An acquired agency's records, checked and mapped before your team relies on them.

Today, after a deal closes, someone on your team takes the seller's export, matches its carriers, producers and departments to yours, then finds the problems one account at a time: a policy that shows active but was cancelled, a holder with no policy behind it, a declarations page filed under last year's term.

For the proof of concept, AI takes that first pass. For each account it proposes where every record lands in your system, checks policies, documents and holders against the current policy, and writes the gap list, without writing into either system. Your reviewer, whoever on your team knows conversions best, compares the result with how your team converted the same accounts.

Start with what the buyer owns. Since the 1904 Yonkers case, National Fire Insurance Co. v. Sullard, in which an agent was challenged for selling his book to another agent, courts have generally held that an independent agency owns its expirations unless a carrier contract says otherwise. Each carrier still runs the transfer its own way. Texas Mutual's book of business transfer form, for one, asks for the transfer date, whether the seller stays on as a sub-producer and whether the seller's agency code moves into the buyer's, and it puts the seller's outstanding commissions on the buyer. The gap list keeps a line per carrier for whatever is still open.

Every record then needs a home in your structure. Applied Epic files accounts under an agency, branch, department and profit center. AMS360 requires a division and a department, makes branch and group optional, and won't later turn a division into a branch. Staff access follows those units in both, so a book placed in the wrong branch can be hidden from the account managers now serving it. The draft proposes a home for each account, with the reason.

Carrier records rarely match. One conversion vendor describes the same insurer under two spellings, retired companies parked under prefixes like zzz or DNU, and blank NAIC company codes. AMS360 keeps a parent company and a writing company on each policy, so a map that keeps only the parent loses the company that issued the policy. Each seller company is matched to one of yours, and any that can't be placed with confidence are listed, not guessed.

Certificate holders show a book's age. A seller's list can still carry contractors from finished projects, lenders on buildings the insured sold, and holders tied to a policy since rewritten with another carrier. The check reads each holder against the current policy and endorsements and marks those with nothing behind them. It also finds insureds both agencies wrote, already in your system under another name or lookup code, and documents filed under the wrong policy or term.

Money stays out of reach. Agency-bill receivables, commissions owed and premium trust balances belong to your accounting staff, so the test reads billing fields only to flag conflicts, such as a policy marked agency billed in one record and direct billed in another. How much history to bring is the conversion lead's call; one 2026 guide to system moves suggests five to seven years. Older records are marked, never deleted.

Once your reviewer agrees, the next 30 days or so go to the book you are converting now, or the next one you buy.

Your conversion lead approves every mapping and decides what gets fixed and where. The AI never writes into the seller's system or yours, never changes a live policy, holder or certificate, and never touches receivables, commissions or trust money.

The gap list is scored account by account against the same written criteria as the test.