Agency bill statement reconciliation
How do we reconcile each monthly agency bill statement with the exceptions explained and matched by the agency before the statement closes in billing?
Make the statement a case the agency clears item by item. Callvu generates the agency's monthly statement from the billing system (the policies and transactions billed to the agency, the premium, the commission, the net due), matches the agency's remittance and its item list to the statement, classifies each exception (an unpaid item, a short payment, a payment for a policy not on the statement, a commission disagreement, a cancelled or endorsed policy the agency has not reflected, an aged balance past the agency's terms), sends the exceptions to the agency through its link with the items, the amounts and the due date, reads the agency's explanations and documents, routes unresolved items to the agency accounting analyst in the Decision Desk, and writes the reconciled statement, the adjustments and the aged balances to the billing system.
In scopeComplex: multi-party handoffsCallvu moves: classify, chase and verify, write back
Last updated November 7, 2026.
The problem today
The agency's remittance was short by the premium on two cancelled policies, and the aged balance went to collections three months later with the agency still waiting for an answer.
Agency bill is the oldest reconciliation in insurance: the carrier bills the agency for the policies it wrote, the agency collects from its insureds and remits net of commission, and every month the two sides disagree about something. The carrier's accounting team works the differences from a spreadsheet; the agency's bookkeeper answers by email; items age; the relationship sours over amounts that were explained in a message nobody filed.
The agency agreement sets the terms (the remittance due date, the commission schedule, the treatment of return commission on cancellations, the aging after which the carrier may act), the state's premium trust and fiduciary rules govern the agency's handling of collected premium, and the carrier's own policy sets who may write off a balance. Each exception is a question for a specific party with a specific document behind it.
A reconciliation is a conversation with a ledger, and the ledger should be shared.
How it runs
From the requestto the system of record.
The monthly agency bill statement is generated from the billing system, or an agency remittance arrives. Callvu opens the reconciliation for the agency and the period.
- Agency
- Remits, explains exceptions and provides documents through its link, and sees the statement and the aged balance.
- Billing
- The agency accounting analyst decides unresolved items in the Decision Desk; the billing system holds the statement.
- Callvu
- Generates, matches, classifies, chases the agency, reads explanations, routes and writes.
Generate and match
The statement is generated from the billing system: each policy transaction billed to the agency in the period (new business, renewals, endorsements, cancellations with return premium and return commission), the premium, the commission at the schedule, the net due and the aged balances from prior periods; the agency's remittance and its item list are matched to the statement item by item, by policy number and amount.
Classify the exceptions
Each unmatched item is classified: unpaid, short paid, overpaid, paid for a policy not on the statement (a timing difference or a direct bill policy), a commission rate disagreement, a cancellation or endorsement the agency has not reflected, a return premium the agency expects, or an aged item past the agreement's terms; each gets an owner (the agency, the carrier's underwriting, the carrier's commission team) and a due date.
Chase and verify
The agency's exceptions go to the agency through its link with the items, the amounts and the carrier's position, and the agency explains each with a document where needed (a proof of payment, a cancellation request it sent, an insured's check); the explanations are read and matched (a payment found in a later remittance, a cancellation the carrier has not processed, a commission schedule the agreement supports), and resolved items clear; carrier-side items go to the owning team the same way.
Decide and write back
Items neither side can match go to the agency accounting analyst in the Decision Desk with both positions and the documents and only the allowed outcomes: adjust the statement, hold for the next period, write off within authority, or escalate under the agreement's aging terms; the reconciled statement, the adjustments, the cleared items and the aged balances are written to the billing system, and the agency sees the closed statement and the opening balance for the next period.
Where it ends: The statement was matched item by item, every exception had an owner and an answer with a document, unresolved items were decided with authority, and the billing system holds the reconciled statement and the true aged balance. The Decision Trace shows the classification and the decisions; the Audit Trace shows the agency's explanations, the matches and the writes.
Runtime enforcement
What is enforcedwhile the work runs.
The regulations preloaded in Callvu Studio and the bank's own policies, applied as steps that run, not lines in a binder. A step that breaks a rule does not run, so a completed run was compliant.
The handoff
Between the front doorand the back office.
The front door
The agency's link, where the statement, the exceptions and the aged balance are visible and answered.
The back office
The agency accounting analyst decides only what neither side can match; the billing system closes the statement from the writes.
The Decision Desk
- An item neither side can match goes to the agency accounting analyst in the Decision Desk with both positions and the documents and only adjust, hold for the next period, write off within authority, or escalate under the agreement.
Proof
In scope.Proof at scale, not one process at a time.
The kind of process Callvu runs in production for customers in this industry. Ask for a reference on this exact process. The results below are the industry's published proof; each claim code links to its record on agents.callvu.com.
Phoenix put more than 100 processes live in under 3 months.
Across Callvu customers
More than 1,000 processes are live across Callvu customers.
Across Callvu customers
Questions
What buyers ask next,answered plainly.
How are exceptions found?
By matching the agency's remittance to the statement item by item, by policy number and amount, with each difference classified by type and given an owner and a due date.
How does the agency answer?
Through its link, item by item, with a document where needed; each explanation is read and matched, and resolved items clear from the statement.
Who can write off a balance?
The agency accounting analyst within the authority the carrier's policy sets, decided in the Decision Desk with both positions on the record.
Related processes
Bring this process, or the one that costs you most.
We build it against your policies and your systems, train your team and stay with you through launch. You are live in weeks.