Illustrative example · fictional data
Exceptions report
Acme Mutual · July statement · fictional carrier, fictional policies
| Policy | Expected | Paid | Difference |
|---|---|---|---|
| HO-4471902 Commission came in short | $221.04 | $147.36 | $73.68 |
| CA-2210447 No payment found in the period | $341.00 | $0.00 | $341.00 |
| PA-8830156 Chargeback with no cancellation | Not applicable | −$96.75 | $96.75 |
| Total identified for investigation | $511.43 | ||
Next checks
- HO-4471902 Premium $1,842.00, paid at 8% ($147.36); the agency record shows a 12% schedule ($221.04). Ask which one applies.
- CA-2210447 Premium $3,410.00 at 10% ($341.00). Active in the agency record with a July effective date, with no line on this statement. Ask whether it was paid in another period.
- PA-8830156 A $96.75 reversal with no cancellation in the agency record. Ask for the cancellation date and reason.
Identified for investigation — not confirmed errors. Each line is a question to put to the carrier, not a finding against it.
How it works
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Send three statements
Last month’s statements from three carriers — PDF, CSV or spreadsheet — plus a policy list exported from your management system (AMS360, EZLynx, HawkSoft or QQ). We read the file you export. There is nothing to install and no connection to your system.
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We compare line by line
We match every statement line to a policy by number, insured, premium and effective date, and flag policies in your records that should have paid in the period and didn’t.
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You get the exceptions
Within 48 hours you get a line-by-line exceptions report with dollar amounts, plus a ready-to-send inquiry email for each carrier. Every line is a discrepancy to investigate; confirming that it is an error is the carrier’s answer, not ours.
A note from the founder
I’m Vinicius Koiti, a software developer based in Brazil. Right now I’m looking for a small number of independent agencies in Texas and Florida to run the first reviews with, and I do each review myself — for free — because it’s the fastest way to learn where the real work is.
If you reconcile carrier statements every month, I’d like to hear how you do it, even if your answer is “it’s fine as is.”
What we need, what’s in scope, and how your files are handled
Files we need
Last month’s commission statements from three carriers, in whatever format they arrive — PDF, CSV or spreadsheet — and a policy list exported from your management system. If an export is awkward to produce, tell us what you have and we’ll work from that.
Who this is for
- Independent P&C agencies with 3 to 15 people.
- 10 to 30 carriers, including regionals, MGAs and E&S.
- Agencies on AMS360, EZLynx, HawkSoft or QQ. We work alongside your system, not instead of it, and we read the files you export rather than connecting to it.
- Direct-bill commissions only.
What we check
- Commissions that came in short of the schedule in your records.
- Policies with no payment found in the period.
- Chargebacks with no cancellation behind them in your records.
- Statement lines we cannot match to any policy you sent.
How your files are handled
- What we receive
- Statements and your policy export. We don’t need client Social Security numbers or bank details; if they appear in a file, they are redacted on receipt.
- What we do with them
- The reconciliation, and nothing else. No resale, no sharing, and no training of public AI models on your files.
- Where they sit
- In an access-controlled folder shared only with you, encrypted at rest and in transit.
- How long we keep them
- 30 days after the report is delivered, then deleted — sooner if you ask.
- Who sees them
- Only the founder. There is no team and no subcontractor.
- Questions about any of this
- [email protected]
Request a free review
Start with your name and work email. We’ll agree on the files needed next. No files, no account and no scheduling at this step.
Prefer email? Write to [email protected].