Does Applied Epic have an API for integration?

Yes. Applied Systems publishes APIs for Applied Epic, including a Contacts API that lets agencies read and operationalize contact data across clients, prospects, carriers, and vendors. That API is what a modern CRM integration reads from and writes to, rather than exporting spreadsheets by hand.

What are the ways to integrate Applied Epic with HubSpot?

There are three practical approaches: a direct API integration between the two systems, a data-warehouse sync pattern (Applied Epic to a warehouse like BigQuery, then to HubSpot) for segmentation and reporting, and an iPaaS or middleware platform (such as Workato or a purpose-built connector) that maps and moves records between them. Custom code is a fourth option but rarely the right first move.

Why do insurance agencies connect Epic and HubSpot?

The core reason is the sales-to-service handoff. When a deal closes in HubSpot, someone usually re-keys the client and policy into Epic by hand — slow, error-prone, and a bad first experience for a new client. Integration makes the handoff automatic and keeps both systems pointed at the same version of the truth.

Should the data sync be one-way or two-way?

It depends on the workflow. Sales and marketing motion (new deals, campaign engagement) flows HubSpot to Epic; policy facts, renewal dates, and account status flow Epic to HubSpot. Most agencies end up with a bidirectional sync scoped field-by-field, not a blanket mirror of every record.

How long does an Epic-HubSpot integration take to set up?

A scoped integration covering the sales-to-service handoff and renewal data is a matter of weeks, not months, when it uses the existing API rather than custom infrastructure. The timeline depends less on the connection and more on cleaning up duplicate and inconsistent records before the sync goes live.

Applied Epic and HubSpot Integration: The Architecture

How to connect Applied Epic and HubSpot — the native API, the BigQuery sync pattern, and iPaaS middleware compared, plus which approach fits your agency.

Key takeaway

Applied Epic is your system of record; HubSpot is your sales and marketing engine. Connecting them removes the manual re-keying between “deal closed” and “policy created.” There are three sane ways to do it — a direct API integration, a data-warehouse sync, or an iPaaS/middleware layer — and the right one depends on whether you need real-time handoff, reporting, or both.

What does an Applied Epic and HubSpot integration actually do?

It keeps one version of the truth across both systems, so a closed deal in HubSpot becomes a client and policy in Epic without anyone re-typing it.

Applied Epic is the most widely used agency management system — the back office for policies, claims, commissions, and accounting. HubSpot is where the sales and marketing work happens. The integration is the bridge between the front office and the system of record, replacing the copy-paste step that lives between them today.

Why do agencies connect Epic and HubSpot in the first place?

The driver is the sales-to-service handoff.

When a deal closes in HubSpot, a person usually re-keys the client and policy into Epic by hand — the slowest, most error-prone moment in the whole cycle.

That manual handoff costs three ways: onboarding is slower, data quality drops as duplicates creep in, and the new client’s first experience is a delay. Agencies also connect the two systems to run renewal and churn campaigns from real policy data — segmenting by expiration date and account status, which lives in Epic, from the marketing tools that live in HubSpot. Applied Systems documents its Epic APIs precisely for this kind of integration (Applied Systems).

What are the three ways to connect Applied Epic and HubSpot?

There are three practical architectures, plus custom code as a rarely-needed fourth. Each trades off real-time speed, reporting depth, and maintenance.

Direct API integration. The two systems talk through Applied Epic’s API (including its Contacts API) and HubSpot’s API. Best when you want a real-time, event-driven handoff — deal closes, record appears in Epic — with the fewest moving parts.
Data-warehouse sync (the BigQuery pattern). Epic data lands in a warehouse like BigQuery, then flows to HubSpot. Best when the goal is segmentation, reporting, and campaign targeting off policy and expiration data rather than instant two-way writes.
iPaaS / middleware. A platform such as Workato or a purpose-built insurance connector maps and moves records between the systems with pre-built logic. Best when you want maintained connectors and field mapping without building or hosting the plumbing yourself.

Custom code is the fourth option. It’s the right answer only when a specific workflow genuinely has no fit above — and it means you now own the maintenance forever.

Which approach should your agency choose?

Start from the workflow you’re trying to fix, not the tool. The fastest path is usually the one that matches your single most painful gap.

If the pain is the handoff — closed deals not showing up in Epic — a direct API integration scoped to that one event is the shortest path to value. If the pain is that you can’t run renewal or reactivation campaigns because the policy data is trapped in Epic, the warehouse sync gets you segmentation first. If you lack the engineering time to build and maintain a connection at all, iPaaS/middleware buys you maintained connectors for a subscription. Most agencies begin with one workflow and expand — not a big-bang mirror of every record.

What data should actually sync between the two systems?

Sync the fields that drive a decision, not every field that exists. A blanket mirror creates conflicts; a scoped map does not.

A typical scoped map runs bidirectionally, field by field. HubSpot to Epic: new client, contact details, deal stage, and the trigger to create a policy record on close. Epic to HubSpot: policy status, renewal and expiration dates, account standing, and the flags that let marketing segment by who’s up for renewal or at risk of churn. The point is a shared, current picture — not two systems fighting over who owns a phone number.

How Digital Monestary approaches Epic and HubSpot integration

We start from your most expensive gap and fix that one workflow first.

Then we expand once it’s proven — no big-bang migration, no rip-and-replace of your system of record.

That approach comes from doing the work, not theorizing about it. Our founder built pipeline automation for an insurance brokerage that surfaced real, identified sales revenue that was slipping through the cracks between systems.

If you’re weighing an Epic-HubSpot integration, the cheapest way to find out whether it’s worth it is to look at where records are being re-keyed today and price that time. Book a free demo and we’ll map your handoff before you commit to anything.