How to Pay Out Agency Fees

Overview

Your commission is collected from rents, invoices and charges as they happen, and it builds up in your fee ledgers. Paying out fees moves that money out of your trust account and gives you the payments file to load into your bank.

Paying out your fee ledgers covers checking your balances, paying them out, and generating the payments file.

Part paying a ledger covers taking only some of a balance instead of all of it.

Pay out your fee ledgers

1
Check your balances
Go to Financials → Fee Payouts, and stay on the Available tab. The Fee Ledger Balances table lists each Ledger Type and the Amount sitting in it, with a Total row at the bottom. These are the balances you can withdraw from your trust account.
2
Pay out the fees
Tick the ledgers you want to pay, then click Table Actions above the table and choose Pay out fees. Only ledgers with a balance can be ticked, and the Total row can't be selected. Each ledger you ticked becomes a payout on the Pending tab and its balance clears from Available.
3
Generate the payments file
Open the Pending tab, tick the payouts, then click Actions and choose Download CSV. Keyhook builds the payments file for your bank and downloads it, ready to load into online banking. This is also what sends your fee remittance, so generate it even if you pay another way. Once the payment comes through your bank feed and is reconciled, the payout moves to the Reconciled tab.
Part pay a ledger
1
Enter the amount
Go to Financials → Fee Payouts → the Available tab. Find the ledger, click the three dots in its Actions column and choose Part Pay. The window shows that ledger's current balance. Type the amount into Amount to pay and click Pay. The amount can't be more than the balance.
2
Generate the payments file
Open the Pending tab, tick the part payment, then click Actions and choose Download CSV, the same as a full payout. The rest of the balance stays on the Available tab.

Frequently asked questions

I can't see Fee Payouts in my Financials menu?

Financials → Fee Payouts is only shown to Principal and finance users. If it isn't in your menu, ask a Principal in your agency to run the payout or to update your permissions.

I paid out the wrong ledger, can I undo it?

Yes, while it's still pending. Go to Financials → Fee Payouts → the Pending tab, tick the payout, click Actions and choose Delete Payouts. The balance goes back to the Available tab. A payout with money reconciled against it can't be deleted.

Related articles

  • Remittances → Covers the fee remittance that goes out when you generate the payments file, and how to turn it off.
  • Fees and Trust Accounting → Where the fee rates that build these balances are set, and where your current account is entered.
  • Pay Owners → The owner payrun, which is a separate process from paying out your fees.
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