Agency management system features

Agency Nexus ships as ten modules that share one book of business, so a record entered once is visible everywhere it matters.

A policy in Agency Nexus moves through five states — quote, bound, active, servicing and renewal — and the same record carries every one of them.

At quote stage nothing binds and the policy number is still empty. Binding opens the binder and fixes the effective date. Issue turns it into an active policy with an expiration. Servicing accumulates endorsements, certificates and requests against it. Renewal reopens the cycle on a calendar the system already knows.

Because these are states rather than separate documents, the certificate you issued during servicing and the commission you expect at renewal are still attached to the same policy, and no one retypes anything to keep them together.

Agency Nexus sends the insured a renewal reminder at three fixed marks before a policy expires: 90 days, 60 days and 45 days.

• Each mark is a switch. The agency turns the 90, 60 and 45-day reminders on or off, and chooses SMS, email or both for each one.
• The wording is the agency's. Reminder templates are editable and fill in the client's name, the policy number and the renewal date.
• Exceptions stay possible. A single policy can be excluded, and all automated messages can be paused for the agency at once.

Every reminder that goes out is logged against the client and the policy. Inside the agency, each producer and CSR sees the renewals coming due on their own policies in the next 60 days, and the policy itself can be marked renewed, marked as a non-renewal or rewritten as a new policy linked to the one it replaces.

This is rule-based automation, not prediction. Requesting loss runs, deciding whether to remarket and updating certificate holders remain the agency's decisions. The renewal automation page covers exactly what runs on its own and what does not.

ACORD forms and certificates are generated from the policy record, so the form carries the same values the system holds rather than a re-keyed copy.

A certificate is issued for a named holder, from the client's active policies. The limits come from the policy record, the system picks ACORD 25, 27 or 28 from the lines on file and refuses a form that would print blank, and the finished certificate is emailed to the holder with the send logged. Insureds can also request certificates, or generate one for their own policies, from the client portal.

Beyond certificates, Agency Nexus fills ACORD applications — 125, 126, 130, 130 FL, 131, 140 and 37 — from the same records. The certificates page and the ACORD forms page go through each in detail.

Agency Nexus reconciles a carrier commission statement against the policies it should correspond to, and surfaces the lines that do not match.

A statement arrives as a file for a carrier and a period. Each line is matched to a policy and to the commission the system expected. Lines that agree are settled. Lines that do not — a policy paid $380 against $410 expected — stay open and visible instead of quietly closing the month short.

Statements also contain entries that correspond to nothing in the book. An endorsement adjustment posted separately is matched back to the policy it belongs to; a carrier billing fee that is not commissionable is identified as such. The point is that the unexplained line is the thing the system shows you, not the thing you have to go find.

Behind the reconciliation sits a double-entry commission ledger that cannot be edited, only corrected by posting a reversal. The commission reconciliation page covers splits, chargebacks, month close and producer statements.

Nexus AI works on your existing book: it reads records and documents, structures what it finds, and prepares work that a person confirms before anything is written.

Five behaviours, each of which is doing a job somewhere in the system:

• Connects — documents find the policy they belong to.
• Reads — documents become structured fields.
• Flags — the statement line nobody can explain surfaces.
• Understands — imported artifacts are typed and matched.
• Acts — the work is prepared and you confirm it.

The pipeline is deliberately narrow: a book query, document or record goes in; extraction and structuring happen; fields, a filtered set or a draft action come out; and a human confirms before a write. Sensitive fields stay out of scope and every action is audited. AI providers process only what a request needs and are contractually barred from training on that request.

Renewal automation is intentionally not part of this. Rules handle what is known in advance, and calling that intelligence is what makes the rest of the claim unbelievable.

Agency Nexus imports from NowCerts over its API, and from Applied Epic, AMS360, HawkSoft or any other system by CSV export and field mapping.

Migration runs in stages rather than as one upload. Nexus inventories everything the agency actually holds, identifies what each artifact is, normalizes dates, names, currencies and codes into one shape, matches documents to their policy and policies to their client, and surfaces gaps and conflicts instead of silently dropping them. What lands is an organized book, not a pile of migrated rows.

The same system serves a single desk and a multi-office agency; what changes is how the work is routed, not which product you bought.

• Single desk. One producer and one servicer share a book, and renewals run from one queue.
• Split desk. Producers and servicers work separate queues, and renewal work routes by producer.
• Departments. Commercial, personal and benefits hold their own books, and automations carry 90 / 60 / 45 across all of them.
• Multi-office. Offices share one book of business instead of running four systems, and every desk reads the same record.

Roles and permissions are granular, so what a producer, a servicer, an administrator or an owner can reach is a configuration rather than a compromise.

Each agency's records are logically separated from every other agency's, and access inside an agency is governed by role.

Agency Nexus uses TLS in transit, password hashing, role-based access control, tenant-aware authorization, logical separation between agency records, restricted credentials and logging. Sourcy operates from Florida and processes data in the United States.

For client and prospect data the agency is the controller and Sourcy acts as its processor; a data processing addendum is available on request. No personal information is shared and no advertising profiles are built. After an account closes, content is deleted or de-identified within about 90 days, backups included. The Privacy Policy and Terms & Conditions are the governing documents.