Applied Epic Conversion FAQ
Answers to the questions we hear most from acquisition teams, implementation leaders, and operations executives evaluating an Applied Epic data conversion.
FAQ
All Questions
What is an Applied Epic data conversion?
It's the process of moving your agency's data — clients, policies, contacts, activities, and related records — from a source system or database into Applied Epic. A full conversion covers backup restoration, extraction, mapping, cleanup, BOB-ready file preparation, import execution, and reconciliation.
What is the Applied Epic BOB Import Utility?
The Book of Business (BOB) Import Utility is Applied Epic's structured process for importing client, policy, and related records using files that must match specific column names, ordering, and formatting requirements.
What is the difference between a BOB import, OldNew mapping, and a full system conversion?
A BOB import uses Applied Epic's Book of Business Import Utility for structured file-based imports. OldNew mapping is a mapping-engine approach that translates source codes and structures to Applied Epic equivalents. A full system conversion is a broader engagement spanning multiple data domains and coordinated import phases. We'll help you figure out the right approach based on your source system, backup, and scope.
Can you handle our source-system database backup and restoration?
Yes. We coordinate the backup requirements, secure transfer, and restoration of your source database as part of the conversion, then assess its structure before extraction begins.
Do you only prepare files, or can you run the import process too?
Both. Depending on your engagement, we prepare BOB-ready files for your team to import, run the import process directly, or do both alongside reconciliation and exception resolution.
Can you work with our Applied Systems implementation team?
Yes. We extend your existing internal or Applied Systems implementation team by taking on the technical conversion workload — backup restoration, extraction, mapping, BOB preparation, import execution, and reconciliation.
What if we don't have an internal data conversion team?
We act as your fractional database administrator and Applied Epic conversion team for the engagement, giving you the technical capacity without hiring or building a permanent internal department.
Which agency management systems can you convert into Applied Epic?
We work with a range of insurance agency management systems and structured data exports. We'll confirm compatibility and any unique considerations for your specific source system during scoping.
What types of insurance data can be converted?
Depending on scope, this can include clients/accounts, contacts, policies, lines of business, carriers/companies, employees/producers, activities, claims, attachments/documents, locations, vehicles/drivers, certificates, and accounting-related data. Your actual scope depends on the engagement.
How do you validate and reconcile a conversion?
We reconcile every conversion against source counts, output counts, successes, failures, exclusions, and exceptions, and support a first-run verification review alongside your implementation stakeholders.
How are failed records and import exceptions handled?
We capture and document failures and exceptions rather than silently dropping them. We correct actionable issues and prepare a rerun file; anything we can't resolve gets documented as an explicit exclusion or exception in your handoff package.
Can you support multiple agency acquisitions at the same time?
Yes. We build dependable conversion capacity across your acquisition pipeline, handling varied source systems, standardized intake, and consistent reconciliation across multiple deals.
How early should we bring you into an acquisition or migration?
Earlier is generally better. Bringing us in during diligence or shortly after close lets us assess your source data early and surface data-quality issues before they become post-close surprises.
What do you need to scope an Applied Epic conversion?
Generally: confirmation of your source system, an understanding of the available backup or export, the data domains you want converted, your target Applied Epic environment, and your timeline. We'll walk through specifics on a scoping review.
How is sensitive insurance data transferred and protected?
We confirm data-handling specifics as part of scoping, based on the controls appropriate to your engagement. Ask us for our current data-handling overview during a conversion review.
How long does an Applied Epic data conversion take?
Timeline depends on your source system, data volume, number of domains in scope, and backup availability. Rather than quote a generic timeframe, we give you a project-specific estimate after reviewing your scope during a conversion review.
More questions? Read the full Applied Epic Conversion FAQ.
Bring Us the Backup. We Will Help Carry the Conversion Across the Finish Line.
Whether you need overflow capacity for one acquisition or a repeatable conversion partner across an active pipeline, we'll help you define the scope, inspect the source data, and build a practical path into Applied Epic.
Built for insurance agencies, brokerages, aggregators, and acquisition teams that need experienced conversion capacity without building another internal department.