> ## Documentation Index
> Fetch the complete documentation index at: https://docs.myfundingmachine.com/llms.txt
> Use this file to discover all available pages before exploring further.

# SOP Paying Commissions

# SOP: Paying Commissions

**Version:** 1.0
**Last Updated:** 2026-01-29
**Department:** Sales Operations / Finance
**System:** Admin Tracking Dashboard

***

## Purpose

This SOP outlines the complete workflow for calculating and paying setter commissions based on appointment outcomes and sales results.

***

## Scope

This procedure applies to:

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

***

## Commission Structure

| Outcome    | Commission Amount    |
| ---------- | -------------------- |
| **Showed** | \$20 per appointment |
| **Sold**   | \$50 per sale        |

> **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.

***

## 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

***

## Prerequisites

Before processing commissions:

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)

***

## Procedure

### Phase 1: Prepare the Data

#### Step 1: Access Admin Tracking

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

#### 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)

#### 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

#### 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

***

### Phase 2: Review Commission Data

#### Step 5: Review the Stats Cards

At the top of the Appointments section, review:

| Card                           | What It Shows                            |
| ------------------------------ | ---------------------------------------- |
| **Total Appointments Created** | Total appointments set during the period |
| **Confirmed**                  | Should be 0 if all statuses are updated  |
| **Showed**                     | Appointments where contact attended      |
| **No-Show**                    | Appointments where contact didn't attend |
| **Cancelled**                  | Cancelled appointments                   |

#### 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

#### Step 7: Verify Individual Commissions

For each setter:

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

Example calculation:

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

#### Step 8: Cross-Reference with Zoho (Optional)

For high-value commissions or discrepancies:

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

***

### Phase 3: Export and Document

#### 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`

#### Step 10: Create Commission Summary

Create a summary document or spreadsheet with:

| Setter Name | Showed Count | Showed Commission | Sold Count | Sold Commission | Total     |
| ----------- | ------------ | ----------------- | ---------- | --------------- | --------- |
| John Smith  | 8            | \$160             | 3          | \$150           | \$310     |
| Jane Doe    | 12           | \$240             | 5          | \$250           | \$490     |
| **TOTAL**   | **20**       | **\$400**         | **8**      | **\$400**       | **\$800** |

***

### Phase 4: Process Payments

#### Step 11: Submit for Payment

Depending on your payment system:

**Option A: Payroll Integration**

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

**Option B: Direct Payment**

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

**Option C: Manual Check**

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

#### 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

***

### Phase 5: Communication

#### Step 13: Notify Setters

Send commission notification to each setter including:

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

**Email Template:**

```
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]
---------------------------------
Total Commission: $[Total]

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

Questions? Reply to this email.

Thanks,
[Your Name]
```

***

## Quality Checks

Before finalizing payments, verify:

* [ ] 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

***

## Handling Disputes

If a setter disputes their commission:

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

***

## Troubleshooting

| Issue                              | Solution                                              |
| ---------------------------------- | ----------------------------------------------------- |
| Leaderboard shows \$0 for a setter | Verify they have "Showed" appointments in the period  |
| Sales not appearing                | Run Zoho sync; check if sale closed within pay period |
| Commission calculation seems wrong | Manually verify: (Showed x $20) + (Sold x $50)        |
| Missing setter from leaderboard    | Check if they have any appointments in the period     |
| Data not loading                   | Refresh page; check internet connection               |

***

## Frequency

| Task               | Frequency                               |
| ------------------ | --------------------------------------- |
| Status updates     | Daily (recommended)                     |
| Commission review  | Weekly (end of pay period)              |
| Payment processing | Weekly (Wednesday following period end) |
| Zoho sync          | Before each commission review           |

***

## Related Documents

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

***

## Revision History

| Version | Date       | Author         | Changes         |
| ------- | ---------- | -------------- | --------------- |
| 1.0     | 2026-01-29 | Auto-generated | Initial version |