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Setting Up Splits Before Policy Numbers

Commission Tracker requires a Policy Number to save any record. However, you can still set up policies and commission splits before a permanent policy number has been issued by using a Temporary Identifier.

The Workflow

If you need to enter a policy before the final policy number has been assigned by the carrier:

  1. Enter a temporary number — Use a placeholder in the Policy Number field (e.g., PENDING-Smith or the Application ID).
  2. Set up commission splits — Navigate to the Agent Splits tab and enter your percentages or dollar amounts as usual.
  3. Save the record — The system will save the policy and the associated splits with the temporary number.

Updating the Policy Number

Once the carrier issues the formal policy number, update the record immediately to ensure future commission statements match correctly.

  1. Locate the policy using the temporary number.
  2. Click into the Policy Number field.
  3. Type over the temporary number with the Permanent Policy Number.
  4. Click Save.

Splits Are Preserved

Updating the policy number maintains the link to the agent splits you created — you do not need to re-enter the split data after updating the number.

Best Practices for Temporary Numbers

  • Be consistent — Use a standard prefix like TEMP- or APP- so you can easily filter or report on all pending policies at once.
  • Include the client name — Adding the client's last name (e.g., TEMP-JOHNSON) makes the policy easier to find in a search grid.
  • Update promptly — Update temporary numbers as soon as the first commission statement arrives to avoid "Policy Not Found" errors during statement imports.

🔧 Troubleshooting

I am getting "Policy Not Found" errors during an ICS import. This occurs when the carrier statement references a permanent policy number that does not yet match your temporary placeholder. Update the policy number in Commission Tracker to match the number on the carrier statement, then retry the import.

I cannot find my pending policies easily. If you used a consistent prefix like TEMP-, use the Policy List search and filter by that prefix. Alternatively, run the Policy List Report filtered to Prospect status to find all placeholder records.

Need help? Contact support@commission-tracker.com