Agent Fee Plans are used to create fees that are billed to agents on a recurring basis.

Multiple Fees can be set up within a Plan that can be scheduled to automatically bill to Agents. The fees can be assessed monthly, bi-monthly, quarterly, semi-annually, or annually. You also have the option to prorate the fee for the first period of time or you can choose the day the fee bills on, as well as when the fee is due.  If you want to delay the assessment of a fee for a period of time, you can set the start date at a time in the future. Lastly, can set up a cap for a particular fee and the fee will no longer be assessed once the cap is met.

• Start out by setting up Lookups. Lookups are used to populate Dropdowns in a menu within the Financial Tab. To set up a Look-up go to Financial -> Lookups -> Agent Fee Types.  Once you’ve selected Agent Fee Types, then click +Lookup in the upper right corner. Start by setting the value (or name) for the Lookup, and choose Yes or No to Agent Fee Selection (this determines if the lookup is available when adding a fee onto a transaction. Next, set the Status to Active. Give the Lookup a Default Value for the amount of the Fee. *The next two settings only apply if you are using the Quickbooks Online Integration.  Set a value for Accounting Software Account: (Expense). This is the account that the fee will be associated with in your QuickBooks chart of accounts.  The Software ID is a number that is tied to the account.  If you use the hierarchy icon after having your Quickbooks Online connected, it will pop up a window where you can pick the account from Quickbooks. Once you have assigned a Lookup for each Agent Fee you can then move on to creating Agent Fee Plans. Lookups are also filtered through to certain Reports. For example, you could run an Agent Fee List Report filtered by specific types of fees.  
  

     

• Next, build out your Agent Fee Plan by going to Financial -> Admin -> Agent Fee Plans. On the right of the screen, click Add Fee Schedule. Start by giving the Plan a name and description, if you prefer.  Then select whether you would like this to be on AutoPay (you must be using Worldline for Credit Card Processing and this must be enabled in our software).  

• To Add the Fees click the +Fee button and Name the Fee. Next, select the fee type from the dropdown menu Naming the Fee and then you can select the Type from the dropdown. If you added an amount to the Lookup you created then the Amount will populate based on the Type you select. Next select the Billing Cycle: Monthly, Bi-Monthly, Quarterly, Semi-Annual or Annual. Choose whether or not you would like the first fee to be prorated based on the Agent Fee schedule Start date (in the Roster Profile). Select the day of the Month you want the fee to bill on and how many days after it is due. If you want this fee to delay and not start until some point in the future, you can enter a date you want this fee to begin to be billed. If the Fee needs to have a cap, please select the time frame of the cap and then either a count or dollar amount.
  

           

• Once you have added all the fees to the Agent Fee Plan, you can set up Notifications for your agents. By enabling the New Fee Notification feature, your agents will receive an email containing a consolidated statement of fees any time a new fee is added from an Agent Fee Plan. You can also enable Monthly Statement of All Outstanding Fees. By enabling this feature the system will send Monthly statements to any agent who has outstanding fees. You will be able to customize the day of the month and time of day you’d like these statements sent. 
  

            

• Once you have added all the fees to the Agent Fee Plan and set up the Notifications, you can assign the Agents to that Fee Plan either by clicking on the Assign Agents button at the top of the Fee Schedule or by going into you User Management tab, clicking on the agent and selecting the Fee Plan under Accounting Info. and assigning it to the agent. In the Roster, be sure to add the date when you would like the Fee Schedule to begin billing.