Stop reconciling insurance premiums in spreadsheets.
Policy Balance Hub automatically matches payments, commissions, and carrier statements -- so you can close your books in hours, not days.
14-day free trial. No credit card required.
The reconciliation problem every insurance agency faces
Whether you write 200 policies or 20,000, the same three headaches drain your back office every month.
Spreadsheet reconciliation eats hours every month
Manually matching carrier commission statements to bank deposits and policy records takes 3–10 business days each cycle — and a single typo can throw the whole month off.
Commission discrepancies slip through unnoticed
Short payments, mid-period chargebacks, and missing producer splits are nearly impossible to catch when you're reconciling by hand. The losses are real — you just can't see them.
Trust account compliance puts your license at risk
State insurance regulators require accurate fiduciary accounting. One misallocated premium can trigger an audit and threaten your agency license — even when the underlying business is healthy.
How automated premium reconciliation works
Import, match, review. Three steps to close the books in hours instead of days.
Import
Upload carrier commission statements and bank exports — or import policy data from Applied Epic, AMS360, or HawkSoft via standard CSV/XLSX exports. PDFs are parsed automatically with OCR.
Match
Our matching engine pairs deposits to policies using policy numbers, amounts, and date patterns. Most agencies see 80%+ of lines auto-matched on the first pass; custom rules per carrier improve accuracy over time.
Review
Approve auto-matched transactions, resolve exceptions with guided workflows, and close your books with confidence. Every action is captured in an immutable audit trail.
Built for insurance agencies — not retrofitted from generic accounting
Every feature exists because reconciling premiums, commissions, and trust accounts is fundamentally different from regular bookkeeping.
Smart Deposit Matching
Automatically match bank deposits to carrier statements using AI-powered pattern recognition. Reduce manual matching by 80% or more with intelligent fuzzy matching on policy numbers, amounts, and dates.
Carrier Statement OCR
Upload PDF or scanned carrier commission statements. Our OCR engine extracts line items, policy numbers, and amounts automatically. Supports custom parse rules per carrier for consistent imports.
Commission Management
Track producer commission splits, rate schedules, and override levels. Automate payout calculations with full audit trails. Manage producer performance, goals, and licensing all in one place.
Trust Account Compliance
Stay compliant with state trust account regulations. Real-time balance monitoring, surplus lines tax calculations, and OFAC screening ensure accurate fiduciary accounting.
Claims and Renewals
Track claims from FNOL through resolution with a complete timeline. Manage renewals with a visual Kanban board, automated reminders, and retention scoring to prevent churn.
Exception Management
Quickly identify and resolve discrepancies. Dashboard highlights unmatched transactions, short payments, and chargebacks. Coverage gap analysis proactively flags missing or expiring coverage.
Client Portal
Give clients self-service access to their policies, documents, and claims status. Embeddable quote widgets for your website generate leads directly into your pipeline.
AI-Powered Insights
Built-in AI assistant answers questions about your book of business. Automated policy analysis, cross-sell recommendations, churn prediction, and revenue forecasting help you grow smarter.
Document Management
Store, organize, and search documents across policies and clients. Generate COIs, ACORD forms, and custom templates with variable substitution. E-signature integration for seamless workflows.
Automation and Workflows
Automate repetitive tasks with configurable workflows and notification rules. Scheduled reports, email campaigns, task management, and diary reminders keep your team on track.
Compliance and Audit
Full audit trail on every action. CCPA/DSAR privacy compliance, producer license tracking, E&O incident logging, surplus lines filings, and 1099 tax form generation built in.
Reporting and Analytics
Carrier reconciliation, premium aging, commission summary, trust account, and custom reports. Exportable dashboards with KPI alerts, revenue forecasts, and producer performance metrics.
ROI calculator for insurance agencies
Estimate how much labor cost your agency can save by automating premium reconciliation.
ROI Calculator
Estimated hours saved per month
28
Assumes ~70% automation of manual matching
Estimated annual labor savings
$16,800
At $50/hr fully-loaded back-office cost
Estimate only — actual savings vary by carrier mix, statement format, and current workflow. Talk to us to model your agency specifically.
Policy Balance Hub vs spreadsheets vs generic accounting
A side-by-side look at how purpose-built insurance reconciliation compares to the tools agencies typically use.
| Feature | Policy Balance Hub | Spreadsheets | Generic Accounting |
|---|---|---|---|
| Automated deposit matching | |||
| Carrier statement OCR | |||
| Commission split tracking | Manual | Limited | |
| Trust account compliance | |||
| Claims and renewal management | |||
| Client self-service portal | |||
| AI-powered insights and matching | |||
| Document management and e-signatures | Limited | ||
| Insurance-specific workflows | |||
| Multi-carrier support | Manual | Manual | |
| Compliance and audit trail | Basic | ||
| Real-time dashboards with KPI alerts | Limited |
What insurance accountants say
From a CPA who reconciles agency books for a living.
“As a CPA who works with insurance agencies, I see the reconciliation mess firsthand. Policy Balance Hub finally brings order to carrier statements, trust accounts, and commission splits. It saves my clients days of manual work every month.”
Marina Sergeeva
Licensed CPA
Enterprise-grade security you can trust
Bank-Level Encryption
AES-256 at rest, TLS 1.3 in transit
SOC 2 Type II
Certification in progress (Q3 2026)
Multi-Tenant Isolation
Your data is completely separated from others
PII Protection
Personal data is tokenized before AI processing
GLBA Compliant
Meets Gramm-Leach-Bliley Act safeguards
Ready to stop drowning in spreadsheets?
See how Policy Balance Hub can automate premium reconciliation for your agency. Start the trial in minutes — or request a personalized walkthrough.
14-day free trial. No credit card required.