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Migration · HawkSoft to Applied Epic
Agencies moving up from HawkSoft are usually growing — more producers, more carriers, more structure than the current system was built for. That is a good reason to move and it does not make the data question any easier.
In an agency the log is not a convenience feature. It is the contemporaneous record of what was communicated and when, and it is the first thing anyone asks for when a coverage dispute turns into an E&O claim. Treating it as ordinary note data is how agencies lose their defense in a migration.
HawkSoft runs with a local data store, which means the agency physically holds its own data — an advantage, and the first step of the assessment is taking a full copy so all subsequent work happens against a snapshot. Applied Epic is an enterprise platform with a deep, opinionated data model and a defined conversion intake. The engagement sits between those two facts: a source that is accessible but loosely structured by agency convention, and a destination that expects specific structure and will not invent it for you.
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 and their 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. LOB code mapping is explicit and signed off.
Policy transaction history
New business, renewals, endorsements, cancellations, and reinstatements as a connected chain, so a policy history still reads as a history rather than as loose rows.
The client log
Log entries with their dates, authors, and linkage to the right account and policy. Validated as its own step with its own sign-off, because this is the E&O record.
Attachments and documents
Policy documents, applications, ACORD forms, certificates, and correspondence remapped to the correct account, policy, and transaction.
Commission and receivables
Agency bill and direct bill records, producer commission splits, and receivable balances reconciled against a HawkSoft-side control report before load.
Producers, carriers, and structure
Producer records including inactive producers whose historical business must stay 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 HawkSoft to Applied Epic; the assessment turns it into your list, with record counts attached.
— Live carrier download configuration. Historical downloaded transactions migrate as data; the download connections are re-established with each carrier on the Epic side, and several carry lead times measured in weeks. Sequenced up front, because agencies that discover this at cutover lose a month.
— HawkSoft-specific automation, custom forms, and workflow configuration. Rebuilt on the Epic side as separately scoped work.
— Custom HawkSoft reports. Rebuilt against Epic's reporting layer.
— In-flight items as in-flight items. Open claims, pending endorsements, and unposted transactions are worked to a clean state in HawkSoft before the switch rather than migrated half-finished.
— HawkSoft internal record IDs. Epic issues its own, and anything keyed externally needs the mapping table 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 text of a log entry migrates easily. What breaks is which policy transaction it was attached to. An entry that reads "advised insured of the exclusion" is worth nothing to your defense if nobody can tell which endorsement it referred to. Anchoring is validated as a named step, not assumed.
02
Epic expects a branch and department structure, and a growing agency on HawkSoft frequently has not formalized one. That decision — who belongs where, how business is attributed — has to be made by the agency during mapping, not inferred by a script, because it determines your production reporting forever after.
03
Two agencies on the same source system will have used LOB codes differently. The mapping is built from your actual usage, reviewed by someone who knows the history of why a code got used that way, and signed before the test load. This is where scope creep dies.
04
Producers who left years ago are attached to live policies. They must exist as records on the Epic side or your production and retention reporting silently changes retroactively.
01 — 02
A read-only audit of your HawkSoft 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-location agency usually lands in Standard Migration. Multi-branch agencies, agencies consolidating from more than one source system, and 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
Entry 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.
Applied has a conversion process and you will be working with them regardless. Independent work earns its fee on the extraction side, on interpreting agency-specific conventions, on attachment and log linkage validation at volume, and on owning a reconciliation that is accountable to you rather than to the vendor you are buying from.
Historical downloaded transactions migrate as data. The live connections are re-established carrier by carrier on the Epic side, with lead times measured in weeks each. That sequencing goes into the plan before cutover.
For a single-location agency with clean data, a scheduled weekend cutover with HawkSoft retained read-only is normally sufficient and considerably cheaper. For multi-branch or high-volume agencies a parallel-run period is built into the Complex tier.
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
Attachment-to-transaction linkage.
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.
HawkSoft 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 HawkSoft
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.