How Your Policy Brought Every Acquired Office Onto One Commission Platform
Your Policy — A Growing Multi-Office Employee Benefits Brokerage — Austin, TX
Your Policy is an employee benefits brokerage that has been growing through acquisition — bringing new offices, new producers, and new books of business into the family. As the company grew, leadership wanted one consistent way to handle commissions, splits, and reporting across every office. BenefitsGuide made that possible.
Overview
Your Policy is a multi-office benefits brokerage headquartered in Austin, Texas that has grown by acquiring smaller agencies, including offices that serve group benefits and offices that serve Medicare. Each acquisition came with its own clients, its own producers, and its own way of handling commissions — mostly in Excel.
Before BenefitsGuide, every office had a different process. Some were big and complex. Some were small and owner-operated. All of them lived in spreadsheets, and there was no central view across the family.
By implementing BenefitsGuide — the business operating system built on the Salesforce Platform — Your Policy brought every acquired office onto one system, took full control of their commission process, and built a foundation that makes every new acquisition easier than the last.
Challenge: One Brokerage, Many Offices, Many Processes
1. A Commission Process That Lived in Spreadsheets
Every acquired office had its own way of doing commissions, all running in Excel. The largest office could take two to three days a month to reconcile. Smaller offices were faster but still entirely manual. With no central reporting and no version control, it was hard to see the full picture of the business in real time.
"Every agency had a different process. The big issue was always new groups or new policies. For our largest office, we had an Excel sheet and they would never update me on the new policies. Three months down the line they would be like, hey, I'm missing all of these commissions."
2. New Groups Slipping Past Corporate
As acquired offices brought on new groups, that information did not always make it back to corporate quickly. By the time commission statements arrived, the team was sometimes reconciling for policies they had not been told about.
3. Splits Managed by Memory
Standard commission splits were straightforward. Referral splits and one-off arrangements were trickier — tracked in someone's head or a side spreadsheet. If you were not the person who set up the deal, the split details were hard to find.
4. A Platform That Could Grow With the Business
Your Policy was not going to stop acquiring. They needed a platform that could absorb every new office quickly, bring each new team onto one consistent process, and give leadership real-time visibility across the whole family.
Solution: One Platform for Every Office and Every Producer
1. A Commission Process the Team Owns End-to-End
With BenefitsGuide and our robots, Your Policy now has a commission process they fully control. Statements come in. Every line item gets mapped to the right policy and the right producer. Once mapped, the system handles the same statement the same way every month going forward.
The mapping process gives the team a forced look at every line of every statement — which turns out to be a feature, not a chore.
"It is tedious to go line by line. But honestly, it's necessary, because you really find out things about your data that you had no idea was there. If anybody says 'it's tedious,' say 'but imagine what you'll find out.'"
2. A Rules-Based Commission Split Engine
Instead of managing splits one account at a time, Your Policy now sets the rules at the producer level. Standard splits, referral splits, and custom arrangements all live in one engine, and every future commission flows to the right place automatically.
"Before, we had a workaround that worked okay, but it wasn't as easy to do the referral splits. Now the producer can go in and see their commissions and let us know if the splits are correct. That's helped a whole lot."
3. Visibility for Producers and Leadership
Every producer can see their own commission history. Leadership can see across every acquired office. The accounting team gets the clean, structured data they need to automate revenue recognition under ASC 606 — the accounting standard that governs when and how commission revenue gets recorded.
4. One System for Every Acquired Office
Every office in the Your Policy family runs on the same platform. New acquisitions get loaded the same way every time — import the policies, set the splits, and the new producers are working on the system from day one.
Impact: Time Back, Revenue Found, Confidence to Grow
Your Policy's results show up across commissions, reporting, and acquisitions.
Around 90% Less Time Spent on Commissions at Smaller Offices
For one of the smaller offices, monthly commission work dropped from five to six hours to about thirty minutes by the second month after setup. Across the team, the time spent on commissions has dropped by a factor of five to ten.
Discovered an Entire Medicare Book of Business
The mapping process surfaced an entire Medicare book of business at one acquired office that had not previously been reported up to corporate. New contacts, new accounts, and a stream of commissions now sit properly tracked inside BenefitsGuide.
Caught Missing Commissions Quickly
Because producers can now see their own commission history at a glance, a producer spotted a missing month of payments — the kind of gap that is invisible in a spreadsheet. The team traced it to a carrier holding commissions over a single missing E&O certificate.
Recovering Lost Commissions Proactively
When a deposit shows up from a carrier without a clear matching statement, the team can trace it back through BenefitsGuide — figure out which agency the groups belong to, and chase down the statement before anything slips by.
Confident Acquisitions, Audit and Accounting Ready
Your Policy now has a repeatable way to absorb new agencies. Import the policies. Set up the splits in the rules engine. Hand the new producers a working system on day one. And with every commission tied to a policy, a period, and a carrier, the accounting team has the structured data they need to automate revenue recognition under ASC 606.
"It's taken things down by a factor of, like, five or ten. We've gone from defense to offense. Before, the onus was on getting the commission done by hook or by crook. Now we have time to research. We reconcile before we even close the month."
The visibility benefits extend to every producer. "I could see paid, paid, missed, paid. I knew I was missing a month's commission. We were able to go to the carrier and find out that they were missing an E&O certificate for one month and were holding our commission. That was very beneficial," Stephanie said.
It works the other direction too. "It literally happened on Friday. We got a deposit from a carrier we had never gotten a deposit from. There was no commission statement. I was able to go into BenefitsGuide, saw all these groups belong to this agency, was able to reach out, and now we're going to get the statement," Alex said.
Conclusion: A Platform Built to Grow With You
Your Policy's journey shows what happens when a growing brokerage puts every acquired office onto one shared platform.
Commissions get reconciled faster. Splits get assigned automatically at the producer level. New groups don't slip past corporate. The accounting team has the data they need. And the team gets their time back to focus on clients and growth.
"BenefitsGuide brings us a structure. It's a way of bringing an office in and being able to have that same view — here's what an account looks like, let's all approach it the same way."
BenefitsGuide is not just a system; it is the catalyst for a transformative change for any insurance brokerage — including the ones that are growing fast and acquiring along the way.
See How BenefitsGuide Can Work for Your Agency
Your Policy cut commission reconciliation time by around 90% at smaller offices, discovered hidden revenue at an acquired agency, and brought every office onto one platform. Schedule a live demonstration to see how BenefitsGuide can help your brokerage do the same.
Schedule a Live Demonstration
Pick a time that works for you. We'll walk through BenefitsGuide live and answer any questions you have about the platform.
Prefer to talk first? Book a 15-minute call with Jason or call us at 646-461-3000.