact info	API (real-time)	Daily CSV export
Policy details	API or IVANS download	Weekly CSV export
Cancellation notices	IVANS (immediate)	Daily AMS report
Renewal data	API (90-day lookahead)	Weekly CSV export
Activity/notes	API	Not available via CSV
Documents	API (Epic) or eDocs	Manual download
Commission data	IVANS	Monthly carrier statement

Common Pitfalls

Assuming API access is instant. Applied and Vertafore have approval processes. Budget 2-6 weeks.
Ignoring data quality. If the AMS data is garbage, the automation output is garbage. Clean first.
Building write-back before read is stable. Get data flowing OUT of the AMS reliably before trying to write data IN.
Not handling AMS downtime. Cloud systems have maintenance windows. Your automation needs retry logic.
Skipping field mapping. Every AMS names fields differently. Build a mapping layer, do not hardcode.

Implementation Roadmap

Week	Milestone	Deliverable
1	AMS access audit	Document what is available
2	API credentials obtained	Access confirmed and tested
3	CSV export schedule built	Daily + weekly exports running
4	IVANS feed configured	Downloads flowing to automation
5	Data mapping complete	All fields mapped AMS-to-automation
6	Integration layer live	Data flowing reliably
7	First workflow connected	Renewals using live AMS data
8	Monitoring + alerting	Failures detected automatically

Next Step

The data is in your AMS. The question is how to get it out reliably and securely. That is an engineering problem, not a magic trick.

I build AI employees that integrate with Applied Epic, AMS360, and HawkSoft to power automation workflows. The integration is the hard part — I handle it.

Laksh Pujary | Autoikigai | laksh@autoikigai.space