How the AMS works

Your existing book comes in through a direct connection or a mapped export, and then runs through six stages before anyone works in it.

NowCerts connects over its API. Applied Epic, AMS360 and HawkSoft come in by CSV export and field mapping, which is also the path for agencies arriving from spreadsheets or a mix of tools. What happens after the upload is the part that decides whether a migration works:

Four of those six stages run without anyone driving them. The two that do not are the ends: deciding what to bring, and accepting the result. What lands is an organized business, not a pile of migrated rows.

Opening one client in Agency Nexus shows the policy, the certificate, the renewal date, the expected commission, the contacts and the documents — and most of those attached themselves.

The distinction matters more than it sounds. A system that only stores what you type into it will hold a certificate and a policy as two unrelated files. Agency Nexus links the certificate to the policy it was issued against, the renewal date to the term it closes, and the commission to the policy that earned it. That linking is what makes a renewal a lookup instead of an investigation, and it is why the same record can be trusted at every stage that follows on this page.

One policy passes through five states, and the record carries all of them rather than splitting into separate documents.

• Quote. The submission is priced. Nothing binds, and there is no policy number yet.
• Bound. Coverage is agreed, the binder opens and the effective date is fixed.
• Active. The policy is in force with an expiration date, and servicing begins.
• Servicing. Endorsements, certificates and client requests accumulate against it.
• Renewal. Automation opens on the calendar the system already knows.

Because these are states of one object, the certificate issued in month three and the commission expected in month twelve are still attached to the same policy at renewal. Nobody re-keys anything to keep them together.

Renewal work does not wait to be remembered. It opens on its own at three fixed marks before expiration.

At each of the three marks, Agency Nexus sends the insured a renewal reminder by SMS, email or both, as the agency configured that mark. The send is logged against the client and the policy, and each producer and CSR sees the renewals coming due on their own policies over the next 60 days.

The marks are also a rhythm for the agency's own work. Around 60 days is when loss runs and exposure information have to be requested for them to arrive in time; around 45 days is when a remarket decision still changes the outcome. That work is the agency's: the system does not request loss runs or remarket on its own. When the renewal binds, the policy is marked renewed or rewritten as a new policy linked to the old one. The renewal automation page separates what runs by rule from what does not.

A certificate request moves through four steps, and the finished certificate stays attached to the policy it came from.

The certificate is generated from the policy record rather than typed: ACORD 25 for liability lines, 27 or 28 for property. A form with no coverage on file to fill it is refused instead of printing blank, an approval step records who approved it, and each send is recorded against the holder. The certificates page covers holders, additional insured and waiver of subrogation, and the client portal.

A carrier statement is matched line by line against what the book says the agency should have been paid, and the mismatches are what you are shown.

Lines that agree are settled without ceremony. A line that disagrees — a policy paid $380 against $410 expected — stays open instead of quietly closing the month short. Entries that correspond to nothing in the book are resolved rather than ignored: an endorsement adjustment posted separately is matched back to the policy it belongs to, and a carrier billing fee that is not commissionable is identified as such.

The design goal is narrow and worth stating plainly: the unexplained line should be the thing the system hands you, not the thing you have to go find.

Nexus AI runs on your own book and always stops before the write. A person confirms.

• Input. A book query, a document or a record.
• Process. Extract, structure, prepare.
• Output. Fields, a filtered set, or a draft action.
• Confirm. A human confirms before anything is written.

Sensitive fields stay out of scope and every action is audited. AI providers receive only what a request needs and are contractually barred from training on that request.

Renewal automation is deliberately not part of this. Rules handle what is known in advance; AI handles what is not — an unfamiliar document, an unexplained statement line, a book filtered by intent. Presenting rule automation as intelligence is what makes the rest of an AI claim unbelievable, so the two are kept apart here on purpose.