BoldTrail BackOffice supplies users with monthly statements delivered via email, so agents (and vendors if applicable) can stay on top of their charges paid and owed.
What are recurring monthly statements?
Monthly Statements show all activity on the Agent's Ledger plus any recurring billing during a specific period of time. Admins can enable the automated email delivery of Monthly Statements.
Important details
After enabling, monthly statements will be sent on the first calendar day of the current month and cover the previous month's period (first day of the month from 00:00 till the last day of the month 23:59 EST time zone)
For brokerages with subaccounts and over 100 agents, it may take up to 5 days to deliver all of the statements for that period
The statement will contain all transactions from Agent's ledger (including one-off invoices/bills, recurring bills, and any compensation payouts posted to the GL)
The statement will include any outstanding charges and any payments received
If an Agent is in multiple sub-accounts with financial activity, one email with multiple PDF statements attached will be sent
The agent will receive a statement that only reflects their financial activity
Please keep in mind: To receive a statement, the recipient must be a BoldTrail BackOffice user, have at least one General Ledger transaction or recurring billing enabled, and be active at least once during the covered period.
To enable recurring monthly statements, go to Agent billing > Settings tab and switch the Send recurring statements toggle.
For admins: choose what the statement shows
In your Accounting > Agent billing > Settings, the Statement content has two choices:
Agent billing and commission activity: the statement shows both sections, billing and commission, with Billing, Commission, and Total balances across the top.
Agent billing only (default): the statement shows just the billing section and the Billing balance. The commission section and the Commission and Total balances are hidden.
Pick the one that fits how your brokerage reads statements, then choose Save.
Within this page, you also can adjust the sender name that will be displayed on the email and the email template (which can be created in the Fields > Email templates tab).
How the Email/Statement look like
For agents: reading your statement
Your statement shows what you were charged, what you owe, and (when your brokerage includes it) what you earned. It reads top to bottom.
Across the top, the balance boxes sum it up: Billing balance, Commission balance, and Total balance (billing and commission combined). On a billing-only statement, you see just the Billing balance and the billing section.
How do I generate, download, or email a statement for a specific period?
You can view and download any previous month's statement for a specific agent within their Agent Ledger. You can also generate and email a statement for a specific period for any user.
Go to Accounting > Agent ledger and select the user. Choose the Statements tab > Actions button > Generate statement option.
Choose the time period you want the statement to reflect and click Generate. From the opened tab, you can download or print the statement to any user using the dropdown button option at the right-top of the page.
Regenerating the statement
You can regenerate any statement, whether or not it shows the information icon.
Open the statement you want to bring current
Choose Re-generate
The statement rebuilds with the current figures and replaces the existing version. If it had the information icon, that clears.
Good to know: regenerating updates this statement to match the latest data. It doesn't reach back and invalidate every other statement in the chain. You bring a statement up to date when you need it current, on your terms.