Insurance commission reconciliation that checks every statement line against the carrier's schedule
Every short payment found and chased, with the statement line as evidence.
See one case, screen by screen ↓Software that checks the commission carriers actually paid against what the agency should have been paid, line by line. Insurance Commission Reconciliation reads each carrier statement in any format, matches every line to its policy in the agency system, works out the expected commission from the carrier's schedule and explains every gap with its evidence.
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An independent agency is paid by dozens of carriers, and each sends its own direct bill commission statement every month: a PDF, a spreadsheet, a portal export, an IVANS download. Each carrier has its own policy-number style and its own transaction codes. The commission accountant ticks every line against the agency management system by hand, and the first two weeks of the month are gone.
So only the totals get compared. A renewal paid at last year's rate still looks paid. A cancellation charged back in full when the agency agreement says pro rata goes through. Policies bound in July never appear on a statement, and nobody notices until the annual carrier audit. Producers are paid on what the agency system expected, then clawed back later — and the money nobody asked for is never paid.
Estimated split for one accountant closing 14 carrier statements, by hand and with the solution.
Six agents read, match and explain every statement line; the accountant and the controller decide what to chase.
Monday 12 October 2026. Thirteen of Tallis Kerr Insurance Group's September statements are matched. Granite Shore Insurance's arrives last, at 08:42. Here is what happens next, screen by screen, in the working solution.
Fourteen direct bill statements for September, in four formats: PDF, spreadsheet, portal export and IVANS download. Thirteen are already read and matched. Granite Shore's 14-page PDF, statement DB-2026-09-44817, arrived this morning and is marked “read today · needs you”.
“A policy is called missing only when it is more than 60 days past its effective date and still not on a statement; anything younger is carried to next month.”
The statement reader reads all 212 lines and checks they add up to the page-14 total, $71,603.50. The matcher turns Granite Shore's GSC-CPP-0048817 into the agency system's CPP0048817 and draws each line to its policy: green where it matches, amber where the rate is wrong, purple where a chargeback is wrong, and a red stub where a policy is on no statement. 187 lines match exactly.
“Policy numbers matched — GSC-CPP-0048817 → CPP0048817 · 211 of 212 found in the agency system.”
Any figure opens the page it was read from. Page 3 shows Brightwater Dental Group's CPP renewal paid at 12.50 on $18,420.00 of premium, and line 43, Kessler Tool & Die, charged back (2,310.00). Nothing is keyed by hand.
What does not match falls into trays. 23 commercial package and businessowners renewals were paid at 12.5%, the 2025 rate; Schedule A rev. 1 Jan 2026 §2.1 pays 15.0% — $8,147.50. Four new policies effective in July are on no statement, though the carrier issued and billed them — $3,518.74. And Quarry Hill Florist was paid with no agency record: add the policy before posting.
The gap explainer never calls an item inside the 60-day timing window a shortfall — it is carried, not disputed.
Kessler Tool & Die cancelled pro rata on 15 August, with 78 of 365 days unearned. Granite Shore took back the full $2,310.00. Agency Agreement §6.3 returns commission only on the premium returned: $3,290.96 of return premium at 15.0% is $493.64. Over-charged by $1,816.36.
“Charged back $2,310.00, owed back $493.64.”
The schedule reader keeps every carrier's commission schedule and agency agreement, with the page every rate comes from. Granite Shore raised CPP and BOP renewals from 12.5% to 15.0% on 1 Jan 2026, and commercial auto from 11.0% to 12.0%. Auto has been paid at the new rate since January; CPP and BOP renewals have not.
The schedule reader never applies a schedule before its effective date.
Colleen clicks Draft dispute letter. The letter to Granite Shore's agency accounting sets out three items for $13,482.60, quotes §2.1 and §6.3 word for word, lists every line with its statement page and line, and attaches six documents: the marked statement pages, the portal records, both schedules and the agency agreement. It notes that §7.2 allows 180 days to dispute; this is day 12.
The dispute letter writer never sends a letter itself. Over $2,500, the controller approves.
Colleen checks the letter and sends it to Martin at 09:04. Martin approves and signs at 09:20, and it goes to Granite Shore agency accounting at 09:21, with the reply due 11 November. Each step, his and the agents', is on the record.
The split calculator pays Jada 40% of new business and 25% of renewals on commission actually received: $26,154.38 now. Her share of nine disputed items, $2,047.20, including Trevino Cold Storage and Kessler Tool & Die, is held, not lost. It is released on the statement where the carrier pays.
The split calculator never changes a split percentage, and never pays on commission not yet recovered.
Recovery shows what each month's statements left on the table and what carriers have paid back since: $254,110.00 found from April to September, wrong rate the largest reason every month. By carrier, the days from letter to payment: Lakeport 12, Granite Shore 34, Ostrander Life & Benefits 57.
“Wrong rate is the largest every month: carriers change schedules in January and April, and their systems follow late.”
The same statement, seen by the four people who carry it — what their month looked like, and what it looks like now.
Six agents read, match and explain every statement line; the accountant and the controller decide what to chase.
Reads every carrier statement — PDF, spreadsheet, portal export or IVANS download — into lines with page and line references, and checks the lines add up to the statement total.
