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 by going to Accounting > General ledger or Agent ledger and clicking + Add > 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.
Why can't I see the 'Charge Agent' option?
If you don't see the "Charge Agent" option in the agent ledger under the actions menu, it's likely because agents haven't added a credit card to their account. To enable this feature:
Have agents navigate to the Billing section in their user profile.
Alternatively, the admin can do this for them.
Add a credit card to their billing settings.
Once a credit card is added and active, the "Charge Agent" option will become available in the ledger actions dropdown.
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.
How do I enable automatic agent invoices?
Automated invoice and receipt-of-payment emails are sent at the time an agent's credit card is charged. To enable, configure recurring email invoices in your billing settings. For full setup steps, sender-name and template configuration, and behavior detail, see Emailing Agent Invoices: https://support.boldtrail.com/en/articles/7125996
How do I enable automatic monthly statements?
Monthly statements are sent on the first calendar day of each month and cover the prior month's activity. The recipient must be a BoldTrail BackOffice user with at least one ledger entry. For full setup steps, sender/template configuration, and multi-sub-account behavior, see Agent Statements: https://support.boldtrail.com/en/articles/7125995
How do I enable recurring billing charges?
Go to Accounting > Agent billing> Recurring Charges.
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 billing. Recurring billing automatically charges the agent's default credit card. If the payment fails, it will be reflected in the ledger. Learn more here.
Understanding the Due date
The Due date signifies the date by which the bill must be paid. For example, it allows you to generate an invoice or bill on the current day while specifying a due date at the end of the month. This flexibility enables effective management of payment timelines based on your business needs.