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SOP: Paying Commissions

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Purpose

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Scope

• Sales managers responsible for commission approval
• Finance/accounting personnel processing payments
• Operations administrators

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Commission Structure

Note: Showed commissions are paid to setters for appointments where the contact attended. Sold commissions are additional bonuses when the appointment results in a sale.

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Pay Period Schedule

• Pay periods run Wednesday to Tuesday (Wednesday 12:00 AM - Tuesday 11:59 PM Denver time)
• Commissions are typically reviewed and paid on the Wednesday following the period end
• The system defaults to showing the previous week’s data for this reason

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Prerequisites

1. All appointments for the pay period must have final statuses (no “Confirmed” status remaining)
2. Zoho data should be synced to capture all sales
3. Access to the Admin Tracking Dashboard with admin permissions
4. Access to payment processing system (e.g., payroll, Gusto, manual payment)

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Procedure

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Phase 1: Prepare the Data

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Step 1: Access Admin Tracking

1. Log in to Lead Built
2. Navigate to Admin > Internal > Tracking

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Step 2: Select the Pay Period

1. Use the Pay Period dropdown to select the period being processed
2. Confirm the date range is correct (Wednesday - Tuesday)

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Step 3: Verify All Statuses Updated

1. Click the “Needs Update” tab in the Appointments section
2. CRITICAL: Ensure the tab shows “All caught up!” with a green checkmark
3. If appointments still need updates, follow the “SOP: Updating Appointment Statuses” first

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Step 4: Sync Zoho Data

1. Click the “Sync Statuses” button
2. Wait for the sync to complete
3. This ensures all Zoho sales data is current

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Phase 2: Review Commission Data

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Step 5: Review the Stats Cards

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Step 6: Review the Leaderboard

1. Scroll to the Leaderboard section
2. This shows commission totals by setter:
   • Setter name
   • Number of showed appointments
   • Number of sales (from Zoho)
   • Total commission amount

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Step 7: Verify Individual Commissions

1. Showed Commission: Count of showed appointments x $20
2. Sold Commission: Count of sales x $50
3. Total: Sum of showed + sold commissions

Setter: John Smith
- Showed: 8 appointments x $20 = $160
- Sold: 3 sales x $50 = $150
- Total Commission: $310

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Step 8: Cross-Reference with Zoho (Optional)

1. Click the Zoho link on individual appointments to verify sales
2. Check that sales are attributed to the correct setter
3. Verify the sale closed within the pay period

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Phase 3: Export and Document

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Step 9: Export Appointment Data

1. Go to the “All Appointments” tab
2. Set filters if needed:
   • Status: Showed (for showed commissions)
   • Time: All
3. Click Export to download CSV
4. Save the file with naming convention: commissions-YYYY-MM-DD-to-YYYY-MM-DD.csv

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Step 10: Create Commission Summary

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Phase 4: Process Payments

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Step 11: Submit for Payment

1. Submit commission totals to payroll
2. Include setter names and amounts
3. Specify pay date

1. Process individual payments via Gusto, Venmo, etc.
2. Document each payment with reference number
3. Send payment confirmation to each setter

1. Create check requests for each setter
2. Include commission breakdown
3. Obtain required approvals

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Step 12: Document Payment

1. Record payment details:
   • Payment date
   • Payment method
   • Reference/confirmation numbers
2. Update any internal tracking spreadsheets
3. File the exported CSV with payment records

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Phase 5: Communication

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Step 13: Notify Setters

• Pay period dates
• Showed count and commission
• Sold count and commission
• Total commission amount
• Payment date and method

Subject: Commission Payment - [Pay Period Dates]

Hi [Setter Name],

Your commissions for [Start Date] - [End Date] have been processed:

Showed Appointments: [X] x $20 = $[Amount]
Sales: [X] x $50 = $[Amount]
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Total Commission: $[Total]

Payment will be sent via [Method] on [Date].

Questions? Reply to this email.

Thanks,
[Your Name]

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Quality Checks

• All appointments have final statuses (no “Confirmed” remaining)
• Zoho sync completed successfully
• Leaderboard totals match manual calculations
• Export CSV matches displayed data
• All setters are accounted for
• Total commission budget is within expected range

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Handling Disputes

1. Pull the exported CSV for the pay period
2. Review individual appointment outcomes
3. Check Zoho records for sales attribution
4. Verify status update timestamps
5. Make corrections if warranted
6. Document the resolution

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Troubleshooting

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Frequency

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Related Documents

• SOP: Updating Appointment Statuses
• Commission Structure Policy
• Setter Onboarding Guide

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Revision History