Agency management system FAQ

What is Agency Nexus?

Agency Nexus is an agency management system (AMS) for independent Property & Casualty insurance agencies. It holds the agency's whole book of business — clients and prospects, policies, documents, ACORD forms, certificates, commissions and renewals — as one connected set of records rather than a group of separate tools. It is built by Sourcy Inc. and runs in the browser.

What is an agency management system, and why would an agency need one?

An agency management system is the system of record an insurance agency runs on: it stores clients and policies, produces the forms and certificates the business requires, tracks commissions, and drives renewal work. Agencies without one typically run on spreadsheets, email folders and memory, which is workable until a renewal is missed or a commission statement cannot be explained.

Who is Agency Nexus for?

It is built for independent Property & Casualty agencies — the producers, servicers, administrators and owners who work a book directly. It is not a carrier system and not a general-purpose CRM adapted to insurance; the policy lifecycle, ACORD forms and commission logic are the product rather than an add-on.

What size agency is Agency Nexus for?

It is designed to work from a single desk up to a multi-office agency. A one-producer, one-servicer agency runs renewals from a single queue; larger agencies split producer and servicer queues, give commercial, personal and benefits their own books, or let several offices share one book of business. The system is the same in each case — the routing changes.

Does Agency Nexus handle lines other than Property & Casualty?

The product is built around P&C work: the policy lifecycle, ACORD forms, certificates of insurance and commission reconciliation reflect how P&C agencies actually operate. Agencies that also run a benefits department can hold that book in the system, but P&C is what the workflows are shaped for.

What does Agency Nexus include?

Ten modules sharing one book of business: Clients & Prospects, Policy Lifecycle, ACORD Forms, Certificates of Insurance, CRM Pipeline, Commissions, Automations, Client Portal, Import, and Nexus AI. Because they share the same records, a policy entered once carries its documents, certificates, renewal dates and expected commission with it.

How does renewal automation work?

Agency Nexus sends the insured a renewal reminder at three fixed marks before a policy expires: 90, 60 and 45 days. The agency turns each mark on or off, chooses SMS, email or both for it, and edits the reminder wording, which fills in the client name, policy number and renewal date. A single policy can be excluded, all automated messages can be paused at once, and every send is logged. Requesting loss runs, deciding whether to remarket and updating certificate holders stay with the agency.

Why 90, 60 and 45 days specifically?

Those marks match how renewal work actually falls: 90 days is early enough to notice without being urgent, 60 days is roughly when carrier information has to be requested for it to arrive in time, and 45 days is about the last point at which remarketing and a conversation with the insured can still change the outcome. The reminders keep the insured in step with that rhythm; the carrier and remarket work itself is done by the agency.

Does Agency Nexus generate ACORD forms?

Yes. Agency Nexus fills ACORD 125, 126, 130, 131, 140 and 37 applications, and ACORD 25, 27 and 28 certificates, from the client, policy and agency records rather than retyping them. A Florida agency gets the ACORD 130 FL workers' compensation application instead of the standard 130. Before generating, the form shows which fields will print, which are missing and where in the system to add them.

Can it issue certificates of insurance?

Yes. A certificate is issued for a named holder from the client's active policies, with the limits taken from the policy record. The system uses ACORD 25 for liability lines and ACORD 27 or 28 for property, and refuses a form that would print blank. Additional insured and waiver of subrogation are set per policy and per holder, a certificate can be approved with the approver recorded in the audit log, and it can be emailed to one holder or to up to 50 recipients at once, with every send logged.

How does commission reconciliation work?

A carrier statement is loaded for a period, and each line is matched to a policy and to the commission the system expected. Lines that agree are settled. Lines that disagree — a policy paid $380 against $410 expected — stay open and visible. Entries that match nothing in the book, such as an endorsement adjustment posted separately or a non-commissionable carrier fee, are identified rather than left unexplained.

Does Agency Nexus have a client portal?

Yes. In the Client Portal the insured sees their own policies and documents and submits certificate, billing and service requests, which reach the agency as a queue instead of an email thread. The insured can also generate a certificate for their own policies through the portal assistant, confirming the details before the PDF is produced.

Does it include a CRM or sales pipeline?

Yes. The CRM Pipeline moves prospects and renewal opportunities through stages, and it works on the same book as the policies. A prospect that binds becomes a policy on the same record rather than a re-entry in a different tool.

Does Agency Nexus include e-signature?

Yes. The agency sends a document to a signer by email with a private link. The signer draws their signature to sign, or declines with a reason, before the link expires, and the request records who signed, when and from which IP address.

What does Agency Nexus integrate with?

