In the insurance industry, managing customer relationships and policies often means operating across two powerful platforms: HubSpot for CRM and marketing, and Applied Epic for agency management (AMS). Agencies and brokerages rely on HubSpot to track leads, sales, and customer engagement, while Applied Epic houses critical policy and client information. Without integration, these systems operate in silos. Sales and marketing teams don’t have easy visibility into policy status, and account managers must re-enter data into Epic that already exists in HubSpot. This fragmentation wastes time and can lead to errors or missed opportunities.
Deloitte’s 2026 Insurance Industry Outlook notes that legacy technology and fragmented systems continue to constrain growth and modernization across carriers and brokerages. Integration isn’t a luxury; it’s an operating imperative.
Our experience across carriers, broker networks, and MGAs echoes this. Integration challenges are not just technical; they are strategic. When CRM, AMS, and policy systems align, insurers gain full visibility into renewals, claims, and customer engagement, driving faster and smarter growth. Explore how HubSpot connects CRM and policy operations for insurers.
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.
At a high level, integrations follow a logical chain: identify the trigger, prepare the data, call Epic’s API, and handle success/error logs.
Reframed as:
Making this work in production requires advanced field mapping, governance, and monitoring that most internal IT teams don’t have bandwidth for. That’s why firms lean on Learners.ai—to deliver integrations that scale without breaking compliance or introducing data risk. Most internal teams underestimate the pitfalls; our clients rely on us to handle the hidden complexity.
Explore further
(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.)
An AI-assisted, spreadsheet-like canvas where non-technical users blend HubSpot and Epic (and warehouse) data into clean datasets for reports, renewal lists, and workflows. Build 90/60/30 renewal cohorts combining policy terms, claims signals, and recent engagement without exports.
Continuous monitoring and automated fixes for duplicates, formatting errors, and missing details. Ideal for producer IDs/NPNs, employer legal names, group IDs, and addresses. Stop duplicates before they hit Epic.
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.
Explore Related Resources