Accounting and bookkeeping for insurance agencies, reconciled to the carrier statements
Commissions reconciled, producer payroll, and the tax return.
- Monthly books you can read
- Commissions checked against carrier statements
- Producer and staff payroll
- Agency and personal together
- Healthcare
- Construction
- Manufacturing
- Professional Services
- Retail
Sound familiar?
In an agency, the bank balance is a poor scoreboard
An agency’s money arrives sideways. Direct-bill commissions show up weeks after the policy, on carrier statements that do not always match what your agreement says you are owed. Contingent bonuses land when they land. And if you write agency-bill business, some of the money sitting in your account is not yours at all; it is premium you are holding for the carrier. Add a dozen carriers each reporting their own way, and the operating account balance tells you almost nothing about what the agency actually earned.
The only thing that does is a set of reconciled books that check commission income against the carrier statements instead of assuming the statements are right, and that keep premium dollars separate from operating dollars. Most agencies do not have that. They have an agency management system that tracks policies, a QuickBooks file that tracks the bank, and a gap between the two that nobody closes.
When the books lag, the expensive problems hide. Commissions a carrier underpaid go uncollected because nobody caught them. Producer splits get paid from memory instead of from documented numbers. The bank asks for financials you cannot produce quickly. And because the agency’s profit flows to your personal tax return, a fuzzy agency picture becomes a fuzzy personal one too.
The agency owners who come to us are not looking for anything fancy. They want books that reconcile to the statements, payroll that runs on time, and a firm that also files the tax return.
Our approach
The same firm keeps the agency’s books and signs its tax return
At Voss, an agency starts with the books, not the tax return. Accounts are reconciled every month, with commission income checked against the carrier statements rather than taken on faith, and income categorized so you can see what the book of business actually produces: direct bill, agency bill, contingent. If you hold premium for carriers, those dollars stay walled off from operating money in the books, the way state fiduciary rules expect.
From there, payroll for producers and staff runs on the firm’s calendar, with commission splits paid from documented numbers and year-end forms handled, W-2 and 1099 both. Then the planning: a fall projection so the agency and its owner see the tax bill with months to act, with owner compensation and distribution decisions modeled before the year closes rather than explained after. And because the same firm also prepares the owner’s personal tax return, the agency’s profit and your 1040 never surprise each other.
Reconciled every month against the carrier statements, with premium dollars kept separate, so you always know what the agency earned and what it merely holds.
Producer and staff payroll, filings, and year-end forms run on our calendar, not your renewal season’s spare time.
A flat arrangement, in writing, in an engagement letter you sign first.
The Clean Books Standard
Most firms go silent May through January, then scramble February through April. We run the opposite way — a clean file isn’t an accident, it’s a standard we hold every month.
We move your file and clean it up.
Sign one authorization and we pull your prior returns, schedules, and books from your old firm. The switch happens in the background.
- Prior-year return reviewed for missed deductions
- Every account reconciled, books brought current
- Live within 30–60 days of signing
We project your tax bill before April.
When your year calls for it, we run a full tax projection before year-end, so you know what you’ll owe with months to plan, not days, and weigh the tax impact of big decisions first.
- Tax projections available as needed
- Quarterly federal & Mississippi estimates
- No scrambling for cash nobody warned you about
One firm, every filing, year-round.
Business return, personal return, payroll, sales tax, the Mississippi Department of Revenue (MS DOR), the IRS — all under one roof, all signed by a credentialed CPA. A letter shows up, we handle it.
- A credentialed CPA on the line, not a call center
- Monthly financials hit your inbox
- IRS & MS DOR letters handled by the firm
What an agency gets from one firm
Financial statements that show what the agency earned by commission type, not just what hit the bank.
Income checked against the carrier statements, so an underpaid commission is a finding, not a permanent loss.
Splits paid from documented numbers, on our calendar, with year-end W-2s and 1099s handled.
Agency-bill premium walled off from operating money in the books, so fiduciary funds stay fiduciary.
A projection while there is still time to act on it, including years when a contingent bonus moves the number.
The same firm prepares the owner’s personal tax return, so the agency’s profit and your 1040 are planned as one picture.
Filers who stopped hoping someone checked the work.
A few words from Pine Belt individuals and owners who moved their returns to Voss & Associates.
“My old firm kept handing me to a new preparer every spring. At Voss, the same CPA signs my return every year and actually remembers the rental we sold. The K-1s and brokerage statements stopped being something I dreaded.”
Retired physician · Hattiesburg
“I knew my fee before any work started — in writing. No surprise invoice, no hourly meter. For a return with a partnership K-1 and an IRA distribution, that peace of mind is worth a lot.”
Partnership owner · Petal
“The IRS sent a letter about a prior-year item and I just forwarded it. Ric handled the response and stood behind the work. I didn’t lose a single night of sleep over it.”
Rental owner · Laurel
Before you call
The questions agency owners actually ask
Zero pressure. Ever.
Your consultation is a real conversation with a CPA, not a sales pitch. If Voss isn’t the right fit for your business, we’ll tell you on the call and point you toward a firm that is. No contracts to trap you, no surprise invoices, and every return signed by a credentialed CPA who stands behind the work.
Month to month — stay because it works.
Your pricing agreed in writing up front.
Received a tax letter on our work? We handle it.
Hand your return to a CPA who'll still know it next year.
Your pricing in writing, a credentialed CPA who signs the work, and answers when your decisions can’t wait for spring. Start with a no-cost Fit Conversation.