What is Back Office?
Back Office powers the financial and operational side of a brokerage so every closed deal gets processed and paid out faster and can be reported on for a holistic view of your business outlook.
Use vouchers in Back Office to track all closing details and outstanding financials for a deal. Splits are calculated instantly from your transaction values and you can add commission plans into your system to automatically follow tiers for as many brokers and levels as you need.
You can also work in dedicated views of brokerage-wide deposits, payables, or receivables for bulk processing. Reports can be gathered on everything from expected payables to the number of prospecting calls being logged—giving you insights across every area of your brokerage.
Back Office powers more than just the end of your deal cycle. Vouchers are created during the Projects phase so they’re available for processing as soon as a deal closes. Your Pipeline forecasts your expected splits for all of your active deal predictions with commission data from Back Office. When vouchers are approved, you can generate comps for use in both your Database and Projects.
Process closing financials, manage brokerage-wide accounting and operations, and leverage data and reports throughout your entire deal cycle.
How do I use Back Office?
The Back Office tab is the central location for all things accounting and allows users to work seamlessly with predictions and estimates added to their Projects and Pipelines.
The Vouchers tab brings you to a complete list of all your brokerage’s deals and a way to quickly check their status. Individual vouchers provide users with a breakdown of transaction details via the main Voucher tab, a place to upload relevant documents and view related invoices via the Attachments tab, a place to leave notes about the deal via the Notes tab, and view changes made to the voucher via the History tab.
Similarly, the Deposits, Payables, and Receivables tabs give users a complete list of all money received, who the money goes to and any money owed on all of the brokerage’s deals.
Connecting the Back Office tool to your Database and Marketing efforts reduces data entry, maximizes efficiency and truly brings the process full circle.
Back Office Definitions
Brokers provide deal information to the back office when a deal is closed.
When a real estate transaction happens, a Broker is paid a commission as part of the deal. The commission is something that is negotiated as part of the deal and can be a percent of the transaction or a flat fee.
Receivables are payments you are expecting on a certain date. There may be more than one receivable based on the deal.
Outside Commission is where you record any commissions for any brokers who don’t work for your brokerage.
- Outside Broker is a broker from another brokerage who is working with you on this deal.
- Co-op Broker is the broker representing the other side of the deal. If you are selling a building, the co-op broker is representing the buyer.
Expenses that the brokerage wants to recoup now that the deal is done. There are deductions that happen on the voucher and affect all the brokers and there are deductions that only affect certain brokers.
- Voucher Deductions
Expenses incurred during the deal lifecycle that need to be paid back to the brokerage, e.g. marketing signs or dinners
- Broker Deductions
Expenses that only one broker incurred and needs to pay back. For example, a draw repayment
A loan that a brokerage pays a new broker so that they can live while they get up to speed. It’s expected to be repaid once you start closing deals.
A Broker divides their commission with the brokerage. The part that the brokerage keeps is called the House Split.
A Broker divides their commission with the brokerage. The part that the broker keeps is called the Broker Split.
Money that someone has paid you and needs to be distributed out to any brokers involved in the deal.
An invoice is a breakdown of what you are billing someone for. Send an invoice to collect the payment.
The amount of money that the brokerage has received and need to pay out to the brokers.
The amount of money that you have paid to your brokers. Deductions (if applicable) have already been removed. A payment has to apply to a payable.
With Back Office, you can tailor your commission plans to match your broker's commission structure with the brokerage. A plan could be as simple as a 50-50 split and it could also be more complicated with a tiered plan that incentivizes you to continue to sell. For example, a plan could be something like 50-50 for the first $100k of gross commission this year, then 60-40 for any commission after that.