A one percent mismatch rate sounds immaterial until you put it in dollars - here it was almost $870,000 in a single plan year. That's why reconciliation has to be a monthly control, not a year-end project.
Doug Devlin
CEO, Tabulera
The Challenge - 250 carrier invoices a month, and no way to verify them all
A PEO administering medical benefits across 249 small-group plans and one master plan receives about 250 carrier invoices every month - roughly $6M in premium, $66M over the plan year. At that volume, line-by-line checking in spreadsheets isn't realistic. And unverified invoices mean premium that never gets billed, employees over-deducted, and write-offs that surface at renewal - if they surface at all.
The Solution - Reconcile the whole book, line by line
The PEO's own team ran Tabulera's Benefits Reconciliation module across 11 months of the plan year, July 2025 to May 2026. The software matched every carrier premium line against PrismHR payroll deductions and enrollment records - more than 58,000 line items in all.
Integrated with PrismHR
Payroll deductions and enrollment records flow straight into every match - no exports, no rekeying.
Every line checked automatically
About 99% of the 58,000+ line items matched clean. The module flagged the rest for review.
Root causes, not just red flags
Each mismatch came with a variance report - member, plan, direction, and cause - so the team could set next steps for every open item.
The Results - 1% of the lines, $870K in dollars
611 line items didn't match - about 1% of the book. Small as a rate, but nearly $870K in dollars: $868,759 in variance, roughly $79,000 a month. Set against the cost of the software, that's a 1,700% ROI - $17 found for every $1 spent.
Exposure runs both ways
Every mismatch counts as a positive number, because each one is a real problem whichever way it points. 62% of the dollars were under-collected and 38% over-collected - and both directions create compliance risk.
[[CARDS]]
Where the dollars hid
Variances cluster in the everyday gaps between payroll systems, enrollment records, and carrier bills - exactly the seams the Benefits Reconciliation module is built to close.
Not a one-time cleanup, but a recurring control: the reconciliation now runs every month - protecting margin, keeping every employee charged correctly, and making carrier settlement defensible, with an audit-ready fix list for every member.
Under-collected:
$534,764
Premiums the PEO was owed but never billed or recovered.
Over-collected:
$333,994
Premiums over-deducted from employees, or overpaid to carriers.
THE PLATFORM
One platform. Five modules. Every benefit dollar covered.
Given the complexity of our benefits program, implementing a centralized billing and reconciliation process has taken time and close collaboration. We've made meaningful progress over the past few years, and the platform has helped simplify several administrative processes while continuing to evolve alongside our needs.
We were burning through our working capital at an alarming rate due to frequent benefit premium write-offs. Tabulera has been a game-changer for us, significantly reducing our write-offs by 97% and helping us regain financial stability.
