Frequently asked questions
Everything agency owners and bookkeepers ask before switching their commission reconciliation to Policy Balance Hub.
Is this the right tool for my agency?
No. Policy Balance Hub sits alongside your AMS (Applied Epic, AMS360, HawkSoft, or others) and focuses on what those systems don't do well — premium reconciliation, commission tracking, and trust-account compliance. Your AMS remains the source of truth for policy management.
The matching engine uses fuzzy comparison on policy numbers, dollar amounts, and transaction dates, combined with carrier-specific rules. It is designed to auto-match the majority of statement lines on the first pass; the remaining exceptions are surfaced for human review with the most likely matches ranked at the top. AI-assisted matching is available on the Professional plan and up.
Chargebacks are detected when carrier statements post negative commission lines. The platform ties each chargeback back to the original commission and flags the net effect on your reconciliation so nothing slips through unnoticed.
Pricing and billing
Sign up for a free 14-day trial — no credit card required. You'll get hands-on access to the platform with up to 100 policies and 3 users. When you're ready, choose a plan and subscribe through Stripe.
The trial includes the platform's core reconciliation, commission tracking, and reporting features for 14 days, with up to 100 policies and 3 users. No credit card is required to start.
Your data is preserved. You can subscribe to any plan to continue. If you do not subscribe, your account moves to the free tier: your existing data stays visible and exportable, and the plan is capped at 10 policies and 1 user seat until you choose a paid plan.
Absolutely. You can upgrade or downgrade your plan at any time. Upgrades take effect immediately and charges are prorated. Downgrades take effect at the start of your next billing cycle.
A policy is any active insurance policy you are tracking for reconciliation purposes. Expired or cancelled policies do not count toward your limit.
Monthly billing is the standard option today. Annual billing is available on request — contact our team and we'll set it up for your agency.
We email you and show a notice in the app, and Stripe retries the charge for about three weeks. Nothing is deleted. For the first 7 days everything works as normal; after that, changes to your account are put on hold until the payment clears — you can still sign in, view your book, run reports and export your data throughout. Updating your card lifts the hold straight away.
Yes — each plan includes a monthly allowance for AI statement parsing, because every statement we parse costs us model time. Starter includes 50 statements a month, Professional 250, and Agency 1,000; the allowance resets at the start of each calendar month. Re-running a statement that failed to parse is never charged again — only the first parse of a given statement counts. Uploading, viewing and exporting are not limited, and Enterprise allowances are set per contract.
Data and security
We use TLS for all data in transit, PostgreSQL row-level security so every query is scoped to your agency at the database layer, application-level encryption for stored integration credentials, and MFA support. We are pursuing SOC 2 Type II — we are not certified yet and do not represent ourselves as certified. See our Security page for full details.
The platform is self-hosted: the application, the PostgreSQL database and the object storage all run on infrastructure we operate directly rather than on a third-party managed data platform. Within it, row-level security is enforced at the database layer, so every query is scoped to your agency automatically, and uploaded statements are held under a key namespaced to your agency that is checked on every download. Our staff do not browse agency data as a matter of course; support access requires your request. Every subprocessor that receives data is named in the privacy policy — email privacy@policybalancehub.com for the hosting region or a completed security questionnaire.
No. Personally identifiable information — names, addresses, and government identifiers — is stripped by a redaction layer before any text reaches an AI model. The model sees policy numbers, amounts, and dates needed for matching, not your clients' identities.
Integrations and migration
AMS data comes in as files, not over an API. You can import client and policy data from Applied Epic, Vertafore AMS360, HawkSoft, EZLynx and QQCatalyst via their standard CSV/XLSX exports, and the last four ship with a prebuilt migration kit that already carries that vendor's column names. There is no producer or staff import. Live API connections are a separate thing and we do have them — HubSpot and Salesforce, read-only and on a schedule, on Professional and up.
Yes, if your CRM is HubSpot or Salesforce. Both are live API connections. Connecting HubSpot means creating a private app in your HubSpot portal and pasting its token — there is no HubSpot OAuth redirect flow today. Salesforce uses the standard OAuth flow, so you authorise it in Salesforce rather than pasting a secret anywhere. Contacts then sync into clients every 15 minutes, reading only what changed, and the sync is read-only in both cases — nothing is written back to your CRM. Connections are available on Professional and up. Deals and opportunities import into leads, and leads are an Agency-plan feature, so on Professional they are not imported at all: the sync reads them, skips them, and the connection card says so rather than filling a workspace your plan does not include. Move to Agency and the next sync backfills them — it re-reads your whole portal or org and imports the deals and opportunities it skipped. No other CRM is supported today.
Import clients, policies, transactions, and commissions from CSV or Excel using the guided import wizard, which walks you through column mapping the first time. Save the mapping as a reusable recipe so future imports from the same carrier or AMS export run in a single step.
Yes. The import wizard handles back-dated transactions and commissions the same way it handles current ones, so you can load prior months to establish opening balances. Import order matters — clients and carriers first, then policies, then invoices and commissions — and the wizard enforces that for you.
Map it once in the import wizard and save the mapping as a reusable recipe. Subsequent statements from that carrier import in a single step. There is no per-carrier development work and no waiting on us to add support.
Getting started
The platform parses commission and premium statements in PDF, CSV, and Excel formats. Scanned PDFs go through an OCR engine that extracts policy numbers, premium amounts, and commission lines. You can also define per-carrier import recipes to handle non-standard layouts consistently across months.
Most agencies are reconciling their first month's statements within a few hours of signup. The main one-time setup is mapping each carrier's statement format the first time it's imported.
Two things: your policy and commission-expectation data loaded via the import wizard, and one carrier statement file to reconcile against it. Without expected commissions there is nothing to compare the statement to, so load those first.
Yes — contact us and we will walk through your first import and carrier mapping with you. There is no separate paid onboarding tier; setup help is included with every plan.
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.