Every growing agency eventually reaches the same friction point: client and policy data lives in Applied Epic, while sales, marketing, and renewal activity runs through HubSpot. When these systems stay disconnected, teams rely on manual re-entry, inconsistent records, and slow handoffs that impact both efficiency and client experience.
Producers, account managers, and service teams each work from different versions of the truth, making it harder to onboard clients, manage renewals, and deliver timely service. As agencies scale, these gaps compound, creating operational bottlenecks and avoidable service delays.
For insurance firms, integrating HubSpot with Applied Epic unlocks a single source of truth for customer and policy data.
Learners.ai, a HubSpot-Accredited integration partner with deep insurance and AMS experience, helps agencies and broker networks eliminate double entry, align CRM and policy systems, and create a unified customer view.
Here are the key challenges this solves and why a tight CRM–AMS integration is so valuable:
Without integration, staff often manually input the same client or policy details from HubSpot into Applied Epic (or vice versa). This duplicate work is inefficient and error-prone. Integration automates data transfer, saving countless hours and ensuring accuracy.
Siloed systems mean sales, marketing, and service teams each only see part of the client’s information. Connecting HubSpot and Epic enables full-funnel visibility. Marketing knows which leads became policies, sales sees service issues, and account managers spot upsell opportunities from marketing insights.
When a deal closes in HubSpot, creating a new client and policy in Epic is often manual and slow. Integration streamlines this handoff so closed deals instantly populate Epic. The result is faster onboarding and smoother client experiences.
Automatic syncs reduce data entry errors and duplicates. In one implementation, an agency saw a ~50% improvement in data quality after merging and cleansing records. Consistency means reports and analytics across both systems stay reliable.
With front- and back-office in sync, clients get faster answers, personalized communication, and fewer errors. A simple policy update can be reflected across systems in minutes.
By removing manual back-and-forth between systems, carriers can process more business with the same staff while management gains lifecycle-spanning reports without manual effort.
Integrating a CRM with an AMS might sound complex, but HubSpot’s Data Hub (formerly Operations Hub) provides the tools to make it achievable without rebuilding from scratch.
A HubSpot to Epic integration brings sales, service, and policy administration into alignment by connecting the CRM activity that creates demand with the operational systems that manage in-force business. When a deal is marked closed-won in HubSpot, the integration validates and enriches the relevant client and policy details before securely delivering them into Epic. This automatically creates or updates policy records, contacts, and related entities, while maintaining a clear audit trail inside HubSpot showing what synced and when.
Under the hood, the integration operates through multiple controlled workflow layers. Each stage handles field mapping, data preparation, and exception handling, so the system is designed to prevent duplicate or incomplete records from entering Epic. Continuous checks and monitoring ensure that the data pushed into Epic remains accurate, consistent, and compliant with operational requirements.
This architecture creates dependable continuity between systems. New business is created in Epic automatically when a deal is marked as closed-won in HubSpot, and renewals and endorsements can be synchronized into HubSpot depending on your configuration. With both platforms drawing from coordinated, up-to-date records, teams across marketing, sales, and service work from the same trusted source of client and policy data. This unified foundation elevates reporting, automation, and the value of HubSpot’s Data Hub capabilities, enabling agencies to turn cleaner data into stronger insights.
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(Context: In Sept 2025, HubSpot launched Data Hub, the evolution of Operations Hub, introducing Data Studio, enhanced Data Quality, and deeper warehouse/Reverse ETL connectivity.)
Push curated HubSpot/Epic datasets to your warehouse or BI for actuarial, finance, broker/GA performance, and compliance. Optionally return scorecards to HubSpot for AM playbooks.
Automatic suggestions to standardize names, addresses, and policyholder data, reducing return mail and reporting mismatches.
Keep Excel or Sheets synced to reduce shadow spreadsheets and streamline controlled imports—ideal for census updates and renewal prep.
Securely share datasets across platforms and stakeholders for broker/carrier collaboration and faster quoting.
Net effect: the HubSpot↔Epic connection is easier to manage, cleaner by default, and friendlier to non-technical users—without giving up the power your original design relied on.
|
Scenario |
HubSpot → Epic |
Epic → HubSpot |
|
New client/policy creation |
✔ Replaces manual re-entry |
– |
|
Contact/address updates |
✔ |
✔ |
|
Policy renewal status/dates |
– |
✔ Drives proactive outreach |
|
Claims/service summaries |
– |
✔ Optional; improves CX segmentation |
Integrating HubSpot and Applied Epic via Data Hub isn’t just a technical exercise—it delivers tangible business results:
All the client and policy creation data that used to be typed into Epic by hand is now transferred automatically. Producers and support staff no longer need to swivel-chair between HubSpot and Epic, which frees up time for value-adding work.
With instant updates flowing into Epic, there’s no lag between a sale and policy administration. Clients get their policies set up faster, and service teams have the information they need without waiting.
By syncing data automatically, the integration drastically cuts down on data entry errors and duplicates. In one implementation, an agency saw a ~50% improvement in data quality after merging and cleansing records.
When the CRM connects to core operational systems, it becomes far more useful and drives adoption because it removes double work.
Marketing, sales, and service share a 360° view, improving decisions and outcomes.
One update propagates everywhere, speeding responses and reducing errors.
Continuous monitoring/cleanup ensures accurate, compliant, decision-grade data across systems.
Hylant, a large independent insurance brokerage, migrated from Microsoft Dynamics to HubSpot and integrated deeply with Applied Epic.
Results:
Pro tip: Partner with an AMS-savvy HubSpot integration partner. DIY often stalls when governance, compliance, and adoption challenges emerge.
Integrating HubSpot CRM with Applied Epic is a strategic enabler for insurance firms modernizing operations. In a landscape where every minute counts and client expectations keep rising, syncing front- and back-office systems provides a decisive edge.
By using HubSpot’s Data Hub and a carefully planned integration strategy, even complex organizations can achieve a unified platform. What was once only possible through technical workflows is now accelerated by AI-powered tools for data cleaning, enrichment, and reporting.
The payoff remains the same: efficiency gains, happier employees, and delighted clients. Now it’s easier to achieve and scale. For agencies and brokerages, the message is clear: break down the data silos with a HubSpot-to–Applied Epic integration to leverage your full data, automate processes, and drive sustainable growth.
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