Questions and answers
Fair questions.
Short answers. The full detail is in our Terms, Privacy Policy and Security pages.
Is EasyPFA made or approved by my insurer?
EasyPFA is an independent product, not affiliated with or endorsed by any insurer. We are a record-only service.
You still record, reconcile and sign your reconciliation every month, as you do today. EasyPFA fills it in, ready for you to confirm, print and sign.
Is my customers' information safe?
We only use the numbers and dollar figures. If we detect any sensitive customer data, such as names, policy numbers and account numbers, we black it out on your phone or computer before a photo is saved (if you choose to keep photos), and you check every black box first. You can also choose not to store images at all. The original photo is read by our AI provider to pull out the numbers, and EasyPFA never stores it.
EasyPFA keeps only the last four digits of a bank account number, to make sure each statement and receipt is matched to the right account, and anyone can add a two-step code from their phone to their login.
Does EasyPFA move money or connect to my bank?
No. EasyPFA never moves money and never logs in to your bank. You snap your deposit reports and bank statements, and EasyPFA records the entries. We are a record-only service.
Do I have to bring over my old records?
No. You start from your latest bank statement, plus the deposit reports from its last few days and every one since, so any deposit or sweep still outstanding is counted. Your next reconciliation picks up where that statement left off.
How long does setup take?
About 5 to 10 minutes. Have your latest bank statement and the deposit reports since then in front of you. Optional steps, like inviting your team, can wait until later.
We do suggest setting up Quick Record, your QR code, right away. It makes deposits much easier: anyone on your team can record one, and you approve it with a tap.
What do I snap?
We just need the numbers. Every deposit report with its bank receipt, and your bank statement each month, one photo per page. Snap them in any order: EasyPFA works out which is which. If any sensitive data is in the photo, EasyPFA blacks it out.
Do customer names have to be in the photo?
No. We only need the numbers. Snap just the bottom of your deposit report (cash, checks, total and the amount for each state) and your statement's summary and transactions. Leave customer names, your address and account numbers out.
Anything private that gets in is still blacked out before anything is kept. You can even choose not to keep photos at all: EasyPFA keeps the numbers you confirm and deletes each photo.
Is there an app?
Not in the traditional app stores. EasyPFA is made for your phone and works just like an app: it runs in your phone's web browser, and you can add it to your home screen. There's nothing to download from an app store.
On an iPhone, tap Share in Safari, then Add to Home Screen. On Android, tap the menu in Chrome (the three dots), then Install app or Add to Home screen. It works on a computer too.
My office has a satellite location. Does that work?
Yes. Tick one box and give the satellite its name. You still run one deposit report, and the money can reach the bank as one deposit or two, one from each location. Both share the office's premium fund account and show by name on your reports.
I have more than one office. How does that work?
We handle them all within one subscription. Each additional office has its own premium fund account, its own deposits and its own monthly reconciliation. Your first office is included in your plan. Each additional office is $5 a month, or $50 a year on the annual plan. A temporary office is free for its first 3 months.
Can my staff use it?
Yes. The easiest way is Quick Record: anyone at the front desk scans the QR code on your deposit binder, snaps the report and the receipt and sends it, no login needed. Or invite them by email, each with their own login.
You approve what comes in by QR code before it is recorded, unless you choose to turn that off. You can also choose to get an email whenever a deposit is recorded.
What does it cost, and how does the free trial work?
Every plan starts with 45 days free, so you can reconcile your first month. The trial usually starts with a card, and you are not charged during the trial: cancel before it ends and you pay nothing. After that it is $19 a month, or $149 a year, locked in for life on the annual plan. New subscribers until May 31, 2027 pay $99 for their first year on the annual plan.
Use a card of your own, never your premium fund account: it holds your insurer's money.
What happens if I cancel?
Cancel any time. Cancel during the free trial and you are not charged. On a paid plan you keep full access to the end of the period you have paid for, then it does not renew. There are no refunds for part of a period.
After that your records stay read-only for 90 days, so the owner can view, print and download them, or restart. We email the owner before the 90 days are up, then the records are deleted for good.
What if EasyPFA reads a number wrong?
You catch it before it's recorded, or fix it after. A reading EasyPFA is unsure of is flagged for a closer look, and you confirm every number and every black box before you save. Nothing posts until you do.
Spot a mistake later? Fix it or undo it, and the original stays on the record for you to review.
Will my insurer accept the report?
EasyPFA is independent, so we can't answer for your insurer. The report follows the same order as the usual premium fund account reconciliation form, so it reads like what you use now, ready for you to check, print and sign.
Follow your insurer's rules for your premium fund account.
Does the AI see my customers' names?
If they show in the photo, yes, briefly. To read the numbers, the original photo goes to our AI provider, Anthropic. EasyPFA never stores it: only the copy with your black boxes is kept. You can also snap only the figures on the deposit report, or cover the names yourself.
Anthropic does not train its models on it, and deletes it within 30 days unless it must keep it longer to enforce its usage policy or by law.
Can I export everything?
Yes. The owner can download your records as CSV files, the blacked-out photos and every reconciliation report. The owner can also delete the agency; deletion finishes within 30 days.
What if a deposit is swept the next month?
Nothing to re-enter. On this month's reconciliation it shows as outstanding and carries forward on its own. EasyPFA matches it to next month's statement.
What if EasyPFA is down?
Your records are safe: an outage doesn't change them. Your deposit reports stay in your binder, so record them when EasyPFA is back.
How does Quick Record (QR) work?
It's the fastest way to record a deposit: about 25 seconds, with no spreadsheet to open, no Quicken or QuickBooks to log in to and no computer to turn on. Print your QR code page and put it in the front of your deposit binder. A team member scans the code, snaps the deposit report and its bank receipt, and EasyPFA reads the numbers and fills in the entries. They confirm the numbers and send it. You choose whether it's recorded right away or waits for your OK.
For bank statements and month end, log in on your phone or computer and snap the statement. EasyPFA matches every entry to it and flags anything that doesn't match; you confirm, print and sign. Our fastest real month end so far, at a working agency, took under a minute, and about 3 minutes is typical.