Frequently Asked Questions
Everything you need to know about Cocentives commission calculation software for insurance agencies.
General
How It Works
Accuracy & Validation
Distribution & Magic Links
1099 & Tax Preparation
Security & Data Privacy
Getting Started
Pricing
Features
Trust & Legal
Learn more about how we handle your data: Trust Center, Privacy Policy, and Terms of Service.
Quick Answers
What is Cocentives?
Cocentives is an automated commission calculation and reporting platform for insurance agencies. It allows you to upload raw commission files (PDF, Excel, CSV), automatically calculates totals, and distributes professional year-end statements to all your agents in minutes rather than days.
How much time can I expect to save?
Our clients report reducing monthly commission processing from a full week to just 30 minutes. For year-end reporting, what typically takes a full weekend of spreadsheet aggregation can be completed in under an hour. One client saved nearly 60 days of administrative work per year.
Why should I use this over my current spreadsheets?
Spreadsheets are prone to manual errors, require hours of copy-pasting, and become a bottleneck for growth. Cocentives eliminates these issues by using automated extraction and validation. It handles the math instantly, checks for inconsistencies, and creates a professional audit trail, freeing you to focus on recruiting and business strategy.
What file formats does Cocentives support?
We accept almost any format: PDFs (including scanned images), Excel spreadsheets, and CSV exports. You do not need to reformat your data to fit a template. Our system uses specialized parsers and semantic understanding to read your files exactly as they are.
How does the system handle different column names or layouts?
Unlike traditional tools that require rigid templates, Cocentives uses semantic understanding to identify agents, deals, and amounts based on context. It understands that "Territory Manager" in one file might be the same as "Agent Name" in another, connecting the data automatically.
What if commission rates are missing from my files?
If the system detects missing data, such as commission rates, it will pause and ask you to input them. Nothing is assumed; you remain in control of the logic while the system handles the heavy lifting.
How do the calculations work?
Cocentives runs automated validation checks on every row. It performs programmatic calculations to ensure base premiums, additions, and deductions sum correctly to the total. It also checks for time period consistency. We recommend reviewing results against your source documents.
What is a "confidence score"?
Each agent's data is assigned a confidence score based on extraction quality. High confidence means all fields were found and validated. Low confidence items are flagged for your manual review, ensuring that potential errors are caught before statements are sent.
How do I send statements to my agents?
Once you approve the calculations, you can send statements to all agents with a single click. The system emails each agent a personalized, professional PDF attachment and optionally includes a secure "Magic Link." You can also export individual agent statements as Excel files for agents who prefer spreadsheet format.
What is a "Magic Link"?
A Magic Link is a secure, unique URL that gives an agent instant access to an interactive web view of their commission data without requiring a username or password. It allows them to drill down into specific deals, view year-to-date stats, and use "Ask Co" to query their data.
Can I customize what gets sent?
Yes. You have full control to select which agents receive reports, preview every individual statement before sending, and choose whether to include Magic Links or just send standard PDFs. You can also export statements as Excel files for agents who prefer working with spreadsheets or need to import data into Google Sheets.
Does Cocentives file my 1099s?
Cocentives prepares you for filing by aggregating all necessary data. It identifies which agents met the $600 IRS threshold for 1099-NEC filing and allows you to enter TINs to generate a clean export for your accountant or tax software. Cocentives does not file any reports for you.
Is it safe to enter Social Security Numbers (TINs)?
Yes. We treat TIN privacy as a hard requirement. When you use the 1099 prep feature, TINs are processed entirely within your browser's memory. They are never transmitted to our servers, never stored in our database, and never logged. Once you close the tab, that data is gone. No analytics or third-party scripts are loaded on 1099 pages.
Where is my data stored?
All sales rows and commission data are stored in a secure, non-access database. We treat your data with the highest level of security, ensuring that only authorized users (you and your specific agents) can access the relevant information.
Who can see the data?
You, as the agency leader, have full administrative access. Each agent can only see their own specific report information through their unique Magic Link. There is strict data isolation; an agent cannot see another agent's deals or commissions.
How long does it take to get started?
You can get started immediately. The "Year End" product allows you to upload your files and generate reports within an hour. There is no lengthy integration process or sales call required unless you prefer a demo first.
Do I need to be a technical expert to use this?
No. Cocentives is designed for agency leaders, not engineers. If you can drag and drop a file, you can use Cocentives. The system handles the complex logic of parsing and calculating, presenting you with simple, human-readable results for review.
What if I have a question or need help?
We provide support to ensure your success. Additionally, the "Ask Co" feature is built directly into the platform to answer questions about your data instantly. For more complex inquiries, our team is available to assist you.
How much does Cocentives Year End cost?
The Year End license is a flat fee of $2,425 per year.
Is pricing based on the number of agents?
No. The price includes unlimited agents. Whether you have 10 agents or 100, the cost remains the same.
What is "Ask Co"?
Ask Co is an AI assistant built into the platform. It allows you (and your agents, via Magic Links) to ask natural language questions about commission data, such as "What were my top 3 deals in January?" or "Show me total commissions by month," returning instant answers without manual filtering.
Can I export statements as Excel files?
Yes. Cocentives supports exporting individual agent statements as Excel (.xlsx) files. This is useful for agents who prefer spreadsheet format, need to import data into Google Sheets (File > Download > Microsoft Excel), or want to perform their own analysis on their commission data.
What is Cocentives Align?
Cocentives Align is an upcoming feature (launching Feb 2026) focused on agent performance tracking and goal setting. It will allow you to share daily progress stats and targets with agents to increase motivation and transparency.