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Reconcile Carrier Statement (PDF Statements)

The Reconcile Carrier Statement tool is a high-speed alternative to manual payment entry for carriers that provide PDF or paper statements instead of Excel or CSV files. It displays all outstanding expected commissions for a carrier so you can quickly check off and verify each payment against the statement.

💡 Why Use This

Use Reconcile Carrier Statement when:

  • Your carrier only provides a PDF or paper statement — You can't use Import Carrier Statements, but Reconcile lets you enter the whole statement on one screen.
  • You want to verify totals before posting — Enter the carrier's statement totals at the bottom of the screen to confirm your entries match before writing payments.
  • Speed is a priority — The keyboard-driven workflow lets you process an entire statement without using the mouse.

🗺️ How to Access

  1. Open the Carrier record.
  2. Click Reconcile Carrier Statement.

Video Tutorial

If the video below does not play, copy and paste this link into your browser: Watch on YouTube

The Reconciliation Workflow

1. Start a Session

Select a carrier and click Reconcile Carrier Statement.

Reconcile PDF Statement

2. Show Outstanding Commissions

Click Show Outstanding Commissions to pull a list of all expected payments based on your Billing Date filters.

Outstanding Commissions Button

3. Enter Payments (Keyboard Workflow)

This screen is designed for speed. You can process rows without touching the mouse:

  • Manual Entry — Use the arrow keys to navigate, press Enter on a row, and type the actual Premium and Commission from your statement.
  • Bulk Action — Click Pay All to instantly process all visible rows using either the Estimated values or Zero values.

Entry Grid

4. Verify Totals

Enter the Statement Totals from your PDF into the boxes at the bottom of the screen. The system compares your entered total against the carrier's total so you can confirm everything matches before finalizing.

Verify Totals

The Final Step: Write Payments

Entries Are Not Saved Until You Write Payments

Entering data on the reconcile grid does not post payments to your database. You must complete this step to finalize the session.

  1. Return to the main Reconcile screen.
  2. Enter the Receive Date, Check Date, and Check Number.
  3. Click Write Payments.

Write Payments Button

Advanced: All Carrier Mode

If a single PDF or check includes commissions for multiple carriers, enable All Carrier Mode.

  • Go to Options and click Restart In All Carrier Mode.
  • When searching by policy number, the system searches across your entire database regardless of carrier.

All Carrier Mode

Post-Session Actions

Feature Action
View Report See a summary of all payments posted in the session. See Report of Import or Reconcile Session.
Reverse Session Remove all payments from the session if a major error was made. See Manage Import or Reconcile Session.

Manage Statement Session

Tips for Speed

Use Keyboard Shortcuts

Use Enter and arrow keys to navigate rows. Sorting columns to match the order of your PDF statement reduces eye movement and speeds up entry. You can also drag and drop columns to put Commission next to Policy Number.

🔧 Troubleshooting

My session disappeared before I clicked Write Payments. Your progress is automatically saved when you close the screen. Reopen Reconcile Carrier Statement for that carrier and your in-progress session will reload.

The statement totals don't match after entering all rows. Review your entries for data entry errors or rows that were accidentally skipped. The verification totals at the bottom of the screen will show the discrepancy. Correct the entries before clicking Write Payments.

I need to undo an entire reconcile session I already wrote. Use Manage Import or Reconcile Session to reverse the session and remove all posted payments.

Need help? Contact support@commission-tracker.com