KW Transmittal QA: Common Exceptions Playbook

June 28, 2026•5 min read

Quick Answer: A transmittal QA pass is the final accuracy check before a Market Center submits a transmittal. The most common exceptions are mismatched commission splits, missing or unsigned DAs, incorrect referral or concession amounts, cap and royalty miscalculations, and incomplete compliance files. Catch them at submission and you stop a one-minute error from becoming a multi-day correction.

What a transmittal exception actually costs

A transmittal exception is rarely a big, obvious mistake. It is usually a small mismatch — a split that's off by a point, a DA missing one signature, a referral fee entered gross instead of net. The problem is what happens next: the exception gets kicked back, the MCA reworks it, the file gets resubmitted, and meanwhile the agent's check waits.

That back-and-forth is the real cost. One bad transmittal can consume several touchpoints across MCA, compliance, and the agent — multiply that across a busy month and you've lost days to corrections that a 90-second QA check would have caught. This playbook lists the exceptions we see most often and how to stop each one before it leaves your Market Center.

The most common transmittal exceptions — and how to catch them

1. Commission split mismatches

The number one exception. The split on the transmittal doesn't match the split in the Commissions tab / Greensheet or the signed agreement.

Catch it: before submitting, reconcile three sources against each other — the executed agreement, the Command Commissions tab, and the transmittal figure. If any two disagree, stop and resolve before submission, not after.

2. Missing, unsigned, or outdated DAs

A disbursement authorization (DA) that isn't fully executed — missing an initial, a date, or a required signature — is a guaranteed kickback.

Catch it: run a signature-and-date verification on every DA as the last step. Confirm the DA version matches the final agreed numbers; an outdated DA attached to an amended deal is a quiet but frequent exception.

3. Referral and concession amounts entered wrong

Referral fees and seller concessions are entered gross vs. net incorrectly, or applied to the wrong line.

Catch it: verify each referral fee against the referral agreement and confirm whether company dollar is calculated before or after the fee per your model. Treat any concession as a high-risk item that always gets a second look.

4. Cap and royalty miscalculations

Company dollar and royalty figures don't reflect the agent's true cap status — especially near an anniversary date or after a mid-year classification change.

Catch it: confirm the agent's current cap status and anniversary date before finalizing the numbers. This is the exception that spikes at year-end when caps reset, so tighten this check in November and December.

5. Incomplete compliance file behind the transmittal

The numbers are right but the underlying file is missing a document, so compliance can't clear it.

Catch it: a transmittal QA pass is also a compliance checklist pass — confirm the file is Under Contract complete (all required docs, signatures, and invoices present) before the financial QA. A clean number on an incomplete file still gets held.

6. Wrong close date or timing mismatch

The funded/close date on the transmittal doesn't match the settlement statement, pushing the deal into the wrong reporting period.

Catch it: match the transmittal date to the closing disclosure / settlement statement, not to the projected date. At month-end and year-end this also keeps your reporting period clean.

A 6-point transmittal QA pass you can run every time

Make this the standard final step before any transmittal leaves the office:

Splits reconcile across agreement, Command, and transmittal.
DA is fully signed, dated, and matches final numbers.
Referrals/concessions verified against agreements and applied correctly.
Cap/royalty reflects current cap status and anniversary.
Compliance file is complete and Under Contract clear.
Close date matches the settlement statement.

If any line fails, it's an exception — resolve it before submission. Early exception flagging is exactly the kind of high-risk checkpoint we build into our KW MCA support services, and it complements the broader transmittal support for KW Market Centers approach. Catching errors early also beats the rework loop described in the true cost of inefficient admin work at year-end.

Frequently asked questions

What is a transmittal exception in a KW Market Center?

A transmittal exception is any item on a transmittal that doesn't match its source — a split that disagrees with the agreement, an unsigned DA, a wrong referral amount, or an incomplete compliance file. Exceptions get kicked back for correction, delaying the agent's commission.

What is the most common transmittal exception?

Commission split mismatches, where the figure on the transmittal doesn't match the executed agreement or the Command Commissions tab. Reconciling those three sources before submission prevents most kickbacks.

How do you QA a transmittal before submitting?

Run a fixed final pass: reconcile splits across all sources, verify the DA is signed and current, check referrals and concessions, confirm cap and royalty math, make sure the compliance file is complete, and match the close date to the settlement statement.

Why do transmittal exceptions spike at year-end?

Because caps and anniversary dates reset for the new contribution year, changing company-dollar and royalty math, and December volume compresses QA time. Tightening cap verification in November and December reduces the year-end spike.

Can transmittal QA be outsourced?

Yes. A KW-trained associate can run the QA pass and flag exceptions inside your existing workflow while the MCA keeps final approval. Because they already know Command and the MCA workflow, there's no ramp time during peak weeks.