AI-powered Commission Reconciliation & SaaS Integration for Multiple Insurance Agencies
Overview
Our AI platform automates the reconciliation of commissions for several insurance companies. This process used to require downloading PDFs and Excel sheets and manually cross-referencing data from policies and commissions, which was time-consuming and error-prone. Our solution automates manual processes and replaces them with an automated, intelligent system. This improves accuracy while reducing operational effort. The automation of repetitive tasks allows agencies to focus more on high-value work instead. Platform integrations include Stripe for subscription management and billing, Laravel for robust backend processing, HawkSoft API for real-time policy synchronization, and AI-powered document scanning. These technologies work together to deliver a high-performance, secure SaaS tailored for modern insurance operations.
Development & Framework
Frontend
Blade (HTML, CSS and JavaScript) for a responsive, user-friendly interface.
Backend
Laravel 10 and MySQL to handle data efficiently and ensure scalability.
Payment Integration
Stripe with Laravel Cashier for subscription lifecycle management.
AI Engine
A custom-built AI engine based on Python and Gemini, for intelligent data mapping and document scanning.
Version Control
Git for collaborative development.
Deployment
AWS Lightsail ensures reliable hosting, performance, and reliability.
Challenges
Our primary objective was to convert a fragmented and highly manual reconciliation process into an automated, unified platform. It was necessary to solve multiple operational and technical challenges.
Manual Reconciliation
The agencies relied heavily on spreadsheets and PDFs. This required hours of comparisons and manual validations. Human errors were common.
Complex Policy Comparison Logic
Data from different systems differed significantly, and the formats and structures were inconsistent. This made it impossible to match directly.
HawkSoft Real-Time Synchronization
Keeping policy data from HawkSoft up to date while maintaining consistency during reconciliation was a crucial requirement.
Safe API Key Management
Secure integration credentials while maintaining accessibility for system operations.
Subscription and Billing Workflow
Creating a SaaS-based model with a flexible structure that allows for user registration, upgrade of plans, as well as multi-user subscriptions.
The Core Features
The platform offers comprehensive features that streamline operations while improving accuracy.
AI-Driven Upload and Mapping of Documents:
Scans uploaded documents automatically, extracts data points from them, then maps them intelligently. The mappings are configured automatically, so users only have to check them
Dynamic Commission Rules Engine
The engine allows agencies to define and manage the commission structure based on carriers and programs. It also provides flexibility in updating business rules.
Complete SaaS Subscription Management Workflow
Includes user onboarding and subscription management. Plan upgrades are also supported, as well as additional access for users based on price tiers.
HawkSoft API Integration
Allows for real-time data synchronization, which ensures accurate and current reconciliation.
Billing Portal Management
This portal provides a central interface for viewing invoices, tracking payments and accessing Stripe's management tools.
Advanced Policy Comparison Logic
This logic implements a matching system based on priority that aligns policies and statements correctly, even when the formats are different.
Email Notifications and User Invitations
Automated workflows to send email notifications for billing updates, trial expiration reminders or onboarding new users.
Our Approach
We followed a modular and structured development process to deliver a reliable and scalable platform:
AI Scanning & Mapping
Our AI-based advanced system is capable of automatically identifying data fields in carrier documents. Data is displayed in spreadsheet interfaces, which allows users to validate and review mappings prior to saving. The manual work is drastically reduced while still maintaining accuracy.
Comparing Policy Workflow
We introduced a system of comparison based on priority to overcome the inconsistencies between data formats. The logic matches statements with policies based on multiple criteria, which ensures high accuracy when data sets differ.
HawkSoft API Integration
HawkSoft API was integrated to allow real-time data synchronization. This system constantly fetches and updates policy data to ensure that the reconciliation of statements is always done with the most recent information.
Saas and Backend Integeration
Laravel was used to develop the backend, which is responsible for data processing, APIs, and database transactions. Stripe with Laravel Cashier has been integrated into the platform to allow seamless subscription management, automated billing cycles and invoices.
Users & Email System Management
We created and implemented email workflows that automate key actions by users, such as subscription updates, expiration of trial alerts and invitations to join. It ensures efficient and smooth account management, especially for agencies that have multiple users.
Structure and Workflow
The platform leverages a scalable architecture optimized for high-volume data processing:
1
Upload carrier
documents
2
AI scans &
maps fields
3
HawkSoft live
sync
4
Auto policy
comparison
5
Review
dashboard
6
Manage billing
& access
Branding and User Experience
The UI/UX design focuses on clarity, emphasizing data visualization to help users quickly grasp complex financial metrics. We used a clean, modern color palette with strategic highlights to draw attention to critical actions and insights.
Results Achieved
Greater Time Efficiency
Agencies can now reconcile commissions in minutes instead of hours.
Increased Accuracy
Automated matching rules reduced errors and identified discrepancies that would have been missed manually.
Increased User Satisfaction
Beta testers reported significant reductions in administrative workload.
Improved Data Insights
Real-time dashboards allow agencies to track carrier performance, underpaid commissions, and unmapped policies.
Scalability for the Future
The multi-tenant architecture ensures that the system is ready for growth without performance bottlenecks.
Better Data Security
Stripe's seamless integration allowed for secure and easy subscription management.
The Conclusion
The AI-powered platform for commission reconciliation has transformed how insurance agencies manage their financial operations. We delivered an efficient SaaS that addressed real operational challenges by automating policy synchronization and comparison logic.
The integration of HawkSoft API with Stripe and Laravel creates an ecosystem that ensures security, accuracy, and reliability. The result is that agencies are able to reduce their operational costs, stop revenue leakage and concentrate on client service and growth.
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