Agent Billing: Guide for admins

The Agent Billing module allows owners and admins to automate one-time and recurring fees and helps owners to collect money by charging agent credit cards - read more... 

Setup and configuration 

Ask your assigned implementation specialist to enable this module for your account.

How do I check if the module is turned on for my account?

Users with can access accounting and can manage agent billing permissions will have access to the Accounting module and Agent Billing submodule. 

How can I access agent billing? 

You can access agent billing from the Agent Billing tab located within the Accounting Module or from a specific agent ledger.

How do I invoice my agents? 

You can invoice an agent from the agent ledger or transaction ledger by clicking Actions and selecting Add invoice.

You can also do this by clicking the Add button in the main menu and selecting Invoice. 

Here’s a short video explaining how to invoice an agent: 

How do I record a payment received from an agent? 

You can record a payment received from an agent in the agent ledger or transaction ledger by clicking Actions and selecting Record payment received

You can also do this by clicking the Add button in the main menu and selecting Received payment. 

Here’s a short video explaining how to record a payment from an agent: 

How do I apply received payments to invoices?

You can apply a payment from an agent to an invoice while recording the received payment or charging an agent. 

To learn how to record a payment received from an agent, click here

How do I record a payment made to an agent? 

You can record a payment made to an agent in the agent ledger or transaction ledger by clicking Actions and selecting Record payment payment

You can also do this by clicking the Add button in the main menu and selecting Made payment. 

Here's a short video explaining how to record a payment made to an agent: 

How do I record a bill? 

You can record a bill from an agent in the agent ledger or transaction ledger by clicking Actions and selecting Add bill

You can also do this by clicking the Add button in the main menu and selecting Bill. 

Here's a short video explaining how to record a bill:

How do I charge my agents? 

You can charge an agent’s payment method on file in their agent ledger by clicking Actions and selecting Charge agent

Recurring billing automatically charges agent's default credit card. If the payment fails, it will be reflected in the ledger.

Here’s a short video explaining how to charge an agent:

What if the payment fails?

We’ll show a detailed error message and the payment won’t be created. 

Can I charge inactive agents, add payments or invoices for them? 

No, you can’t charge inactive agents or add payments or invoices for them.

How do I manage invoices and payments? 

You can update or delete an invoice or a payment once you open it up from an agent ledger.

  • Read about recurring billing here
  • Read about money collection automation here
  • Read about agent ledgers here

How do I enable automatic agent invoices?

If you utilize Recurring Billing within Brokermint, Admins can enable the automated email delivery of invoices/receipt of payment for these charges.

Important details

  • Invoices will be sent regardless of the amount
  • Invoices will be generated and emailed at the time the agent's credit card is charged
  • If an agent's credit card was charged successfully, the email will serve as a receipt of payment
  • If an agent's credit card was charged unsuccessfully, the email will serve as an invoice due 

To enable recurring email invoices, go to Accounting >Agent billing > Settings tab and switch the Send recurring invoices toggle.

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Within this page, you also can adjust the sender name that will be displayed on the email and the email template (which can be created in the Fields > Email templates tab).

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Learn more here.

How do I enable automatic monthly statements?

Important details

  • After enabling, monthly statements will be sent on the first calendar day of the current month and cover the previous month's period (first day of the month from 00:00 till the last day of the month 23:59 EST time zone)
  • For brokerages with over 100 agents, it may take up to 5 days to deliver all of the statements for that period
  • The statement will contain all transactions from Agent's ledger and any recurring billing items
  • The statement will include any outstanding charges and any payments received 
  • If an Agent is in multiple sub-accounts with financial activity, one email with multiple PDF statements attached will be sent
  • The agent will receive a statement that only reflects their financial activity  

Please keep in mind: To receive a statement, the recipient must be a Brokermint user, have at least one General Ledger transaction or recurring billing enabled, and be active at least once during the covered period.

To enable recurring monthly statements, go to Agent billing > Settings tab and switch the Send recurring statements toggle.

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Within this page, you also can adjust the sender name that will be displayed on the email and the email template (which can be created in the Fields > Email templates tab).

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Learn more here.

How do I enable recurring billing charges?

Go to Accounting > Agent billing> Recurring Charges. 

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If you already have recurring charges set up, they will be displayed here grouped by the frequency. Each column can be sorted in ascending or descending order. 

To add a recurring billing entry, go to Users > Billing > add recurring billingRecurring billing automatically charges the agent's default credit card. If the payment fails, it will be reflected in the ledger.

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Learn more here.

 

 

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