Billing Group Setup

Billing Group Setup

darwin Cloud has a new feature for splitting bills: Billing groups. It makes it really fast to take a bill, put it in darwin Cloud, and divide it across lots of your offices automatically.

A Billing group is a selected group of your offices, with percentages next to each office. It can have an unlimited number of offices. You use a Billing group when you are entering bills. What the Billing group does is take the total of the bill, and it looks at the percentages next to each office, then it enters the bill and charges each office their fair share, according to the percentages.

You can setup Billing groups manually and manually enter the percentages you want to use. darwin Cloud has a powerful feature for figuring out the percentages for you.

Using the new Billing group wizard, you can pick from a wide variety of options for how to determine the “fair share” that each office in a group should pay.  When you are creating a billing group (or updating the percentages to use for a group), there are these options to choose from:

  • agent count
  • AGCI
  • Sides
  • Volume
  • New Listings
  • New Pendings

Because all of these variables can change over time, this new tool in darwin Cloud makes it easy to updates the percentages to the latest percentages - based on today’s agent count or the latest production number with just a few clicks

Set up Billing groups

There are two ways to add a new billing  group in darwin Cloud

  • Manual
  • modify billing group using wizard - faster way

Creating a new billing group the manually

  1. Click Company menu
  2. Click Billing group submenu
  3. Click new
  4. Enter a name for the new billing group
  5. Select company from the dropdown list
  6. Click save
  1. Click the line "click here to add a new row"
  2. Select an office from the dropdown
  3. Enter percentage

Repeat the process to keep setting percentages to offices. Tab thru to save each line items.

Keep doing this, until all offices are added and the percentages total up to a hundred percent.

  1. Click save

Creating a new billing group using modify billing group using wizard - faster way

  1. Click Company menu
  2. Click Billing group submenu
  3. Click new
  4. Enter a name for the new billing group
  5. Select company from the dropdown list
  6. Click save
  7. Click modify billing group using wizard hyperlink

The wizard opens, and jumps us to step 3, there is  a drop down, and all your offices are listed

  1. Check off few offices or;
  2. Click all to select all offices
  3. Click next

There are bunches of different ways people usually divide up expenses

  1. Click on any of the options on the right, auto-calculate percentages by:
    • darwin Cloud will figure out the math, and do the percentages based on whatever you picked
  2. Click next
  1. Click finish
  1. Click any grid to change any percentages if needed
    • upon modifying the percentages for different offices, ensure that total will still be 100%
  2. Click save

Agent count changes every month - darwin Cloud is doing the math based on the agent count for the current month.

Let's say user got some big bill that comes in every month, and it always has to get divided up by all offices.  It's supposed to get split up based on Agent count,  but agent count changes every month.

  1. Pick a group from the list
  2. Click modify billing group using wizard

Then, repeat steps 8 to 13 - it will show different percentages based on the agent count for that certain month.

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