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Migration · AMS360 to Applied Epic
In most verticals a bad migration costs you time. In an agency it costs you your defense. The activity log, the attachments, and the policy transaction history are the record that proves what was communicated and when — and that record is the reason this migration cannot be done casually.
AMS360 and Epic are both mature systems with deep, opinionated data models. They disagree about enough things that a field-by-field mapping document is not paperwork, it is the deliverable that keeps the migration honest.
Both systems are enterprise agency management platforms with structured, well-defined data models — which makes this pair more tractable than it first appears. Extraction runs through the export and reporting facilities available under your AMS360 licensing, supplemented by direct data access where your contract permits. The difficulty is not getting bytes out; it is that the two systems disagree about what a policy transaction is, and reconciling that disagreement is the engagement.
Each of these gets its own record count in the assessment and its own line in the reconciliation report. Depth of history is a scope decision made with real numbers in front of you, not an assumption baked into a quote.
Clients, contacts, and prospects
Account records, associated contacts, roles, addresses, and the prospect pipeline — with the client hierarchy that determines how multi-entity accounts roll up.
Policies and coverage detail
Policy records with carrier, line of business, effective and expiration dates, premium, limits, and coverage detail. Line-of-business code mapping between the two systems is explicit and signed off.
Policy transaction history
New business, renewals, endorsements, cancellations, and reinstatements as a chain rather than as disconnected rows — so the history of a policy still reads as a history.
Commission and billing records
Agency bill and direct bill records, producer commission splits, and receivable balances reconciled against an AMS360-side control report before load.
Activities, notes, and suspense
The activity log with dates, authors, and linkage to the right account and policy. This is the E&O record; it is validated as its own step with its own sign-off.
Attachments and documents
Policy documents, applications, correspondence, ACORD forms, and certificates remapped to the correct account, policy, and transaction on the Epic side.
Producers, carriers, and structural records
Producer records including inactive producers whose historical business must remain attributed, carrier and MGA records, and the branch or department structure Epic organizes around.
Written down before you spend anything, because the alternative is finding out in week six. This list is specific to AMS360 to Applied Epic; the assessment turns it into your list, with record counts attached.
— AMS360 custom reports do not migrate. They get rebuilt against Epic's reporting layer, and that is separately scoped work.
— Live carrier download configuration. Historical downloaded transactions migrate as data; the download connections themselves are re-established with each carrier on the Epic side. That is a coordination task with its own timeline, and it needs to start before cutover — not after.
— Workflow automation, custom activity templates, and AMS360-specific process configuration. Those get rebuilt.
— In-flight items as in-flight items. Open claims, pending endorsements, and unposted transactions are handled by a deliberate cutover strategy — usually by working them to a clean state in AMS360 before the switch, rather than migrating a half-finished transaction.
— AMS360 internal record IDs. Epic issues its own. Anything keyed externally to an AMS360 ID needs the mapping table, which I produce and hand to you.
None of this is in either vendor's documentation. It is the category of thing that looks fine in a test load and produces a wrong number in month two, which is why the process puts a full sandbox load and a reconciliation you sign in front of any production cutover.
01
The documents themselves are rarely the problem. What breaks is the association between a document and the specific policy transaction it belongs to. A migration that preserves every file but loses which endorsement each one supports has technically kept your data and functionally destroyed your E&O defense. Attachment linkage is validated as a named step with its own sign-off.
02
Two agencies on the same AMS360 install will have used the LOB codes differently. The mapping is built from your actual usage, reviewed by someone in your agency who knows the history, and signed before the test load. This is where scope creep dies.
03
Multi-producer commission splits are modeled differently enough between the two systems that a direct field map produces plausible-looking numbers that do not reconcile. Commission totals are reconciled by producer, not just in aggregate.
04
Producers who left years ago are attached to policies still on the books. They must exist as records on the Epic side or the production and retention reporting silently breaks retroactively. Inactive-record handling is part of the mapping document, not an afterthought.
01 — 02
A read-only audit of your AMS360 instance produces record counts, a risk register, and a fixed quote. Then a field-by-field mapping document you sign before any code runs.
03 — 04
The complete migration runs into a Applied Epic sandbox — not a sample. You spot-check records you choose, and sign a written reconciliation. If the counts don't tie, we don't cut over.
05 — 06
Scheduled around your calendar with the rollback plan written in advance, followed by 30 days of included corrections for the things that only surface in real use.
A single-branch agency usually lands in Standard Migration. Multi-branch agencies, agencies carrying data from a prior conversion already, or anything with attachment volume in the hundreds of thousands generally land in Complex. The assessment is what makes a fixed migration price possible, and its fee is credited toward the migration if you proceed.
Tier
Scope
Price
Migration Assessment
A read-only audit of your source system.
$1,500 – $2,500
Standard Migration
One source system to one destination.
$6,500 – $15,000
Complex / Multi-Entity Migration
Multiple locations, systems, or long history.
$18,000 – $40,000
Applied has a conversion process and for many agencies it is sufficient. Independent migration work earns its fee where there is a prior conversion already buried in your history, where multiple agencies are being consolidated, where attachment volume is large enough that linkage validation is a real project, or where you want the reconciliation and rollback documented in writing and owned by someone accountable to you.
Record counts by account and by date range, then a structured spot-check protocol you run yourself against a sample you choose — not a sample I choose. You sign the reconciliation report. If the counts do not tie, we do not cut over.
Historical downloaded transactions migrate as data. The live download connections are re-established with each carrier on the Epic side, which is a coordination task with lead times measured in weeks per carrier. It is sequenced into the migration plan up front, because agencies that discover it at cutover lose a month.
For a multi-branch or high-volume agency, yes, and it is usually the right call — a parallel-run period is built into the Complex tier. For a single branch with clean data, a scheduled weekend cutover with AMS360 retained read-only is normally sufficient and considerably cheaper.
The assessment is the read-only audit — what data exists, what is extractable, what will be lost, and a fixed-price quote for the migration itself. It is priced at $1,500 – $2,500 depending on scope, fixed before anything starts, and the report is yours whether or not you go further.
Tell me what you're moving. I read every one of these personally and reply within one business day, usually with a couple of specific questions about your source system — the answers change the price, so it's worth asking early.
Nothing is committed by this form. No payment, no contract, no scheduling sequence. It starts a conversation.
If your destination vendor can handle it, I'll say so. Some conversions genuinely don't need an independent migration.
Standard – Complex
The log is the E&O record.
Standard
Someone else set your deadline.
Every pair
Twenty-odd pairs are written up across seven industries — and the written ones are not the limit of the work. Search the full list, or just ask.
AMS360 and Applied Epic are trademarks of their respective owners. This page describes independent data migration work involving those systems and does not imply any affiliation with, partnership with, or endorsement by either vendor.
Before you give notice on AMS360
The most expensive mistake in this category is losing source-system access before the extraction is done. The assessment is read-only, fixed-price, and yours to keep either way.
I respond personally within 1 business day. No pitch — just a real conversation.