01
An authorized sender emails the settlement bundle to the audit mailbox.
Payroll and Settlement Reconciliation
Payroll, reconciled. Approval, human.
When your administrator's settlement bundle arrives, VitalBot reconciles the whole pay cycle and sends it to you for approval. No agent is emailed and no pay card goes out until a person presses send.
For licensed insurance agencies and their principals. Not for consumers.
The human gate is the safety model
Everything before the press is reversible. Everything after it is not. So the press is a person.
The settlement bundle arriving is enough to produce the entire payroll. It is not enough to send it.
The approval summary and the per-agent cards go to your authorized list only. No agent receives anything at this stage.
Two buttons come with it. FULL SEND dispatches each producer their own card. HOLD UP means no card for that period goes out to anyone, and it tells the rest of your authorized list that the period is on hold. Nothing moves again until a person comes back and presses FULL SEND.
Until one of them is pressed, nothing has gone anywhere. The decision to dispatch a payroll is a person's, every cycle.
The cycle, before approval.
02
VitalBot identifies which sheet is which and reconciles the cycle: which applications cleared and are payable, which are non-commissionable this week, and the per-carrier breakdown.
03
The pay week is derived from the arrival date and your agency's pay lag. Nothing is hand-typed and no calendar has to be maintained.
04
Each producer's pay is computed from the rules you configure: tiers, per-application rate caps, and bonuses.
05
The approval summary, plus one card per producer, is emailed to your authorized list.
06
A person reviews it and presses FULL SEND, or presses HOLD UP.
What the approval email carries
The approval summary shows the whole period in one place — every producer, every count — so the review happens on the complete picture rather than card by card.
FULL SEND is the only thing that dispatches a card — one card per producer, to that producer alone.
If the pay week's tab is missing from the sheet, VitalBot refuses, tells your authorized list, and computes nothing.
Re-sending a bundle for a period already summarized is allowed. It is how a period on hold is released, and a producer who was already sent their card for that period is not emailed a second time.
Cancels and chargebacks do not dock pay
A cancel reduces bonus and tier eligibility. It does not reduce the pay basis.
That is how VitalBot treats a cancel: it affects eligibility, never the pay basis.
Persistency, on the card itself
Persistency is worth putting where a producer will read it, so it is printed on their own pay card.
Each producer sees four rates — 30 day, 90 day, six month, and all-time.
Each producer can be given their own start date, so a newer agent is not scored against months they did not have a book. Where a producer has no recorded start date, the agency's own anchor is used.
Where the export does not reach far enough back to answer a window honestly, the card says insufficient export history. It does not print a number the data cannot support.
A rate below 70% is marked NEEDS ATTENTION. Above that, the band is shown without comment.
What a producer sees
Their own card. Their own applications, their own counts, their own rates.
Aggregate counts, never agency-level income.
No spreadsheet attachment on a pay card.
Configured per agency, deliberately
Administrators do not share a file format, do not pay on the same basis, and many agencies have none at all.
This route is unreachable until an agency's own settlement format and pay rules are configured. It is not a default that switches itself on. It runs in production today at Vital Guard Insurance Services, our founding agency, which VitalBot's founder also owns.
See it run against your own cycle.
The fastest way to evaluate this is one settlement bundle and one approval summary you did not have to assemble.
Request a Private Demo