In this guide 6 sections
Close four lists each month. Match commission statements to policies sold, give next month’s expiries an owner, set a next step on open claims, and check premium receipts. GullySystem’s General Insurance Agency Management Software keeps all four in one book across insurers.
Match each insurer’s commission statement
Commission and brokerage arrive from each insurer at different times, and the rate differs by product. Left for a quiet month, the matching never happens. Short payments then go unnoticed for a year.
At month end, enter every statement received. Match each line to a policy sold, at the rate your agreement states. List the policies paid short, paid twice or not paid at all.
Which rates are permitted is a question for your agency and its adviser. This routine only checks what was agreed against what arrived.
- Policies paid below the agreed rate
- Policies sold but missing from the statement
- Statement lines with no matching policy
- Payouts changed by an endorsement or cancellation
Build next month’s renewal list
Every policy expiring next month goes on one list, across insurers. Motor, health, shop and fire policies sit together, sorted by date. Each line gets a staff owner and a first call date.
Pull the endorsements before quoting. A member added mid-year or a vehicle changed belongs in next year’s quote. Starting from the old policy invites a correction from the customer.
Walk through every open claim
Open claims drift when nobody owns them. Go down the list and check the last action on each. Was a document sent to the TPA? Has the surveyor called back?
Set a next step and a date against every claim still open. The customer will call. Staff should be able to answer from the record.
- Claims with no action in the past fortnight
- Documents requested but not yet sent
- Claims waiting on a surveyor or TPA reply
Close premium receipts and lapsed policies
Start with the money. Check premium collected from clients against what reached each insurer. An uncleared cheque or an unrecorded UPI payment shows up here.
Then look at policies that lapsed last month. A lapsed motor policy can become a break-in case that waits for inspection. The client should hear that from you first.
Hand the figures to your accountant
Receipts and commission figures go to your accountant as reports. Agree the format once, so every month closes the same way.
With a small book and one person minding it, a spreadsheet can carry this whole routine, provided that one person updates it every single week without fail. Once staff make renewal calls for you, a shared book stops calls being missed or made twice.
Agency month-end checklist
A single page with four boxes: commission matched, renewals assigned, claims reviewed and receipts closed. Under each, note the count and the exceptions found. File it with the month’s insurer statements.
Open a blank worksheet to printQuestions owners ask
Can sub-agents or POSPs see only their own clients?
No. In GullySystem’s product, logins are for the agency’s own staff, working from one shared client list. A POSP hierarchy with its own view and payout split is not included.
Does it pull policies from insurer portals?
Not by default. Policies are recorded in the system, and any portal link depends on what an insurer offers. That is checked during scoping.
Does commission data go into Tally automatically?
Not in the standard set-up. Your accountant takes the figures from the reports. A Tally export is quoted separately once the ledger heads are fixed.