Finance & Invoicing
Automated invoice generation, payment tracking, aging reports, and commission integration — built on Stripe's infrastructure so your agency gets paid faster with zero rounding errors.
Insurance agency billing has a dirty secret: most agencies still manage it with a combination of QuickBooks, Excel spreadsheets, and manual carrier statement reconciliation. Agency fees get invoiced through one system, commissions are tracked in another, and payment status lives in the principal's head. When a client asks "has my payment been applied?" the answer requires checking three different places, and the answer is often "let me get back to you."
PrizMova's insurance agency billing software replaces this patchwork with a unified invoicing engine built on Stripe's payment infrastructure. Every billable event — agency fees, broker fees, policy premiums billed through the agency, consulting fees — flows through a single system that generates invoices, collects payments, tracks aging, and reconciles with commission records automatically. No double entry. No manual reconciliation. No pennies unaccounted for.
PrizMova integrates directly with Stripe, giving your agency the same payment infrastructure used by Amazon, Google, and Shopify. Clients pay invoices via credit card, debit card, or ACH bank transfer from an emailed invoice link. Payments are processed through Stripe's PCI-compliant infrastructure — your agency never handles raw card numbers. Stripe manages chargebacks, disputes, and fraud detection. The integration is native: every Stripe event (payment succeeded, failed, refund issued) syncs back to PrizMova in real time via webhooks.
Manual invoice creation seems small until you multiply it across hundreds of policies. PrizMova automates the entire chain. When a policy binds with an associated agency fee or broker fee, the system generates the invoice automatically based on pre-configured billing rules. The invoice includes client name, policy number, coverage type, fee description, amount due, and payment terms. Invoices trigger at bind, at effective date, or on a custom schedule for installment billing. The system handles one-time fees, recurring fees, and split-billing arrangements.
Knowing which invoices have been paid, which are outstanding, and which are overdue should not require a forensic investigation. PrizMova tracks every invoice through its full lifecycle: draft, sent, viewed, paid, partially paid, overdue, void, and refunded. When a Stripe payment succeeds, the corresponding invoice is automatically marked as paid, and the payment amount is recorded with the transaction ID, payment method, and timestamp. Partial payments are supported: if a client pays half now and half next month, both payments are recorded against the same invoice with a remaining balance displayed clearly. For agencies that accept checks or wire transfers, manual payment recording is available with the same status tracking and audit trail.
Every invoice generates a professional PDF with your agency branding (logo, colors, address), client billing information, line-item breakdown, payment terms, and a Stripe-hosted payment link. PDFs attach to outgoing emails automatically and are stored in the client's document record. The formatting is clean and consistent whether the recipient is a small business owner or a corporate CFO. No more Word templates with misaligned columns and inconsistent formatting across CSRs.
Chasing unpaid invoices is one of the most uncomfortable parts of running an insurance agency. Nobody enjoys calling a client to ask for money, especially when that client also has three policies up for renewal next month. PrizMova handles payment reminders automatically and diplomatically. Configure reminder schedules at the agency level or per client: a friendly nudge at 7 days past due, a firmer reminder at 14 days, and a final notice at 30 days. Each reminder email includes the original invoice PDF, the outstanding balance, and a direct link to pay online via Stripe. Reminders stop automatically when payment is received.
The reminder system is configurable per client: if a client consistently pays on the 15th and the invoice was due on the 10th, the system waits before sending a reminder rather than creating friction. Your collection rate improves without damaging client relationships.
Understanding your agency's accounts receivable position at a glance is essential for cash flow management. PrizMova generates aging reports that categorize outstanding invoices by age: current, 1-30 days past due, 31-60 days, 61-90 days, and over 90 days. Each bucket shows the total outstanding amount and the number of invoices, with drill-down to individual invoices and clients. Filter aging reports by producer, client type, or line of business to identify patterns. If one producer's clients consistently pay late, that is a conversation worth having. If commercial accounts pay slower than personal lines, you may need to adjust payment terms accordingly.
Aging reports can be scheduled for automatic delivery weekly or monthly, exported to CSV for external accounting systems, or exported to PDF for board meetings. Data updates in real time — a report pulled at 2pm reflects every payment received that morning.
In most agencies, billing and commissions live in separate worlds. The bookkeeper tracks receivables in one system while the commission administrator reconciles carrier statements in another. When a discrepancy surfaces — a fee was billed but the corresponding commission was never received, or a commission arrived but no invoice was ever generated — finding the root cause requires cross-referencing two unrelated datasets.
PrizMova connects billing and commissions natively. When a policy binds, the system generates both the client-facing invoice and the expected commission record simultaneously. As carrier statements arrive and are reconciled in PrizMova's commission tracking module, the system matches received commissions against expected amounts and flags variances. A $500 broker fee with only $400 in commission received surfaces automatically. This closed-loop system eliminates revenue leakage that occurs when billing and commission tracking operate independently.
This is a technical detail that has real financial consequences. Many software systems store monetary values as floating-point numbers, which introduces rounding errors. The classic example: 0.1 + 0.2 equals 0.30000000000000004 in floating-point arithmetic. In an accounting system processing thousands of transactions, these tiny errors accumulate into real discrepancies that cause reconciliation headaches, audit findings, and lost trust.
PrizMova stores all monetary values as integers in the smallest currency unit — cents for USD. A premium of $1,247.53 is stored as 124753 cents using BigInt, which supports arbitrarily large integers without precision loss. Every calculation — commission splits, tax computations, proration, refund amounts — operates on integer arithmetic. The result is that your books balance to the penny, every time, without rounding adjustments. This is the same approach used by Stripe itself, and it means PrizMova's financial records are audit-ready from day one.
Legacy agency management systems offer basic invoicing that generates a document but provides no integrated payment collection. The client receives a PDF with a "mail check to" address. The agency has no visibility into whether the email was opened, no way to accept online payments without a separate merchant account, and no automatic reconciliation when payment arrives.
Some agencies bolt on QuickBooks or FreshBooks, creating a two-system problem where every transaction is entered twice and reconciled manually. This stops working around 200 policies, when transaction volume makes manual reconciliation unsustainable.
PrizMova eliminates the two-system problem entirely. Billing, payment collection, commission tracking, and financial reporting all operate on the same data in the same platform. There is nothing to reconcile because there is only one source of truth.
Related Features
Invoicing and commissions share the same financial backbone. When carrier statements arrive, PrizMova reconciles received commissions against billed fees and expected revenue automatically.
Invoice generation triggers automatically from policy events — bind, renew, endorse — so every billable action creates a corresponding invoice without manual intervention.
Billing data feeds directly into PrizMova's analytics dashboards — revenue by producer, collection rates, aging trends, and cash flow forecasts all update in real time.