Applied Epic Data Conversion Services
An Applied Epic data conversion moves your agency's client, policy, and operational data from a source system into Applied Epic. We handle the technical work end to end — source-system backup and restoration, extraction, mapping, cleanup, BOB-ready file preparation, import execution, reconciliation, and first-run verification — so your team stays focused on the acquisition and the integration.
Who This Is For
Built for teams that need the conversion handled, not just advised on
PE-backed insurance brokerages, aggregators, and serial acquirers moving acquired agencies onto Applied Epic
Large agencies and brokerages with an internal implementation or data team that needs additional conversion capacity
Agencies migrating to Applied Epic without an experienced internal conversion team
Applied Epic implementation stakeholders who need a reliable technical conversion partner
Scope
BOB import, OldNew mapping, and full conversion are not the same thing
Not every conversion uses the same import pathway. The right approach depends on your source system, the available backup, which data domains are in scope, and Applied Systems' requirements for the destination environment.
BOB Import
Uses Applied Epic's Book of Business Import Utility to bring structured records into a new or existing Applied Epic environment via defined file formats. See our BOB import page for details.
OldNew Mapping
A mapping-engine approach used for certain migration scenarios, translating source codes and structures to Applied Epic equivalents rather than a flat file import.
Full Database Conversion
Broader engagements involving multiple data domains, custom transformation logic, and coordinated import phases beyond a single BOB batch.
Actual scope, deliverables, and pathway are determined during scoping — we'll tell you which approach applies to your project before work begins.
Data Domains
What can be converted
Actual scope varies by engagement, source system, and what your Applied Epic environment requires. Data domains that may be in scope include:
Not sure which pathway fits your project?
Tell us about your source system and scope — we'll tell you what's involved before you commit to anything.
The Process
One partner from source backup through first-run verification
Backup coordination and intake, database restoration and assessment, extraction/mapping/cleanup, Applied Epic BOB preparation, import execution and exception resolution, reconciliation and first-run verification, and a final handoff and audit package.
See the Full Conversion ProcessDivision of Labor
What you own versus what we own
| Your team | InsurCore |
|---|---|
| Approve conversion scope and target Applied Epic environment | Coordinate source-system backup and secure transfer |
| Provide source-system access, credentials, or exported backups | Restore the backup and assess the underlying data structure |
| Answer mapping and business-rule questions as they arise | Extract, map, normalize, and clean the data |
| Review and approve exception decisions | Build Applied Epic BOB-ready import files |
| Support first-run verification with subject-matter review | Run the import, reconcile results, and resolve actionable exceptions |
| Sign off on the final handoff package | Deliver reconciliation reports, exception documentation, and audit records |
Common Risks
What typically goes wrong — and how we handle it
The backup can't be restored (unsupported version, corrupt file, missing credentials)
We confirm restoration requirements during intake, before the engagement is scoped, to avoid surprises mid-project.
Inconsistent carrier names, codes, or duplicate client/contact records
We normalize and document these during extraction and mapping, flagging exceptions for your review rather than guessing.
Records that don't map cleanly to Applied Epic's structure
We document each exception explicitly rather than silently dropping or force-fitting records.
Import failures during the BOB process
We capture every failure, correct what's actionable, and prepare a corrected rerun rather than leaving failed batches unresolved.
No clear record of what was converted versus excluded
Every engagement ends with a reconciliation report and audit package covering source counts, output counts, and exceptions.
Want these evaluated before committing to a timeline? Start with a conversion readiness assessment.
Reconciliation & Audit
Every conversion ends with a documented handoff
Who Owns The Workstream?
Conversion project management
We lead the conversion workstream, attend recurring implementation calls, and maintain your decision logs and status reporting.
Learn moreAcquisitions
Insurance agency acquisitions & AMS consolidation
If you're a PE-backed platform or serial acquirer, we treat data conversion as a repeatable integration capability, not a one-time IT task.
Learn moreNo Internal Team?
Fractional conversion team
We operate as your fractional Applied Epic data conversion team and database administrator, so you don't have to add a permanent department.
Learn moreFAQ
Common 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, including backup restoration, extraction, mapping, cleanup, BOB-ready file preparation, import execution, and reconciliation.
Do you only prepare files, or can you run the import 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, or we step in as your conversion team if you don't have one.
What if we don't have an internal data conversion team?
We operate as your fractional database administrator and Applied Epic conversion team for the engagement, so you don't have to hire or build a permanent internal department.
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.