On insurance work the approved amount and the collected amount are months apart, and sometimes they are different numbers. CRM For Claims books each person’s commission when an invoice is approved and releases it only as the payments on that invoice are received.
The percentages are an example: a sales rep at 8% and a project manager at 2%. You set your own on each project.
| Person | Waiting | Payable |
|---|---|---|
| Sales rep | $1,600 | $0 |
| Project manager | $400 | $0 |
| Person | Waiting | Payable |
|---|---|---|
| Sales rep | $1,600 | $0 |
| Project manager | $400 | $0 |
| Person | Waiting | Payable |
|---|---|---|
| Sales rep | $640 | $960 |
| Project manager | $160 | $240 |
| Person | Waiting | Payable |
|---|---|---|
| Sales rep | $0 | $1,600 |
| Project manager | $0 | $400 |
The arithmetic is the invoice amount multiplied by each person’s percentage, so 8% of $20,000 is $1,600. When a payment covers part of an invoice, the paid part is moved onto its own invoice number, the original number with a letter added, and every waiting commission is divided in the same proportion. A check that sits in a drawer, or one that has been deposited and has not cleared, releases nothing.
An invoice type that carries no balance, the deductible for example, books no commission at all. An invoice that is already paid in full when it is saved books none either.
Commissions sit on the claim’s Expenses tab beside labor, materials and permit fees, so they are counted in the job’s profit like any other cost. How invoices, payments and expenses fit together on a claim is described under estimates and invoicing.
A commission that has been paid is money that left the company. These rules keep the record of it from being edited away.
| Someone tries to | What happens |
|---|---|
| Editing a Received payment back to Pending or Deposited, or changing its amount | Refused. A cleared payment is deleted or marked as returned, never rewritten. |
| Deleting a payment after a commission it approved was issued or paid | Refused, and the message names those commissions. Unpaid ones go back to waiting and their Account Payable tasks are removed. |
| Deleting an invoice with an issued or paid commission on it | Refused, and each one is listed with its type, amount and status. Pending and approved commissions are removed with the invoice. |
| One payment across several invoices that does not pay each in full | Refused. Part of an invoice is entered as its own payment on that invoice. |
A returned check is treated differently, because a bounce is a fact from the bank and cannot be refused. Marking a payment as returned always goes through. Commissions that were still unpaid go back to waiting. Commissions already paid stay exactly as they are, and Account Payable gets one task for each, saying the commission was paid and the customer’s payment came back, with the invoice number and the amount.
Every project has a team made of roles, a person in each role and a percentage beside each person. The percentages on one project cannot add up to more than 100%. Under Settings, Project Team Defaults you keep the team a new project starts with; its first Primary Representative row cannot be removed, and you can add a second one when two people share a job.
The contact named in Referred By can be paid in one of two ways: a percentage of each invoice, booked per invoice like a team commission, or a fixed amount booked once. A fixed fee is never divided by a partial payment. It becomes payable when the invoice it was booked with is paid in full.
The Payables report gathers approved, unpaid expenses across all projects. You run it for one person, for several, or for everybody, tick the rows and pay them from the bank account you choose. Each row is then marked paid on its own project. The report and its access right are covered on the page for office admins, and the wider money reports under reporting and KPIs.
If you are still deciding whether to pay on sold or on collected, our article on roofing sales commission on insurance jobs works one claim through both. The owner’s view of the same rules, next to profit per job, is on the claims CRM for owners.
FAQ
Straight answers about who we serve, what we automate, and how to get started.
When a payment on its invoice is marked Received. A payment recorded as Pending or Deposited does not release anything.
The paid part of the invoice gets its own number, and each waiting commission is divided in the same proportion. On a 60% payment, 60% of each commission becomes Approved and 40% keeps waiting.
Marking the payment as returned keeps the paid commission on the record and creates a task for the person in the Account Payable role, with the invoice number and the amount, so recovering it is assigned to someone.
Yes. A project team can hold several people, each with a percentage, as long as the total is not above 100%. A second Primary Representative can be added.
Yes. The Referred By contact is paid a percentage of each invoice or a fixed amount once. The fixed amount becomes payable when the invoice it was booked with is paid in full.
No. Commissions are a percentage of each invoice, plus an optional fixed referral fee.
