This article will explore how to manage partner payouts & rewards using Coachbar. 

To begin, go to the 'Payouts & Rewards' section and click on 'Rewards Setup.'

A rewards setup is a set of rules that outlines how and when payments will be made. You can create a rewards setup by clicking on the arrow next to the "Rewards Setup" button, either by selecting a pre-made template we provided or by drafting your Rewards setup from scratch. Each template represents a specific scenario, and at Coahcbar, we plan to add more templates as new scenarios arise.

Creating a reward setup using a pre-built template (Outcome based)

Let's create a self-driven partner reward setup using the "Self-Driven Partner Program." To do this, click on "Use Templates" and then select "Use"

Note: Currently, we provide templates for only "Outcome" based reward setups.

When you click "Use," you'll see mandatory fields marked with an asterisk that must be filled in. These fields are located in the Reward Overview section.

Reward Overview

Rewards Calculation Interval: This setting allows you to choose how often Coachbar calculates rewards on won deals. For example, if you select "Monthly," the system will calculate the rewards on all won deals once a month.

Reclaim Rewards if Client Refunds: This feature allows you to retrieve the reward paid to a partner for a won deal in case the customer using your software is unsatisfied with the program and decides to discontinue its use. By using this setting, you can reclaim the reward paid to the Partner who brought the referral. If you select "yes," please provide a link or file containing the policy and procedures.

Eligible Partners

Under the "Eligible Partners" section, select which partners will receive the Reward setup you have created. 

You can view the selected partners via the above filters by clicking on the list of partners link.

You can use the Verify Overlap button to view other reward setups with already included selected partners.

Configuration

This refers to the stage at which the Payout will be made. Will it be made once the partners get a referral or a deal? Since we selected a template, the base will automatically be set to "Deal." And you can define either a fixed or percentage value for your rewards. If you have multiple products, you can enable "Rate per product" and define accordingly.

Once you have defined your reward rates, you may configure the calculation rules.

Calculation Rules

These are essential conditions that you can define so that Coachbar understands when, where, and at what point rewards should be calculated. You can define as many rules as you need.

You can have multiple main rules, and each main rule can have up to four sub-rules. All sub-rules work together using AND logic, while every main rule works together using OR logic.

For example, The system will select either Rule 1 or Rule 2 based on the available referral and deal stages. Once a main rule is chosen, rewards will be calculated for referrals/deals according to all of the sub-rules.

Once everything is configured, Click on Save & Close and make sure to activate the reward setup.

Creating a reward setup from scratch (Performance / Outcome based)

Using the "Reward setup from Scratch" option allows you to customize your own reward setup, tailoring it to be outcome-based or performance-based.

To begin, please select the "Reward setup from Scratch" option.

You will see a pop-up where you can select the type of reward. In this section, we will discuss the Revenue-Based Reward.

Once clicked, you will see a setup similar to the outcome-based section. Fill in all mandatory details and proceed.

The difference lies within the Configuration. Let's have a look at this now!

Configuration

Since we selected the reward type as a revenue-based reward, you will need to choose a parameter for accounting for the revenue amount. Choosing "Deal" would mean that you are accounting for the revenue per deal, whereas choosing "Accumulated" would mean that you are accounting for the total revenue from all deals.

Once everything is configured, Click on Save & Close and make sure to activate the reward setup.

Different parameters based on Reward types

Quota based rewards

If "Quota-based reward" is selected as the base, you will need to choose between the Source, Referrals number, Or Deals number.

• The source refers to where the Quote came through, i.e., Manual, Import, Partner, etc.
• Referrals number refers to the number of leads generated
• Deals number refers to the number of deals generated
  
  

Product Target Reward

If "Product target reward" is selected as the base, you will simply need to select one of your products and proceed ahead.

Tiered Reward

Rewards to Approve

The rewards to approve section is where you can see the calculated rewards based on active rewards setups.

Rewards are broken down into three main sections: All rewards, Rewards to Approve, and Estimated Rewards.

Estimated Rewards Tab

In the "Estimated Rewards" tab, you can find the estimated value for each partner based on the relevant reward setup. The page also displays the date when the calculations were estimated. If there have been any changes since then, you can recalculate by clicking the estimate button. 

Note: this can only be done once a day.

Using the provided filters and customizable table options, you can tailor the table to meet your business needs.

Rewards to Approve Tab

This tab displays all rewards pending administrative approval and allows for the implementation of all customizations mentioned in the "Estimated Rewards" section.

View, Edit, and Manage Partner Rewards

Let's open a partner's profile by clicking the name.

Once clicked, you will see this view.

Total Rewards: This displays the total rewards accumulated by the Partner from various Reward setups.

Even though there is a fixed reward, you can manually adjust it by increasing the transaction value. For example, in the image below, the initial deal amount is A$11,111(10.), and the system-calculated reward amount is A$1111 (10.)

But if the actual Deal amount is A$12000, the calculated reward should be revised to A$1200. In that case, you may use the Transaction column and mention the actual deal amount to calculate the revised rewards value, as below.

Then, we can decide to approve, hold, or reject the calculated reward from the drop-down available under the Status column.  

If a change is made, please use the "Send inquiry" button to notify the Partner.

Use the notes tab under the "View inquiries" button to include any internal notes for reference.

Edit partner-level rewards as a bulk.

To efficiently manage rewards at the partner level, bulk editing and importing can streamline the process. Start by downloading the TransactionExport CSV file, ensuring the data format is correct, and that the original column headers remain unchanged. Edit the file as needed by filling in the Transaction Amount field for each relevant entry. Once the edits are complete, save the file as a Rewards CSV and proceed to upload it using the import functionality. Remember, a maximum of 100 lines can be uploaded per CSV file, so ensure all data is accurate and formatted correctly before importing.

Confirming Rewards for Payouts

Once all changes are made and all rewards have a status such as Approved, On Hold, or Rejected, a new button labeled Confirm will become visible. You can then click the Confirm button to indicate that the rewards have been moved to the Payout section. No further edits can be made after this point. In the Payouts section, the invoice is generated according to the schedule set by the Software Provider (SP). Once the invoice is generated, it is sent to the Technical Advisor for approval. After approval, the Software Provider (SP) manually processes the payment.

Note: The payout feature will be released soon.

Import Transactions

To import transactions in bulk, start by downloading the TransactionExport CSV file and ensuring that the data format is correct. Do not alter the original column headers, as this may cause import errors. Next, fill in the appropriate values in the Transaction Amount field for each row. Once the data is complete, save the file and proceed to upload it using the import function. Keep in mind that a maximum of 100 reward lines can be uploaded per CSV file, so double-check the data for accuracy and formatting before importing.

Clawback & Import Refunds

Clawback refers to the return of money, which requires a valid reason—usually a refund. Therefore, clawbacks cannot be uploaded directly. Instead, refunds can be uploaded on the Rewards screen, and the clawback amount will be calculated based on the refund amounts provided.

To import refunds in bulk, start by downloading the Refund CSV file. Fill in the required fields, including Deal ID, Partner, Email Address, and Company. Enter the refund details by completing the Product Refund (In Base Currency) and Refund Total (In Base Currency) fields. Once all the data is accurately entered, save the file and upload it using the import function. Ensure that all information is complete and properly formatted to avoid errors. Remember, a maximum of 100 refund lines can be uploaded per CSV file.

If you need further assistance, please contact our dedicated customer support team at [email protected], who will assist you with anything else you need. We take pride in providing exceptional service experiences, and our commitment to client satisfaction is at the heart of everything we do.