Frequently Asked Questions
When is payment due?
Payment is due on the 1st of the month for the month being worked on. For example, we’re completing work for February, the payment is due on February 1st. For every day the payment is late, this will cause us to be delayed and we’ll need to make up for lost time. Catch up work will require an additional expense. All of this will be listed in the contract.
How is payment accepted?
Payment is accepted by ACH
Do you offer temporary services to fill in while a team member is on maternity or sick leave or on vacation?
Yes, we’d love to help you stay on track so your team member won’t stress when they are gone.
Who pays for the Applied Epic license?
The client will need to pay for the license and issue a username and password to Tracking Transactions, LLC for approximately every $6 million dollars in annual commissions.
Is my data 100% secure?
Sadly, no data transmission over the internet can be guaranteed to be 100% secure. We are committed to protecting you and your client’s personal information and we do have protocols in place to do our best to protect your information, but we cannot 100% guarantee the security of any information you provide to us.
How will I give you the paperwork needed to complete the bookkeeping?
We will set up a workflow in Epic where all documents will be kept.
Is your internet connection encrypted?
Both the router and wi-fi are password protected and encrypted.
Will Tracking Transactions, LLC login to carrier websites to get my commission statements?
Yes, if we are issued our own username and password and access to commission statements only, we’d be happy to help you with this. Unfortunately, if the site requires any of our team members to submit a social security number, then we won’t be able to access the site.
Will all my direct bill statements be reconciled by month end?
If your direct bill reconcilements are current and you share the commission statements with us in a timely manner (daily is preferred for us to keep up), you have the funds from the carrier, all the policies have been renewed and the policy numbers are accurate in Epic, then we should be able to have most items completed by month end. We cannot guarantee items that come in within the last 10 business days, but we do our best as we don’t like to have balances left over for the next month.
Are you able to complete the commission download assigning process?
Do you understand how agency billing is done?
Yes, we have a process in place to make sure your agency bill items are paid by the due date. We’ll be sure to let you know when to print the check or enter the ACH and we can send you the back up to go with the check or we could email the carriers regarding the upcoming ACH payment and reference the invoice numbers of the items being paid. These are generally paid twice a month.
Are you able to keep up with the return premium on agency billed items?
Yes, we have a process in place to monitor the return premium and with your permission, we’ll continue to email the carrier at least once a month to find out the status of the return premium. In addition, if the return premium is financed, we can handle the transactions going back to the finance company based on your procedures.
Are you able to work with the finance company on agency billed policies?
Yes, if we are given permission to work with the finance company and a username and password, we could definitely help with this.
Will you attach all agency bill invoices and direct bill statements to the company attachments in Epic?
Yes, if you give us rights to this area, we will attach and label according to your instructions.
If we don’t have a process in place for working with direct bill or agency bill items can you help us create a process?
Yes, we’d love to help you.
Do you have a CPA on staff?
No, there’s not a CPA on staff.
Do you only work in Applied Epic?
Our specialty is bookkeeping in Applied Epic.
How long have you worked in the insurance industry?
We have worked in the insurance industry over 10 years.
How long have you worked in Applied Epic?
We have worked in Applied Epic over 6 years.
Are you able to provide a professional reference?
Yes, we could provide a professional reference upon request with permission from our current clients. Due to contractual obligations, the names of clients are confidential and cannot be listed on the website.
Who provides the contract?
We have a standard contract which will be provided and modified to meet the requirements of all parties involved. We do recommend you have it reviewed by your attorney at your expense.
Do you process payroll?
No, we do not process payroll. But we can recommend a payroll company.
How can I trust your business?
We understand that the finances for any company are very important and we want to earn your trust. If it’s easier for you, we could do one task for you or work one month with you to see if we would be a good fit. If one month isn’t enough time, we could do 2 or three. We want you to have peace of mind and your satisfaction is very important to us. We can also provide you with the contact information of a current client for you to call or email to get their testimonial.
Why should I outsource my bookkeeping?
Outsourcing your bookkeeping will allow you to be able to spend more time protecting your clients and it will allow you to have your bookkeeping up to date.
How is billing calculated?
After you complete the agency survey online and we have a conversation to discuss your goals, then we can present you with a flat monthly fee. If there’s any catchup work, that would be billed at an hourly rate and a retainer would need to be paid before the work begins.
Are you able to come to our office for annual meetings or trainings?
Yes, we could send a team member to your annual meetings or trainings at your expense.
Disclaimer: Tracking Transactions, LLC is a bookkeeping services business. There is not a CPA (Certified Public Accountant) on staff.
We can work with your CPA to make sure the bookkeeping meets their standards.
On August 18, 2020, the following certifications were issued by the South Central Texas Regional Certification Agency (SCTRCA):
Women Business Enterprise (WBE); Hispanic American Business Enterprise (HABE); Minority Business Enterprise (MBE);
Small Business Enterprise (SBE); Emerging Small Business Enterprise (ESBE); and the Texas Historically Underutilized Business (HUB).