Apply and Backfill Module

The Apply and Backfill module is the primary processing step for commission statements. It matches each row in your uploaded statement against existing CRM records and backfills commission data, premiums, and policy details into the system.

When you run Apply and Backfill, the system processes each statement row through these steps:

The system attempts to match each statement row to an existing client and policy in your CRM. It uses a multi-field matching strategy:

• Policy Number — If the statement row has a policy number, the system searches for an exact match in your CRM.

• Client Name + Date of Birth — Used as a fallback when policy number is not available or does not match.

• Writing Agent — If the agent identifier is mapped, it helps narrow matches in multi-agent agencies.

Matching is performed in priority order: an exact policy number match takes precedence over name-based matching.

For matched rows, the system backfills data from the statement into the CRM record:

• Commission amount is recorded against the policy for the statement period.

• Premium amount is updated if mapped and if the statement value is more recent.

• Policy number is added to the CRM record if it was previously missing.

• Carrier and plan information are updated if the CRM record has gaps.

Backfill respects override detection settings — if a value already exists in the CRM and differs from the statement, it will be flagged for review rather than silently overwritten.

Rows that cannot be matched to an existing CRM record are flagged as unmatched. You have several options for handling unmatched rows:

• Create New Profile — Create a new client profile in the CRM using the statement data.

• Create New Policy — Create a new policy under an existing or newly created profile.

• Skip — Ignore the row for now. It will remain unmatched and can be revisited later.

• Manual Match — Search the CRM and manually link the row to an existing record.

The module can run with only the required fields, but recommended fields significantly improve match accuracy and data quality.

After the module runs, you see a results summary:

• Matched — Number of rows successfully matched to CRM records, with commission data backfilled.

• Unmatched — Number of rows that could not be matched. These need manual review.

• Skipped — Rows that were previously processed or manually excluded.

• Errors — Rows that encountered processing errors (e.g., data format issues).

Each row shows its match status with details about what was matched and what data was backfilled.

For large statements, the module processes rows in chunks to prevent timeouts. Processing happens in the background and you can see real-time progress:

• A progress bar shows the percentage of rows processed.

• You can pause or cancel processing at any time.

• If processing is interrupted, it resumes from where it left off.

You can re-run the module on the same statement to:

• Process newly unmatched rows after making CRM updates.

• Pick up changes in mapping or normalizations.

• Refresh match results after adding new client profiles.

Previously matched rows are not re-processed unless you explicitly reset them.

• Commission Statements Overview

• Upload and Mapping

• Discovery Module