How does the billing work?
When you have validated the conversions of an advertiser, partners are entitled to be paid commission. Partners do not have to invoice the advertiser to receive this commission. Instead, the system will create so called self-billed invoices or payout entries which define how much commission partners are entitled to receive. This process follows article 224 in the explanatory notes of the Invoicing Directive 2010/45/EU adopted by the European Union. According to this article, invoices may be drawn up by the customer in respect of the services supplied to him, by a taxable person, of goods or services, where there is a prior agreement between the two parties and provided that a procedure exists for the acceptance of each invoice by the taxable person supplying the goods or services. In the context of this system, the customer is the entity, i.e. the legal body responsible for the payout of the partners. The taxable person is either the partner or the partner’s company, the service supplied is generating conversions. The prior agreement is the terms and conditions partners accept when they register for the network and the terms and conditions they accept when applying for an advertiser program.
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Creating payout entries
Validating payout entries
Dispatching payout entries to your accounting service or paying your partners directly via the platform.
Getting started
Make sure you are logged in to your admin UI, click on ‘finance’ in the main navigation menu and proceed to click on ‘partner billing’.
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When you are done setting the options in the filter panel, all you need to do is click the button ‘preview’ in the bottom right corner of the panel. If you were expecting a payout entry to appear in your preview but it didn’t show up, please use the checklist in the article on troubleshooting with payout entries
Creating the payout entries
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The previews you see listed already contain all the basic characteristics of the payout entry you can create: from left to right, you will find the ID of the partner for which the payout entry will be created, the partner’s name, the current credit of the partner, the payout amount (which is defined by your filter settings), the remaining credit after the payout of the shown payout amount, the payable amount, tax imposed on the amount of commission (usually VAT) and the gross amount you will pay out. For a period filter setting of ‘unlimited’, the current credit and payout amount should always be identical (resulting in a remaining credit of 0). If you have set a different period (e.g. last month) a difference in current credit and payout amount most likely indicates older conversions that are not included in the current settings. Please note that the difference between ‘current credit’ and ‘payable amount’ is only relevant when the currency in which the commission was generated differs from the currency in which you will pay the payout entry. In this case you will find a bubble next to the payable amount which, by clicking on it, give you additional information on the conversion rate:
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To see what a specific payout entry will look like, use the option to download the payout entry as PDF at the right end of every row. You can also export the previews in XLS format via the download section at the bottom right. Please note that the XLS exports of the payout entries here are grouped by currency.
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By clicking on ‘Deactivated’ in the overview bar you get a list of all partner payout entries of partners that are deactivated. Independent of the status ‘Deactivated’, you are able to create payout entries for the partners:
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From preview to payout entry
When you find the data in the preview of the payout entry is correct and you want to proceed to create the payout entry, all you need to do is select the tick box on the left and click on the button ‘create’ in the right lower corner of the panel. The CSV and PDF files for the payout entries will then join the generation queue. You are then presented with the following page where you are able to directly create new payouts or go back to the payout entries overview:
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If you want to find payout entries created earlier than ten days, you can use the options under ‘timeframe‘. The ‘dynamic timeframe’ allows you to select the last week, the current week, last month, etc. You can also use the custom timeframe for a more extensive search.
Payout entries can also be filtered by user, entity, advertiser, partner label, partner, type, currency and billing run. Please note the following:
The advertiser filter can be used as a search function or as a list. If you filter for an advertiser, you will only see payout entries containing confirmed commission related to this specific advertiser.
Under type, you can choose between ‘payout entries’ and ‘requests for payouts’. In most cases, you will manage your partner billing with regular payout entries. Request for payouts have to be created from an external function which is not implemented on most of the platforms.
The billing run represents the collection of all the payout entries you’ve created on a specific moment. By selecting a specific billing run, you will narrow down the payout entries to the ones you’ve created on the moments you choose.
Under ‘options’, you can filter payout entries by status (open, confirmed, paid, rejected or reversed). You can also use the search box for a comprehensive text search.
Under ‘options’, you will also find an option to change the display mode. It looks more or less like this:
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