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Manage agent expenses

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Learn how to manage agent expenses in MRI Vault, including adding expenses, generating invoices, and applying payments.

This article covers:

About agent expenses

Agent expenses allow you to track and manage costs associated with individual agents or users. These may include property advertising, business cards, or subscription fees. You can assign expenses to agents, generate invoices, and link them to commission statements.

View an agent’s expense ledger

Use the agent ledger to review all expenses and contributions for a specific agent.

To view an agent’s ledger:

  1. Go to: Financials > Advertising > Agent Expenses
  2. Select the agent/user from the drop-down menu
  3. Choose a display filter: Not Yet Invoiced, Last 30 Days, Last 60 Days, or All
    Agent-expenses.png
  4. The ledger will display all expenses and contributions for the selected agent

Add an expense (debit) for an agent

Add expenses to an agent’s ledger to track costs and generate invoices.

To add an expense:

  1. Go to Financials > Advertising > Agent Expenses
  2. Select the agent/user from the drop-down menu
  3. Click Add Expense (Debit) (bottom right)
  4. Enter the following details:
  • Date - Date of the expense
  • RefID - Optional internal reference
  • Expense - Select supplier and expense type
  • Total Amount - Auto-populated but can be edited
  • Less Company Contribution - Enter any company-paid amount
  • Notes - Add details for the invoice
  • Charge To - Defaults to the selected agent
    Debit-expense.png
  1. Click Save to add the expense
Tip: To edit an expense, click Edit next to the transaction.

Add an agent contribution for property advertising

If an agent agrees to cover part or all of a property’s advertising cost, record it as an agent contribution.

To add an agent contribution:

  1. Go to: The property profile
  2. Click the Financials tab > Advertising
  3. Click Add Payment (Credit) (bottom right)
  4. Enter the following details:
  • Date - The date you want to apply the credit/payment
  • RefID - Optional internal reference for tracking
  • Type - Select Agent Contribution
  • Agent - Choose the agent paying for the advertising
  • Total Amount - Enter the contribution amount
  • Invoice # - If linking to an existing invoice, select it here; otherwise, leave blank to include in a future invoice
  • Notes - Add any relevant details for the invoice
    Advertising-payment.png
  1. Click Save

The contribution will appear in:

  • The property’s advertising ledger
  • The agent’s expense ledger under Financials > Advertising > Agent Expenses
Note: To edit an agent contribution, update it from the property’s advertising ledger, not the agent expenses screen.

Generate an invoice for agent expenses

After adding expenses, you can generate an invoice for the agent.

To generate an invoice:

  1. Go to: Financials > Advertising > Agent Expenses
  2. Select the agent and choose a display filter
  3. