Application Support:Affiliate Billing

From HasOffers

Easily manage affiliate payments with affiliate billing. All affiliate billing management is located under the Affiliates tab and then select Affiliate Billing. Affiliates earn revenue marketing your offers. Based on the invoice frequency, invoices are created for the selected time frame. Only invoiced amounts are reflected in affiliate balances. Un-invoiced activity isn't including in affiliate billing. When you are ready to pay an invoice, use one of the many payment options to pay the invoices. You can pay one or multiple invoices at once. Paying invoices creates a payment which includes payment details.

View Affiliate Balances

To view affiliate balances, hover over the “Affiliates” tab and select "Affiliate Billing". This page lists current balances for affiliates balances. Balances include only unpaid invoices. Click on the "Affiliate" column heading to sort Z – A; click again to reverse. You may also sort by “Invoices Frequency”, payment "Method" and “W-9”. Negative balances, noted by parentheses ( ), mean that you have a credit balance with your affiliate and nothing is owed.

View Affiliate Billing History

To view an affiliate’s Billing History, hover over the “Affiliates” tab and select “Affiliate Billing”. Click on the affiliate’s name in the “Affiliate” column. Here, you can view all of the affiliate’s Invoices and Payments as well as the Outstanding Balance. The Outstanding Balance includes all unpaid invoices (invoices minus payments). Each Invoice is recorded as a positive number, while each Payment is recorded as a negative number noted by parentheses ( ). If your Outstanding Balance is negative, noted by ( ), then you have a credit with that affiliate.

Billing Preferences for Affiliates

To set billing preferences for affiliates, hover over the “Affiliates” tab and select “Affiliate Billing”. Click on the affiliate account and select “edit” next to Billing Preferences. Edit the Invoice Frequency, Preferred Method, and payment details.

Invoice Frequency

Invoice frequency determines how often invoices should be created for affiliates. Once an invoice is created, a payment can be made. When auto-generate invoices is enabled, invoices are generated automatically based on the invoice frequency setting for each affiliate.

Weekly: Invoice is auto-generated weekly on Mondays for the prior week.
Bi-Monthly: Invoice is auto-generated weekly on Mondays for the prior two weeks.
Monthly: Invoice is auto-generated monthly on the 1st of each month for the prior month.
Two Months: Invoice is auto-generated monthly on the 1st of day after two months.
Quarterly: Invoice is auto-generated every three months on day after the end of the quarter.
Manual: Invoices are NOT auto-generated. All invoices for this account must be manually created.

Payment Method

The method that the network is going to use to pay affiliate. Employees makes this determination in their admin interface. Depending on what is set for the affiliate, the affiliate can specify the details for the method. Then when invoices are paid, the selected payment method will be used.

Check: Pay affiliates by check. Your accounting / billing department will need to write checks and mail them to affiliates. Affiliates will have to provide Payable To (name on check) along with mailing address to send the check.
Direct Deposit: Send payment to affiliates by direct deposit. Your accounting / billing department will need to setup the direct deposit. Affiliates will have to provide the Account Holder, Account Number, Bank Name and Routing Number.
Wire: Send payments to affiliates by wire. Your accounting / billing department will need to send the electronic wire transfer. Affiliates will have to provide the Beneficiary Name, Account Number, Bank Name, and Routing / ABA number (domestic wires) or Swift number for (international wires).
PayPal: Pay affiliates with Paypal. Affiliates will have to provide a valid PayPal email address. Invoices for affiliates that have their payment method set to PayPal can easily paid by exporting payment data and uploading it into PayPal to send mass payments.
Payoneer: Pay unpaid invoices for Affiliates that have payment method of Payoneer. Affiliates have to register with Payoneer and get an approved account. Once their account is approved, they can be paid with Payoneer. Payoneer allows networks to fund their Payoneer account (pay one person) and then Payoneer will send payment amounts to affiliates' Payoneer accounts. Affiliates can access these funds from MasterCard debit cards.
Other: Store information on another method to pay affiliates.

Billing Invoices

Affiliate invoice record how much a network owes an affiliate. The invoice captures stats for a selected period of time and generates an invoice for it. This is almost like a bill - how much an affilaite is owed. You can manual create them or streamline the process by enabling auto-generate invoices. You can also use advanced payment features to pay them.

Create Invoice

To create an invoice, hover over the “Affiliates” tab and select "Billing Invoices". Click the "Create Invoice" link on the far right. Simply select the account from the drop down menu that you would like to create an invoice for. (Shortcut: once you’ve clicked on the drop down menu, you can begin to type the account name.) Enter the start and end dates and select "Recompute Invoice". You can create a memo to the affiliate and add personal notes to keep track of invoice details, special circumstances or any other specific details that should be noted. Click “Create” at the bottom to save the invoice in the affiliate’s Billing History. Invoices that are created and unpaid will be included in affiliates' balances.

Manually Generate Invoices

If your billing departments reviews conversions and needs time after an invoice period to verify conversions, then you can manually generate invoices. Instead of having the invoices automatically generated the day after the last day of the invoice period, you can manually generate invoices. These allows your network time to review statistics and make adjustments before invoices are generated. On the Billing Invoices page, select Generate Invoices.

Select the date to run generate invoices. To generate invoices for last month, select the last day of the month. To generate invoices for affiliates with invoice frequency set to weekly, select the last Sunday of the week. The invoice generation script uses the specified date when analyzing affiliate billing history and creates invoices for all affiliates that have invoices ending on the date based on their invoice frequency.

Auto Generate Invoices

Its recommended to have affilaite invoices auto-generated. You can enable this feature from the Affiliates settings Affiliate Billing. Hover over the Company tab, select Customize Application, click on the link for Affiliate Settings and then scroll down to Affiliate Billing. Invoices for affiliates will then be generated automatically based on the Invoice Frequency. This streamlines affiliate billing, as invoices are automatically created.

Edit an Invoice

To edit an invoice, hover over the “Affiliates” tab and select “Billing Invoices”. Default search fields are “All Time” and “Show Only Unpaid Invoices”. You can define these by selecting the drop down menus and select “Go”. Click the Invoice you would like to edit in the Statement Column. At the bottom, under Details History, you can add or subtract Conversions and Payout. Select “Update” if you’d like to save these changes. Note: Editing an invoice is different than adjusting conversions. Editing an invoice’s Conversions or Payout only affects the particular invoice. When you use the Adjust Conversions feature, only stats are changed for un-invoiced activity. Adjusting Conversions does not update amounts on invoices.

Delete an Invoice

To delete an invoice, hover over the “Affiliates” tab and select “Billing Invoices”. Default search fields are “All Time” and “Show Only Unpaid Invoices”. You can define these by selecting the drop down menus and click “Go”. Select the Invoice you would like to delete in the Statement Column. Select “Delete Invoice” in the top right. This invoice will now be deleted from the affiliate’s Billing History.

Pay Invoices and Make Payments

To quickly record payments for multiple invoices and affiliates, click the Make Payments from the Invoices page or Pay Invoices from the Payments page. Affiliate accounts that have a negative balance are not shown. Review the payment Method, Date of payment, Amount and/or Memo before you select “Pay”. By selecting “Pay” next to each outstanding balance, this will generate a Payment in the affiliate’s Billing History and marks all invoices as paid.

This function is for record keeping only. Your affiliate is not paid until you actually send payment. If an Outstanding Balances doesn’t look correct, click “Billing History” next to the affilaites’s name to view all invoices and payments. There, you can add/delete any statements to change the balance. Remember the balance only includes the sum of unpaid invoices.

Pay Invoices with PayPal MassPay

Anyone with a Premier or Business PayPal account can send multiple payments instantly through PayPal MassPay. With HasOffers, you can export all of your payment information into PayPal’s MassPay File Format. Hover over the “Affiliates” tab, click "Billing Invoices" and then click the link for “PayPal”. All affiliate accounts with PayPal saved as the preferred payment method can be exported. You may then select the balances that you would like to export by checking the box next to each affiliate account. Check the top box to select all. You can can filter the results by Invoice Frequency. If you have Multiple Currencies enabled, you can convert the amounts to a specific currency. PayPal only accepts payments to be sent in one currency (not multiple). The invoiced amount is converted based on the current exchange rate. The Final Amount is the amount that the affilaite will be paid based after the currency exchange.

