How Cocentives Works

Drop your commission files into Cocentives. PDFs, Excel spreadsheets, CSV exports—it does not matter. The system reads whatever format you have without requiring you to reformat or restructure anything.

Commission data arrives in wildly different formats. Some PDFs are scanned images. Excel files have inconsistent column headers. CSV files mix multiple agents on the same row. Traditional automation tools break when formats vary. Cocentives uses specialized parsers for each file type—OCR for scanned documents, schema detection for spreadsheets—achieving 95%+ accuracy where naive extraction gets 30-40%.

You stop spending hours reformatting data. Your existing workflows and file formats work as-is.

Once uploaded, Cocentives reads your files and identifies every agent, their deals, and commission amounts. The AI understands context—it knows that "Territory Manager" in one section and "Agent Name" in another might refer to the same person.

Most automation tools require exact column names and rigid structures. Cocentives uses semantic understanding—the same way you would read a document and infer meaning from context. If your files list revenue in one place and commission rates in another, the system connects them automatically.

The extraction runs in parallel for all agents. A report with 50 agents processes just as fast as one with 5, because each agent is handled simultaneously. For cost efficiency, we use intelligent file orchestration—each agent only receives the specific files and rows relevant to them, reducing processing by 75-90%.

You do not need to hand-hold the system through your file structure. It figures out the data relationships on its own.

Before you see any results, Cocentives runs validation checks. Does the base commission plus additions minus deductions equal the total? Are all agents using consistent time periods? Do the numbers reconcile across files?

The AI extracts data, but validation uses deterministic math—no guessing. If 8 out of 10 agents have monthly periods and 2 show quarterly, the system flags the inconsistency and re-processes those 2 with guidance. Every calculation is checked against source data.

Each agent receives a confidence score based on extraction quality. High confidence means all required fields were found and math checks passed. Lower confidence flags items for your review before sending.

Small errors compound over time. Catching a $50 discrepancy now prevents a $600 correction later. Validation happens automatically—you do not have to check every formula yourself.

You see every agent, their extracted commissions, and any flagged items. Drill into individual deals. Check the monthly breakdown. Check that the numbers match your expectations.

Nothing goes out without your approval. If commission rates were not in your files, the system pauses and asks you to input them. If an agent has low confidence data, you review it before including them in the send.

Automation should not mean losing control. You stay in the loop on everything that matters while the tedious work happens automatically.

Select which agents to include, preview their statements, and hit send. Each agent receives a personalized email with their commission statement attached as a PDF. Optionally, include a magic link where they can view an interactive version online.

Statement PDFs are generated from your data using professional templates. The system tracks delivery status—you know which emails were delivered, which bounced, and who has viewed their statement.

Sending 50 individual emails with attached PDFs takes hours. This takes one click. Your agents receive professional, checked statements without you composing a single email.