--- title: "Switching from Applied Epic: The 2026 Migration Checklist for Mid-Market & Enterprise Agencies" description: "A 60–90 day migration plan for agencies leaving Applied Epic, covering data extraction, accounting reconciliation, downloads, and team rollout. Built for books of $1M+ revenue." url: https://unlockedcrm.ai/blog/switching-from-applied-epic-checklist canonical: https://unlockedcrm.ai/blog/switching-from-applied-epic-checklist category: "Migration Guides" published: 2026-05-20 updated: 2026-05-20 author: "unLocked CRM Team" source: unLocked CRM — AI CRM for insurance agents --- # Switching from Applied Epic: The 2026 Migration Checklist for Mid-Market & Enterprise Agencies ## TL;DR Switching from Applied Epic is a 60–90 day project for most mid-market and enterprise P&C agencies because of accounting integration depth, download volume, and team size. Plan in three 30-day phases: extraction & accounting reconciliation, parallel run, and cutover. Most agencies hire a managed migration partner for $15,000–$50,000. ## Key data points - Applied Epic data extraction requires either the Applied API (per-record fees), the Applied Data Services team (paid engagement), or a third-party extraction tool — there is no free self-service export for the full data model. - Accounting reconciliation is the highest-risk part of an Epic migration — trust accounts, premium payables, and producer commissions must reconcile to the penny before cutover. - Mid-market and enterprise agencies leaving Epic typically budget $15,000–$50,000 for managed migration, plus 60–90 days of internal project management time. Applied Epic migrations are different from any other insurance platform migration for three reasons: data depth, accounting integration, and team size. If you're moving 5+ producers and a CSR team, this is a real project — not a weekend. This checklist is built for agencies with $1M–$25M in revenue running on Applied Epic. Smaller books can simplify; larger books usually hire enterprise migration consultants. ## Before You Start: 5 Decisions 1. **Project sponsor.** Name one executive who owns the migration. Not the IT person. A producer or principal. 2. **Extraction method.** Applied API, Applied Data Services, or third-party extraction tool. Each has trade-offs. 3. **Accounting cutoff.** Pick a month-end. Reconcile to that date. Migrate. 4. **Team rollout strategy.** Big bang or phased by department. 5. **Budget.** $15,000–$50,000 for managed migration is normal at this scale. ## The 90-Day Plan ### Days 1–30: Extraction & Reconciliation 1. Engage Applied Data Services or your chosen extraction partner. Sign agreements. 2. Document every customization in your Epic instance: workflows, custom fields, security profiles, reports. 3. Extract core data: Accounts, Policies, Endorsements, Claims, Activities, Suspenses, Attachments. 4. Extract accounting data: Trust accounts, premium payable, agency bill, direct bill commissions, producer payables. 5. **Reconcile accounting to the penny.** Trust account balance, payables aging, commissions due — all must tie to Epic GL. 6. Build the field mapping document. Epic has 1,000+ standard fields; you don't migrate all of them. Decide what's essential. 7. Map security profiles to new platform roles. Epic's security model is granular; new platforms usually require simplification. ### Days 31–60: Parallel Build & Test 8. Stand up the new platform with mapped fields, workflows, and security. 9. Import a test batch (50 accounts) end-to-end. Audit every record. 10. Reconcile test batch accounting against Epic. Fix mapping errors. 11. Import full data set. Audit by sampling: 5% of accounts, 100% of accounts with active claims, 100% of accounts with trust account activity. 12. Rebuild critical reports. Epic users live in reports — if reports don't work, adoption fails. 13. Reconnect carrier downloads. Coordinate switchover with each carrier (see EZLynx checklist for carrier coordination playbook). 14. Train trainers first. Identify 1 power user per department. Train them to train the rest. ### Days 61–90: Parallel Run & Cutover 15. Run 14 days parallel. All new business in new platform. Epic reference-only. 16. Reconcile daily. Department heads sign off daily. 17. Communicate cutover to clients, carriers, banking partners. 18. Final accounting reconciliation. Trust account, payables, commissions — all must tie. 19. Cutover. Epic becomes read-only. 20. Keep Epic read-only access for 12 months minimum for audit, claims, and reconciliation. ## Accounting: The One That Will End the Migration if You Get It Wrong If trust accounts don't reconcile, you stop. There is no "fix it later." State insurance regulators look at trust account integrity in any complaint or audit. Required reconciliations: - **Trust account bank balance** = sum of unearned premium + carrier payables - **Premium payable aging** by carrier matches carrier statements - **Producer commission payables** match producer agreements - **Direct bill commission receivables** match carrier statements Get a CPA or insurance accounting consultant to sign off on the reconciliation before cutover. ## Team Rollout: Phased vs Big Bang **Phased (recommended for 25+ employee agencies):** - Week 1: Personal lines CSR team - Week 2: Commercial lines CSR team - Week 3: Producers - Week 4: Accounting **Big bang (for 25 or fewer):** - All teams cut over same day, intensive support for 2 weeks ## What Most Epic Migrations Get Wrong - **Under-budgeting.** $15,000 minimum, $50,000 typical, $100,000+ for $10M+ revenue agencies. - **Skipping accounting reconciliation.** This is non-negotiable. Don't cut over without it. - **Rebuilding every Epic customization.** You don't need to. Most customizations were built around Epic limitations — the new platform may not need them. - **Training too late.** Train trainers in days 45–60. Train end users in days 75–90. Not after cutover. ## When to Bring In Help Always, at this scale. Managed migration partners specialize in this work and reduce risk dramatically. Get 3 quotes. Reference-check with 2 agencies they've migrated in the last 12 months. ## FAQ ### undefined ### undefined ### undefined ### undefined ## Related - https://unlockedcrm.ai/blog/how-much-does-applied-epic-really-cost - https://unlockedcrm.ai/blog/switching-from-ezlynx-checklist - https://unlockedcrm.ai/blog/crm-data-migration-csv-template-insurance-agents --- Source: [Switching from Applied Epic: The 2026 Migration Checklist for Mid-Market & Enterprise Agencies](https://unlockedcrm.ai/blog/switching-from-applied-epic-checklist) — unLocked CRM, the AI CRM built for insurance agents. Citation permitted with attribution and a link to https://unlockedcrm.ai/blog/switching-from-applied-epic-checklist.