Before you export the data, you can select the payment options to generate Payments and the status of the Payments. If you are going to immediately send the mass payments with PayPal, its recommended to generate Payments set to status of Success so that affiliates can see that they should have received payment. Once ready, click the Export button and save the file. Then upload the data file into PayPal.

Pay Invoices with PayQuicker

PayQuicker is the best payment service for affiliate networks. In order to provide PayQuicker as a payment option for affiliates, you will need to setup a master account with PayQuicker first. Once setup, PayQuicker will provide you with an affiliate signup link that will need to be included in affiliate billing settings. Affiliates will then be prompted to signup with PayQuicker so they can receive payment. At the end of a billing period, mass payment can be sent to all affiliates that have the billing preference set to PayQuicker. Learn more about PayQuicker at http://www.payquicker.com.

To pay outstanding invoices to affiliates that have the payment method of PayQuicker selected, hover over the Affiliates tab, select Billing Invoices, then click the link for PayQuicker. This page sums unpaid invoices by affiliate that have their payment method set to PayQuicker. Select the affiliates you want to pay and click export. Payment receipts will be automatically generated and updated with PayQuicker. After saving the Excel file and upload it into your PayQuicker admin interface. PayQuickeronly allows payments to be made in USD. If there are invoices for multiple currencies, amounts in foreign currencies will be converted to USD using the current day's exchange rate.

Pay Invoices with Payoneer

Use Payoneer's services to streamline affiliate payments. Networks have to setup an account with Payoneer. Networks can then fund their Payoneer account. Then mass payments can then be sent to all affiliates registered with Payoneer. Learn more about Payoneer at http://www.payoneer.com.

The payment method of Payoneer has to be enabled in the Affiliate Billing settings. Once enabled, affiliates with this payment method will be prompted to register with Payoneer. After they're approved, they can be paid via Payoneer. To make payments via Payoneer, hover over the Affiliates tab, select Billing Invoices, then click the link for Payoneer. This page sums unpaid invoices by affiliate that have their payment method set to Payoneer. Select the affiliates you want to pay and click export. Payment receipts will be automatically generated and updated with Payoneer. After saving the CSV file, upload it into your Payoneer admin interface. Payoneer only allows payments to be made in USD. If there are invoices for multiple currencies, amounts in foreign currencies will be converted to USD using the current day's exchange rate.

Export Invoices to Quickbooks

Export invoices to Quickbooks for accounting. Invoices are entered into Quickbooks as bills. Use the filter options and check boxes to select the invoices to export. You will want to ensure you do not import duplicate data into Quickbooks. The debit and credit accounts allow you to specify the names of the accounts used in your Quickbooks. Data is exported in IIF format.

Billing Payments

Payments record when payments are made to affiliates and provide details on how and when. Hover over the “Affiliates” tab and select "Billing Payments".

Create Payment

Click the "Make Payment" link on the far right on the Billing Payments page. Simply select the account from the drop down menu that you would like to record a Payment for. (Shortcut: once you’ve clicked on the drop down menu arrow, you can begin to type the account name.) Enter the Date of payment, Payment Method, details and click “Pay”. This Payment will now be recorded in the affiliate’s Billing History. Remember to mark any unpaid invoices as paid at the bottom of the screen if applicable. This is for record keeping only; your affiliate is not paid until you actually send payment.

Edit a Payment

To edit a payment, hover over the “Affiliates” tab and select "Billing Payments". Default search fields are “All Time” and “Show All Payments.” You can define these by selecting the drop down menus and click “Go”. Click the Payment you would like to edit in the Statement Column. Make your changes to any fields. Click “Update” if you’d like to save the changes.

Delete a Payment

To delete a payment, hover over the “Affiliates” tab and select "Affiliate Payments”. Default search fields are “All Time” and “Show All Payments”. You can define these by selecting the drop down menus and click “Go”. Click the payment you would like to delete in the Statement Column. Select “Delete Payment” in the top right. This payment will now be deleted from the affiliate’s Billing History.

Export Payments to Quickbooks

Export payments to Quickbooks for accounting. Payments are entered into Quickbooks as checks. Use the filter options and check boxes to select the payments to export. You will want to ensure you do not import duplicate data into Quickbooks. The debit and credit accounts allow you to specify the names of the accounts used in your Quickbooks. Data is exported in IIF format.

Support Questions

No related support questions

Email this page to a friend or co-worker