Agents - Agent Reconciliation

Agent reconciliation calculates the amounts owed to each agent based on billing transactions completed during a given period, and produces a reconciliation statement for review and approval.

Navigate to Agents → Reconciliation.

Reconciliation can be triggered manually or runs automatically at the close of a billing cycle, depending on your configuration. A reconciliation period corresponds to a billing period — when a billing cycle closes, the transactions from that period are used to calculate agent earnings for all agents assigned to accounts with activity in that cycle. Confirm your billing cycle configuration with your administrator to understand when reconciliation periods open and close in your tenancy.

The Reconciliation screen lists each agent as a row, with columns showing the reconciliation period, total transaction value for that period, the calculated earnings based on the agent's rate, and the current reconciliation status. Click any agent row to expand the transaction breakdown, showing each individual billing transaction that contributed to the agent's earnings for the period.

Review the transaction breakdown for each agent before approving. Confirm that the transactions listed match the expected billing activity for the period. Once satisfied, click Approve on the agent's reconciliation row. Approving locks the period for that agent — no further changes can be made to their reconciliation total for the closed period. Once all agents in a period are approved, the period itself can be locked.

Each reconciliation record has one of four statuses. Pending — the period has closed and reconciliation data has been generated, but has not yet been reviewed. In Review — the reconciliation is being actively reviewed. Approved — the reconciliation has been confirmed and the period is locked for that agent. Exported — the reconciliation data has been exported to payroll or accounting, completing the cycle.

Once a reconciliation period is approved, the data can be exported for payroll processing or accounting integration. Use the Export function on the Reconciliation screen to generate a CSV or structured export of the approved agent earnings for the period. The export includes agent name, period, transaction totals, rate applied, and calculated earnings.

No transactions in period. If an agent has no billing transactions in a period, they will still appear in the reconciliation list with a $0.00 total. This is expected behaviour — the agent record is included for completeness and to confirm the absence of transactions is intentional rather than a configuration error.

Retroactive billing. Transactions backdated to a period that has already been approved and closed are not reopened. Instead, the backdated transactions are included in the next open reconciliation period. If a correction is material, contact your administrator to assess whether a manual adjustment is required.