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AI agent for payroll administrators

Equity Grant and Vesting Reconciliation Agent

Make grant, vesting and withholding records agree across all three systems.

Data cleanupFinanceHuman resources
See how it worksGet access
Equity Grant and Vesting Reconciliation Agent: what goes in, what the agent does and what you get

What it does

Equity records live in three places, the equity platform, HR and payroll, and they rarely agree on grants, vesting dates or tax withholding. This agent compares grant, vesting and payroll tax records for every holder. It finds differences such as a missing grant, a wrong vesting date, a leaver still vesting or withholding on the wrong value. It traces each difference to a source, drafts the correction in the right system and rechecks after the manager approves it. If the same kind of error appears many times, it points to the likely root cause, such as a bad import. Edge case: early exercise and acceleration events get special handling. The manager approves every change to records.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueNo 1 STARTS WHEN Vesting date or quarterly review 2 USES A TOOL Export holders, grants and vesting from the equityplatform 3 USES A TOOL Pull employment status and payroll tax records 4 DOES Compare grants, vesting dates and amounts across thesystems 5 DOES Trace each difference to a source document 6 DOES Draft the correction for the right system 7 YOU APPROVE Manager approves changes to records 8 USES A TOOL Recheck the records after corrections are made 9 CHECKS THE RESULT Do all three systems now agree? If not: retrace the remaining differences and look for acommon cause. Back to step 4. 10 RESULT Reconciliation report and corrected records
Read the steps as a list
  1. Vesting date or quarterly review
  2. Export holders, grants and vesting from the equity platform
  3. Pull employment status and payroll tax records
  4. Compare grants, vesting dates and amounts across the systems
  5. Trace each difference to a source document
  6. Draft the correction for the right system
  7. Manager approves changes to recordsThe agent waits here for your OK.
  8. Recheck the records after corrections are made
  9. Do all three systems now agree?If not: retrace the remaining differences and look for a common cause. Back to step 4.
  10. Reconciliation report and corrected records

How it decides

It treats the signed grant agreement and board approval as the source of truth and measures other systems against it.

  • Use the signed grant agreement as the source of truth
  • Flag a leaver who shows vesting after the termination date
  • Flag withholding that differs from the vested value by more than 1 percent
  • Group repeated errors to find the common cause

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Systems included
  • Withholding tolerance (default 1 percent)
  • Review schedule
  • Source of truth documents

What keeps you in control

It always asks you first

  • Manager approves every change to equity or payroll records
  • Founder or board approves any change to grant terms

Hard limits

  • Never changes grants or records itself
  • Treats any grant without documents as unverified

It stops when

  • Done: systems agree or remaining differences are approved
  • Stop: grant agreement cannot be found for a holder

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensAt the June vest, the agent compared 212 holders and found 9 differences. Five employees had a vest date one month early in HR after an import, three leavers still showed vesting, and one grant was missing from payroll. The agent proposed corrections. After approval it rechecked and 1 difference remained because a board approval was missing. It listed this for the founder.

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