Reads each carrier's commission schedule and agency agreement: rates by line and transaction, effective dates, premium basis, chargeback and dispute clauses — and shows what changed in each new revision.
Normalises policy numbers across carrier and agency formats, matches each line to its agency system transaction and works out the commission that should have been paid.
Gives each gap its likely reason — wrong rate, missing policy, chargeback, wrong premium, duplicate — with its evidence and the amount owed.
Drafts the dispute letter to the carrier's agency accounting, quoting the clause word for word and listing every line with page and line, with the records attached.
Computes producer splits from reconciled commission, house accounts excluded, and holds each producer's share of disputed amounts until the carrier pays.
Approves disputes over $2,500 and signs. The agents propose; a named person decides.
Ask about a statement, a shortfall, a schedule or a producer's split. Every answer cites its source.
Why is Granite Shore $13,482.60 short?
Three reasons. 23 CPP and BOP renewals were paid at 12.5%, the old 2025 rate, but Schedule A rev. 1 Jan 2026 §2.1 pays 15.0%: $8,147.50. Four July policies are on no statement though Granite Shore issued and billed them: $3,518.74. And Kessler Tool & Die was charged back in full on a pro rata cancellation: $1,816.36.
Is the Kessler Tool & Die chargeback right?
No. The policy ran 1 Nov 2025 – 1 Nov 2026 and was cancelled pro rata on 15 Aug, so 78 of 365 days were unearned: return premium $3,290.96. §6.3 returns commission only on the premium returned, so the chargeback should be $493.64, not $2,310.00 (statement page 3, line 43). The difference, $1,816.36, is item 3 in the dispute letter.
Which carriers are slowest to pay back?
Ostrander Life & Benefits takes 57 days from letter to payment, Cardinal Plains 41 and Granite Shore 34; Lakeport is quickest at 12. Granite Shore's agreement gives them 30 days to respond. Over the year, wrong rates are the largest reason — carriers change schedules in January and April.
What does Jada Whitfield get for September?
$26,154.38 now — 40% of new business and 25% of renewals on commission actually received. Another $2,047.20 is held: her share of 9 disputed items, including Trevino Cold Storage and Kessler Tool & Die. It is released on the statement where the carrier pays, so she is not clawed back later.
12 screens from the working solution, on its sample data. Pick one to see it large.
Tolerances, the timing window, who approves and how producers are paid are settings. Changes are saved as a draft and take effect when the controller approves.
| Setting | Default | Choose from |
|---|---|---|
| Penny tolerance per line | $1.00 | Any amount · under it is written off as rounding |
| Rate tolerance | 0.05 pts | Any number of points |
| Lowest match confidence | 0.90 | Below it, a person matches the line |
| Days before a policy is called missing | 60 days | Any number of days · younger items are carried |
| Remind carriers after | 30 days | Any number of days with no reply |
| Disputes that need the controller | Over $2,500 | Any amount |
| Chargeback rule when the agreement is silent | Pro rata | Pro rata · Flat |
| Hold producer share of disputed amounts | On | On · Off |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
“demo” = seen in the working solution, on its sample agency's September statements · “target” = the design goal, measured in the live solution · “estimated” = our estimate · “typical” = published figures (Big “I” 2026 Market Share Report, via Insurance Journal — 11.6% average US P&C commission in 2025; Synatic, carrier auditing, vendor blog — one agency aggregator's 10–15% error estimate, unverified). People, agencies, carriers and insureds named on this page are fictional — characters and sample data in the working solution.
Software that checks the commission carriers actually paid against what the agency should have been paid, line by line. Insurance Commission Reconciliation reads each carrier statement in any format, matches every line to its policy in the agency system, works out the expected commission from the carrier's schedule and explains every gap with its evidence.
The matcher normalises policy numbers across carrier and agency formats — GSC-CPP-0048817 becomes CPP0048817 — and matches on policy, insured, effective date and transaction. Below 0.90 confidence it does not force a match; it leaves the line for the accountant.
Yes. Each gap gets its likely reason: wrong rate, missing policy, chargeback larger than the return premium, commission on the wrong premium or a duplicate chargeback. Expected commission comes from the schedule in force on the policy's effective date, and a pro rata cancellation is checked against the return premium.
PDF, spreadsheet, carrier portal export and the IVANS commission download. When the IVANS download and the emailed copy of the same month both arrive, it reads the statement once.
No. The dispute letter writer drafts the letter, quoting the clause and listing every line; the commission accountant sends letters up to $2,500, and over that the controller approves and signs. No write-off and no posting to the agency system happens without the controller.
Splits are computed on commission actually received and reconciled, by each producer's agreement. A producer's share of a disputed amount is held and released on the statement where the carrier pays, so producers are not paid and then clawed back.
Yes. The penny and rate tolerances, the lowest match confidence, the days before a policy is called missing, carrier reminders, the dispute threshold, the chargeback rule when the agreement is silent and who signs the letters are all settings, saved as a draft until the controller approves.
The Agentic Solution Engine builds and deploys it from your requirements — your carrier statements, commission schedules, agency and producer agreements and a sample month — and it goes live once every quality gate has passed. We will walk you through it on your own statements first.
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1-min demoWe'll run Insurance Commission Reconciliation on a month of your own carrier statements.