Premium Billing and Collection Checklist

Run the open invoice and installment-due report from Applied Epic, AMS360, or EZLynx for the upcoming bill cycle. Filter for agency-bill accounts only — direct-bill installments are managed by the carrier and shouldn't appear here.

Mid-term endorsements not yet posted will produce an inaccurate invoice. Cross-check the AMS endorsement queue against the in-force dec page; any premium-bearing endorsement issued before the bill date must post first.

Producer transfers and commission-split changes that happen mid-cycle are a common source of post-bill commission disputes. Confirm the active producer in the AMS matches the broker-of-record letter on file before the invoice goes out.

Issue invoices at least 30 days before the installment due date so the insured has time to remit before any non-pay cancellation notice triggers. Include policy number, billing period, premium breakdown by line, taxes and fees, and prior balance.

For accounts on PFA, send the signed agreement and request the funding draw. The PFA company pays the carrier directly and bills the insured on its own schedule — a missed funding request leaves the agency carrying the receivable.

Honor the e-delivery consent on file. Insureds without electronic consent must receive a paper invoice — most state insurance codes treat email-only delivery without consent as defective notice for downstream cancellation purposes.

Premium funds belong in the agency premium trust account, segregated from operating funds. Most state DOIs require trust-fund segregation and prohibit commingling — applying premium to the operating account, even briefly, is a market-conduct finding waiting to happen.

Screen named insured and any third-party payor (parent company, lienholder, premium finance company) against the OFAC SDN list at the time of receipt. New parties added mid-policy are the common miss — many agencies screen at issuance only.

Match agency-bill receivables and remittances against each appointed carrier's monthly statement. Surface variances over $250 to the finance manager — common causes are unposted endorsements, commission-split errors, and audit additional premium not yet booked.

Document the reconciliation; carrier audits and DOI financial exams will request 12 months of trust reconciliations.

Pull the aged receivables report from the AMS and isolate invoices 10+ days past due. Group by producer so each producer reviews their own book before dunning goes out.

Send a written reminder noting the original due date, balance owed, and the date a non-payment cancellation notice will issue if unresolved. Avoid threatening language that would trigger FDCPA-style scrutiny — agencies collecting their own premium aren't typically third-party debt collectors, but tone matters.

Document the call attempt in the AMS activity log: date, time, person reached, commitment received. Voicemails count as attempts only if the message is preserved or logged.

Non-payment cancellation notice periods are state-specific: commonly 10 days for personal lines, 10–15 days for commercial, longer for some workers comp lines. Confirm the period in the policy state before drafting — defective notice extends coverage and creates uncollected exposure.

For agency-bill, issue from the agency; for direct-bill, request the carrier issue. Send by certificate of mailing or USPS proof-of-mailing — most states require provable delivery, and the proof-of-mailing receipt is what holds up at hearing.

Mortgagees on property policies and loss payees on equipment policies have separate notice rights — typically 10 days, sometimes more. Pull the certificate holder list from ACORD 25s on file and the dec page schedule of additional insureds.

For balances surviving cancellation — earned premium owed for the period coverage was in force — refer to the agency's contracted collection vendor with the file: invoice, dunning history, cancellation notice with proof of mailing, and any signed financing agreement.

Buckets at 30/60/90/120+. Highlight any single account over $5,000 in the 60+ bucket and any concentration over 10% of total receivables in one insured — both are leading indicators of write-off risk.