From staff losing hours every morning to portal checks, to automatic capture — every document flowing straight into HawkSoft.
The Challenge: Missing Documents from Ivans Downloads
Like many agencies, Patriotic leaned almost entirely on Ivans downloads, assuming the system held everything they needed. In reality, critical documents like underwriting memos and payment confirmations lived only on carrier portals the team had no time to monitor.
The cracks showed when Patriotic acquired another agency 18 months ago:
- Staff at the acquired agency spent 1.5 hours every day checking just five carrier portals.
- Across 15+ portals, that grind could consume three or more hours every morning.
- Staff skipped checks or chased documents by hand — risking missed renewals and E&O exposure.
The hidden cost: documents the team assumed they had — underwriting memos, payment confirmations — were never actually retrieved, leaving silent gaps in every file.
An Acquisition Exposed the Scale
When Patriotic acquired a second agency, President Rob Bowen found a team still checking five portals by hand every day. Multiply that across the 15+ carriers a modern agency touches, and the manual workload was simply unsustainable.
Patriotic needed more than another login to manage. They needed the busywork to disappear — with every document captured automatically, no matter which carrier it came from.
The Solution: Adapt
Adapt is built specifically for insurance agencies. It automates carrier logins and document retrieval, feeding everything directly into HawkSoft — and Patriotic paired it with AgencyZoom to fully automate cancellation and non-pay workflows.
Key capabilities
- Automated data capture — NOC alerts, endorsements, and PDFs flow straight into HawkSoft.
- Real-time notifications surface when payments are made, not just when cancellations are pending.
- Multi-factor authentication handled across carriers — no IT bottlenecks.
- Process ownership — VAs and CSRs manage portal access, MFA, and exceptions directly.
Implementation: A Five-Year Partnership
Patriotic connected with Adapt more than five years ago to eliminate the manual document-retrieval grind. Adapt automated carrier logins, downloaded documents, and fed them directly into HawkSoft — then AgencyZoom was layered on to automate cancellation and non-pay workflows.
As the agency grew through acquisition, the same automation scaled to every new carrier and portal — no extra headcount, no IT projects.
The Results
3+
hrs/dayOf portal checks eliminated
15+
Carrier portals automated
< ⅓
The cost of one VA (~$200–300/mo)
- Dozens of hours saved per week — manual portal checks eliminated across 15+ carriers.
- Every policy has a coverage record in HawkSoft — missed cancellations and payments now proactively flagged.
- Immediate ROI — at ~$200–$300/month, Adapt costs less than a third of one VA.
- VAs elevated to endorsements, policy comparisons, and renewal audits.
Adapt is a no-brainer. Just logging into 15+ portals could eat three hours every morning, and no one wants to burn out a human being doing that. With Adapt, all of that work is automated, my team is happier, and we can finally focus on meaningful client service. It hasn't replaced people — it's leveled them up.
Beyond the Numbers
Time savings were the headline, but the impact compounded as the agency grew: