Reg E Readiness Software for Growing Banks
Track deadlines, generate required letters, manage provisional credit, and produce examiner-ready evidence before your bank outgrows spreadsheets and Access databases.
For banks preparing for the operational and compliance expectations that come with crossing $1B in assets or managing Reg E across 30+ branches.
Built from real bank operations experience replacing spreadsheets, email, and Access databases used to track Reg E letters and audit evidence.
The problem
Reg E breaks down in the handoffs
Most banks don't have a Reg E problem — they have a coordination problem. Disputes move across branches, operations, compliance, and core systems through spreadsheets, email inboxes, shared folders, and Access databases. Every handoff is a place where the clock keeps running and the record falls apart.
Deadlines tracked manually
Investigation clocks calculated in spreadsheets. One missed formula means a missed 10-day deadline — and a letter that goes out late or not at all.
Letters generated outside the case record
Required Reg E letters drafted in Word, emailed through Outlook, and filed in shared folders. No proof of send. No link back to the case.
Provisional credit decisions in separate systems
Credit issued in the core, notification drafted in email, finalization tracked in a spreadsheet. Three systems, no single source of truth.
Audit evidence gathered after the fact
When examiners arrive, staff spend days assembling what happened: pulling emails, locating letters, reconstructing the timeline from memory.
No clean due-today view for managers
Supervisors check each case individually to find what needs action today. There is no queue. Overdue items are discovered too late.
Branch handoffs create inconsistent intake
Disputes start at the branch, get relayed by phone or email to operations, and arrive with missing fields. Every branch does it differently.
These aren't edge cases. They are the standard workflow at banks that haven't yet replaced the tools they improvised when Reg E volume was low.
The workflow
One workflow from notice to evidence package
Every Reg E dispute follows the same path: intake, clock, investigation, letters, resolution. KohltSoft connects all five steps in a single case record so nothing lives in a separate system, spreadsheet, or inbox.
Intake the dispute
Branch staff or operations records the dispute through a structured intake form. Dispute type, transaction details, and claimant information are captured at the source — no relay by phone or email.
Calculate the Reg E clock
The system calculates the correct deadline path: 10 or 20 business day investigation window, 45 or 90 calendar day extended deadline. Notice deadlines for provisional credit are tracked automatically from day one.
Guide investigation and provisional credit
Investigation steps are assigned with deadlines. Provisional credit amount, date issued, and required notice are tracked in the case record. Adjustments and reversals are logged with full timestamp history.
Generate and track required letters
Required customer communications — confirmation requests, provisional credit notices, no-error explanations, reversal notices, and final resolution letters — are generated from the case record and stored with proof of send.
Export the audit package
When the examiner arrives, the full evidence package is already assembled: case timeline, all letters sent, provisional credit history, investigation notes, and resolution decision. Export in one step.
Sample case record
- Day 0Dispute intake recorded
- Day 110-day investigation clock started
- Day 3Provisional credit issued — $342.00Notice sent
- Day 6Investigation in progressToday
- Day 1010-day investigation deadlineLetter required
- Day 4545-day extended deadline
Every action, letter, and provisional credit decision is attached to the case record from day one — not assembled after the fact.
Five Tools for Your Reg E Team
From intake to evidence package. Every step of the Reg E case lifecycle covered — deadlines, letters, provisional credit, and the audit trail examiners expect.
Letter Management
Create and track required customer communications: confirmation requests, provisional credit notices, no-error explanations, reversal notices, and final resolution letters — with proof of send.
Provisional Credit Tracking
Record provisional credit amount, date issued, notification sent, finalization decision, adjustment, or reversal. Every credit action tied to the case record.
Audit-Ready Timeline
Every case action, decision, letter, and supporting document is preserved in one examiner-ready timeline. Export the full evidence package without assembling it manually.
Manager Queue
See cases due today, cases approaching deadline, missing required letters, missing evidence, and overdue investigation steps. One view for the whole team.
Core-Agnostic
Works alongside your existing core banking system. No complex implementation. Built to replace the Access databases and spreadsheets your team already uses.
Manager Queue
What operations managers see every morning
The Manager Queue surfaces every case that needs action today — overdue deadlines, letters due, missing evidence — without opening individual cases. One view for the whole team across all branches.
Request a DemoInterface preview
- Overdue#2847ACH10-day clockMain St Branch
- Today#2851Debit CardProv. credit noticeOak Ave Branch
- Today#2856ACHLetter requiredOnline Banking
Why Banks Choose KohltSoft
Reg E risk grows as your bank grows. KohltSoft gives operations, compliance, and audit teams the visibility and evidence they need — before the next exam.
Deadline Visibility
Know exactly where every case stands against the 10 business day investigation clock, 20 business day extension, 45 calendar day, and 90 calendar day windows. No manual tracking. No missed deadlines.
Audit-Ready Evidence
Every letter sent, provisional credit decision, and investigation step is logged and timestamped. Export the full case evidence package for examiners without assembling it after the fact.
Built for 30+ Branches
Designed for banks where Reg E work begins at one of many branches and moves through multiple teams. Consistent intake, structured handoffs, and management visibility across every location.
