Commission management module

The Commission Management module helps you track and manage commissions you owe to partners.

A commission appears in the system when a lead:

• is marked as “Ready for payout” or “Recurring payment”

The system automatically assigns each commission to a settlement period (month) based on when the status was changed.

1. Enabling the Commission Management Module

Before you can start managing commissions, you'll need to enable the module:

1. Navigate to the Modules section in the Administrator Panel.
2. Toggle the Modules Edit Mode in the top right corner of Modules Management screen

3. Locate the Commission Management module and Enable it

   

4. Save the Edit Mode.

2. How the process works

Simple overview:

The process has two main phases:

1. internal (vendor side)

You:

• review leads
• collect or enter invoice data
• calculate commissions
• close all leads for the month

➡️ Partners do not see anything yet

2. partner invoicing

After you click “Request invoice”:

• partners see their monthly commission
• they upload invoices
• you review, approve, and mark as paid

Full process is described below:

3. Commission Management screen

The Commission Management dashboard provides a comprehensive view of all financial activities related to commissions. Here’s how to navigate and use it:

Overview of Commission Data:

• Value: This is the monthly value calculated from the sum of all invoices in that month. You can see the total value for the month, the value for the partner, as well as the value for specific leads.
• Commission: This is a field to help you understand how the commission was calculated. 10.00% + 500 USD means 500 USD one time fee + 10% in commissions.
• Commission value: This is the sum of all commissions. You can check the monthly value, per partner value and per lead value. We allow you to change the calculation per lead by just typing in the commission that you want to pay.
• Status: The current status of the commission (e.g., "Waiting for approval," "Waiting for invoice", "Ready for payout"). Check the table above for more details.
• Attachments: When the partner will submit the invoice, you will be able to download it from here. You can also download all invoices from all partners in a given month.
• Comments: Additional comments or notes related to each partner's month. This is an internal comment, your partners will not see it.

Filter and Search Tools:

• Utilize the Month and Status dropdowns to filter leads.
• Use the slider controls to set ranges for Estimated and Actual Commission.
• Click on Reset Filters to clear all filters and view the full data set.

Table Configuration:

• Click on Table Configuration to customise which columns are visible in your dashboard.
• Options include Est. Yearly Value and Commission Percent among others.

3. Walk-through Commission Management

Once the module is enabled, it allows you to instantly access the settlements in Commissions menu tab. The logic and actions behind Commission Management are as following:

• Assignment to Settlement Period: Each partner has a settlement period set up (monthly, quarterly, etc). Based on this value, their leads will appear on the commissions tab in the correct months. If a lead's commission covers multiple periods, it will be added to the corresponding invoices for each period. The default period is Monthly, although, it can be adjusted per Partner in Partner Details.

• Managing commission values: You can manage and adjust the actual commission values for each lead directly from the Commission Management view.

  

• Review Historical Data: Utilise filters to analyze historical invoice data for better financial tracking and reporting.  
• The leads in Commission Management: If you want to a lead in Commission Management, ensure it has a status set as "Ready for Payout" or "Recurring Payment". Existing leads can also be edited to change their status to one of these options.

5. Commission logic

Default Settlement Period Logic

The system uses a date-based logic to determine which settlement period (month) a commission will be assigned to. This logic is designed to provide adequate processing time for commission verification and payment preparation.

You can change the default login in Administrator panel>>General Settings

Default settings:

First Half of the Month (Days 1-15)

If a lead's status changes to a commission-eligible status between the 1st and 15th day of the month, the commission will appear in the invoice management page for the next month.

Second Half of the Month (Days 16-End of Month)

If a lead's status changes to a commission-eligible status between the 16th and the last day of the month, the commission will appear in the invoice management page two months ahead.

Why This Logic Exists

This settlement period logic serves several important purposes:

• Processing Time: Provides adequate time for vendors to review and verify commission amounts before payout
• Invoice Preparation: Allows sufficient time for partners to prepare and submit invoices if required
• Payment Scheduling: Aligns commission processing with standard monthly financial cycles and payment schedules
• Administrative Efficiency: Reduces the administrative burden by batching commissions into predictable monthly settlement periods

Settlement Period Assignment Examples

6. Additional Tips and Best Practices

Regular Updates: Ensure that lead statuses and values are regularly updated to reflect accurate commission data.

Clear Communication: Maintain clear communication with partners regarding their commission expectations and invoice submissions. You can do so through comment boxes in Commission Management.

Use Filters for Analysis: Leverage the filter tools to break down financial data into actionable insights.

Yearly Overview: Navigate between different years using the year tabs at the bottom of the view.

Troubleshooting

1. Leads not appearing in Commission Management:

Solution: Ensure that leads have the correct status ("Ready for Payout" or "Recurring Payment") and fall within the visible date range.

2. Commission calculations seem incorrect:

Solution: Verify the commission percentages set for each partner and the estimated yearly values of leads.

3. Unable to edit lead values:

Solution: Check your user permissions. Only users with appropriate access rights can modify lead values in the Commission Management view.

4. Invoices not attaching properly:

Solution: Ensure that the file format is supported and that the file size is within the allowed limit. Try uploading the file again.

5. Commission Appears in Unexpected Month

Solution: Check the date when the lead status was changed. The settlement period is determined by this date, not by the lead creation date or any other date. If the status was changed on day 1-15, it goes to next month; if changed on day 16-end, it goes two months ahead.

5. Missing Commission

Solution: Verify that the lead status has been changed to one of the commission-eligible statuses (Ready for payout, Paid out, or Recurring payment). Check both the current month and future settlement periods, as the commission may be scheduled for a later period based on when the status was changed.

If you encounter any additional issues or struggle to configure commissions management, please contact us at support@partnerplace.io.