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 (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, or HawkSoft via standard CSV/XLSX exports. 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.
Deposit-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.
Guided 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.
Commission 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.
Trust-Account Compliance Ledger
Maintain a fiduciary trust-account ledger with real-time balance visibility to support the trust-accounting requirements state insurance regulators expect.
Policy, 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 keep upcoming renewals in view so policies don't lapse between reconciliation cycles.
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.
Import 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, then export any dataset to CSV or Excel for your accountant, your AMS, or your own records.
Audit Log & Access Control
An immutable audit trail records every state-changing action. 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
28
Illustrative assumption (70% of manual matching automated) — not a guaranteed result
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 | |||
| 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
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 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.