NowCerts over its API for migration; CSV exports from Applied Epic, AMS360, HawkSoft and other systems; Twilio for SMS; Google Drive for client folders; Stripe, with the agency's own account, for invoice payment links; and email through Resend or the agency's own SMTP server. There is also a REST API with scoped tokens for the agency's own integrations. The ones that connect the agency's own accounts — Twilio, Google Drive, Stripe, an SMTP server — stay off until the agency sets them up.

Is there a mobile app?

No native app. Agency Nexus runs in the browser, and both the agency application and the Client Portal are laid out to work on phone and tablet screens.

Can permissions differ between producers, servicers and owners?

Yes. Roles and permissions are granular, so what a producer, servicer, administrator or owner can see and change is a configuration rather than an all-or-nothing decision. In larger agencies this is also what lets departments or offices hold their own books inside one shared system.

What is Nexus AI?

Nexus AI is the intelligence built into the agency's own book, not a chatbot bolted onto the side. It does five things: connects documents to the policy they belong to, reads documents into structured fields, flags statement lines that cannot be explained, understands and types imported artifacts, and prepares work for a person to confirm.

Does Nexus AI take actions on its own?

No. The pipeline ends with a human. A book query, document or record goes in; extraction and structuring happen; fields, a filtered set or a draft action come out; and a person confirms before anything is written. The AI prepares the work — it does not commit it.

Is renewal automation the same thing as AI?

No, and the distinction is deliberate. Renewals at 90/60/45 are rule-based automation: they handle what is known in advance. Nexus AI handles what is not — reading an unfamiliar document, matching an unexplained statement line, filtering a book by intent. Calling rule automation intelligence is what makes the rest of an AI claim hard to believe.

What are the limits of Nexus AI?

Sensitive fields stay out of scope, every action is audited, and nothing is written without human confirmation. AI output can also be incomplete or inaccurate and is not legal, insurance or financial advice — it is meant to be reviewed before it is acted on.

Can I import my book from NowCerts?

Yes. NowCerts is supported through a direct API connection rather than a manual export, which is the closest thing to a straight transfer of an existing book.

What other systems can I import from?

Applied Epic, Vertafore AMS360 and HawkSoft exports are supported by CSV, and any other system that exports CSV can be brought in with column mapping. Agencies coming from spreadsheets or a mix of tools use the same CSV path.

How long does switching from another AMS take?

It depends on the book, and a vendor that quotes a number before seeing the export is guessing. What Agency Nexus can show is whether the switch worked: NowCerts connects over its API, historical commission statements come in as opening balances that are not reconciled a second time, and a parity report compares the same month in both systems line by line before the old system is switched off.

What happens to my documents during migration?

They are inventoried as they actually exist — PDFs, ACORD forms, spreadsheets, emails, contact lists and loose notes — and then identified by type, normalized, and matched to the policy and client they belong to. The goal is an organized book on the other side, not a folder of migrated files.

What happens to incomplete or conflicting data during migration?

Gaps and conflicts are surfaced rather than silently dropped. A record that cannot be matched, or a field that two sources disagree about, is shown as something to resolve. This is deliberate: quietly discarding the messy 5% of a book is how a migration looks successful and then fails in month two.

Do I have to retype dates, names and codes when I migrate?

No. Normalization is part of the import: dates, names, currencies and carrier codes are brought into one consistent shape automatically. Retyping a book by hand is the single most common reason an AMS migration stalls, so it is treated as a step the system owes you.

Is my agency's data separated from other agencies on the platform?

Yes. Agency records are logically separated, and authorization is tenant-aware — meaning access is evaluated against the agency the record belongs to, not just the user asking. Within an agency, role-based access control governs who can reach what.

How is my data protected?

Agency Nexus uses TLS in transit, password hashing, role-based access control, tenant-aware authorization, logical separation between agency records, restricted credentials and logging. No system is perfectly secure; if a breach affects protected information, affected customers and authorities are notified as required by law.

Where is my data processed?

In the United States. Sourcy Inc. operates from Florida, and Nexus data is processed in the US and wherever its service providers operate, under applicable contractual and legal safeguards for any cross-border transfer.

What happens to my data if I close my account?

Customer content is deleted or de-identified within approximately 90 days of account closure, including through ordinary backup rotation, unless a longer period is required for legal, security, dispute or financial-record obligations.

What third-party services does Agency Nexus rely on?

Amazon Web Services for hosting, database and file storage; Stripe for subscriptions and payments; Resend or an agency-configured SMTP provider for email; OpenAI or an OpenAI-compatible endpoint for AI features; and Cloudflare Turnstile for bot protection. Twilio for SMS and calls, and Google Drive access, are optional and only active when an agency enables them.