Stop reconciling carrier commission statements in spreadsheets.
Policy Balance Hub matches carrier statement lines, premium deposits and commissions to your policies automatically -- so you can close your books in hours, not days.
14-day free trial (up to 100 policies, 3 users). 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 days each cycle — and a single typo can throw the whole month off.
Commission discrepancies slip through unnoticed
Short payments, mid-period chargebacks, and unmatched deposits 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, HawkSoft, EZLynx or QQCatalyst via standard CSV/XLSX exports. Clients can also sync straight from HubSpot or Salesforce. PDFs are parsed automatically with OCR.
Match
The matching engine pairs deposits to policies using policy numbers, amounts, and date patterns. It's designed to auto-match the majority of lines 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.
Carrier Statement OCR & Parsing
Upload carrier commission statements in PDF, CSV, or Excel. The parser extracts line items, policy numbers, and amounts. Per-carrier import recipes handle non-standard layouts consistently month over month.
How the carrier statement ocr & parsing worksDeposit-to-Policy Matching
Match bank deposits and statement lines to policies using fuzzy comparison on policy numbers, amounts, and dates. AI-assisted matching (Professional and up) ranks the most likely matches and surfaces exceptions for review.
How the deposit-to-policy matching worksGuided Reconciliation Review
Approve matched transactions, resolve short payments and discrepancies through a guided workflow, and close each period with confidence. Every action is captured in the audit trail.
How the guided reconciliation review worksCommission Tracking
Track commissions per policy and carrier alongside the transaction ledger. Chargebacks posted as negative statement lines are tied back to the original commission so nothing slips through.
How the commission tracking worksTrust-Account Compliance Ledger
Maintain a fiduciary trust-account ledger with real-time balance visibility to support the trust-accounting requirements state insurance regulators expect. Available on Professional and up.
How the trust-account compliance ledger worksPolicy, Client & Carrier Records
Keep policies, clients, and carriers in one place, each linked to its transactions, commissions, and reconciliations — the shared data model the rest of the platform builds on.
Agency-Bill Invoicing
Generate agency-bill invoices and track them against payments and reconciliations, so agency-billed premium is accounted for the same way direct-bill commission is.
Claims & Renewal Tracking
Log claims from first notice of loss through resolution, and move each renewal through a defined workflow — upcoming, in review, quoted, then bound, lost or not renewing — so policies don't lapse between reconciliation cycles and nobody skips a step.
Email Statement Inbox
Connect a dedicated mailbox so carrier statements that arrive by email flow straight into your import queue instead of sitting in someone's inbox.
How the email statement inbox worksImport Wizard & Recipes
Import clients, policies, transactions, and commissions from CSV or Excel with a guided column-mapping wizard. Save reusable recipes for each carrier or AMS export to repeat imports in one step.
Reporting & Export
Run reconciliation, aging, and commission reports on Professional and up. Export any dataset to CSV or Excel on every plan — for your accountant, your AMS, or your own records.
HubSpot & Salesforce CRM Sync
Connect HubSpot or Salesforce and let contacts flow into your client list on a 15-minute schedule, reading only what changed. Read-only in both directions of the word: nothing is written back to your CRM. Available on Professional and up; deals and opportunities import into leads on the Agency plan, and upgrading backfills the ones an earlier plan skipped.
Outbound Webhooks
Subscribe an HTTPS endpoint to policy, client, commission, transaction, import and reconciliation events, and have your own systems react the moment something changes. Included on every paid plan, not held back for Enterprise.
Read-Only API Access
Query policies, clients and commissions programmatically with an X-API-Key credential you issue and revoke yourself. Read-only by design — the API surface is deliberately smaller than the app's. Available on Enterprise.
Audit Log & Access Control
An immutable audit trail records every state-changing action. Invite colleagues by email and assign a role; role-based access control and strict per-agency data isolation keep each agency's data separated and accountable.
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
24
Illustrative assumption (60% of manual matching automated) — not a guaranteed result
Estimated annual labor savings
$10,080
At $35/hr fully-loaded back-office cost
Estimate only — actual savings vary by carrier mix, statement format, and current workflow.
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 | |||
| AI-assisted statement matching | |||
| Commission tracking | Manual | Limited | |
| Trust account compliance ledger | |||
| Claims and renewal tracking | |||
| Agency-bill invoicing | Manual | Limited | |
| Multi-carrier support | Manual | Manual | |
| Immutable audit trail | Basic | ||
| Reconciliation reports and CSV/Excel export | Manual | Limited |
Enterprise-grade security you can trust
Encrypted in Transit
TLS for all traffic; stored credentials encrypted
SOC 2 Type II
Being pursued — we are not yet certified
Multi-Tenant Isolation
Your data is completely separated from others
PII Protection
Personal data is tokenized before AI processing
GLBA Aligned
Self-assessed alignment with GLBA 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 (up to 100 policies, 3 users). No credit card required.