Built for your role
Built for the people who own Reg E risk
Reg E risk touches five different roles. Each one needs something different from the system. KohltSoft is built around that reality.
Deposit Operations
Know what is due today and who owns it.
See every case that needs action today — investigation deadlines, required letters, provisional credit notices, and overdue steps — without opening each case individually. Assign work and track resolution in one place.
Compliance Officer
Prove the process was followed.
Every required letter, investigation step, and deadline decision is logged with a timestamp and tied to the case record. When the examiner asks how a case was handled, the answer is already documented.
Auditor / Examiner Prep
Export the full evidence trail.
The complete case package — intake record, investigation notes, letters with proof of send, provisional credit history, and resolution decision — is assembled automatically. No staff time spent reconstructing from email and shared folders.
IT / Core Systems
Replace fragile Access databases and spreadsheet workflows.
KohltSoft sits alongside your existing core banking system without a complex integration project. It replaces the Access databases, spreadsheets, and shared folders your operations team built to fill the gap — with a system designed for the task.
COO / CEO
Reduce examiner risk before and after $1B.
Banks approaching $1B in assets or managing disputes across 30+ branches face increasing regulatory scrutiny. KohltSoft reduces the operational and documentation risk that creates exam findings before they appear on an MRA.
“Banks don’t fail Reg E exams because they ignored the regulation. They fail because the evidence wasn’t documented, the letter went out late, or nobody could find the case file when it mattered.”
Why this exists
Built from the workflow banks already had to invent
KohltSoft came out of seven years of bank operations work — processing Reg E disputes, writing required letters, tracking investigation clocks, and assembling audit evidence packages by hand.
Every bank I worked in had already built something to manage this: an Access database, a shared spreadsheet, a ticketing system adapted from another department. It worked until the volume got high enough or the examiner looked closely enough.
The problem wasn’t the people
Reg E operations staff are thorough. The problem is the tools. When the investigation clock lives in a spreadsheet, the required letter is drafted in Word, and the provisional credit decision is tracked in a sticky note on a monitor — the process depends entirely on each person doing it perfectly every time.
What I kept being asked to build
Across two institutions and seven years of operations work, the requests were the same: show me what’s due today, make sure the letter goes out on time, and make sure we can prove what we did if the examiner asks. That’s what KohltSoft is.
Built for this transition specifically
KohltSoft is for growing banks — institutions approaching the $1B asset milestone or managing Reg E across 30+ branches where the informal systems they built during lower-volume years are no longer sufficient. Not an enterprise platform. Not a generic ticketing tool. A purpose-built Reg E system.
Frequently Asked Questions
Get answers to common questions about our platform. Still have questions? Contact our team for more information.
Under Regulation E, banks have 10 business days to complete an investigation after receiving a dispute notice. If the investigation cannot be completed within that window, the bank may extend to 45 calendar days for POS or foreign-initiated transactions — but must provisionally credit the consumer's account within the initial 10-day period. For accounts open fewer than 30 days, the initial window extends to 20 business days and the full investigation window to 90 calendar days. Missing these deadlines is a compliance finding. KohltSoft calculates the correct deadline path from intake and surfaces every related notice deadline automatically.
Reg E requires written notices at specific points in the investigation: (1) confirmation of receipt within 10 business days of receiving the dispute, (2) a provisional credit notice when provisional credit is issued, (3) a final resolution letter when the investigation concludes in the consumer's favor, (4) a no-error explanation when the bank finds no error occurred, and (5) a reversal notice at least five business days before debiting the account if provisional credit will be reversed. Missing or late letters are among the most common exam findings.
Provisional credit is required when a bank cannot complete its Reg E investigation within the initial 10 business day window and chooses to extend the investigation. The credit must be made available by the end of the 10-day period, and the bank must notify the consumer of the amount and date the funds are available. Banks must document the full provisional credit lifecycle — issuance, notification, finalization, and any reversal — to withstand examiner scrutiny.
Examiners expect a complete evidence package for each case: the original dispute intake record with the date received, the deadline path applied and why, all required letters with proof of send, the complete provisional credit history, investigation notes and supporting documents, and the final resolution decision with its documented basis. Banks managing Reg E in spreadsheets or email frequently cannot produce this evidence on demand — which is the core problem KohltSoft solves.
KohltSoft is built for community and mid-size banks approaching the $1 billion asset milestone or managing Reg E across 30 or more branches — institutions where the informal systems built during lower-volume years are no longer sufficient. It is not an enterprise platform. It is a purpose-built Reg E system for banks in this specific operational transition.
Yes. KohltSoft is designed to be core-agnostic — it works alongside your existing core banking system without requiring a core replacement or migration. It is built for banks that need dedicated Reg E compliance tooling that integrates with what they already have.
Running Reg E from spreadsheets or an adapted ticketing system?
If your bank is approaching $1B in assets or managing disputes across 30+ branches, the tools you improvised won't hold through the next examination. KohltSoft is built specifically for this transition.
Built from real bank operations experience. No generic SaaS pitch.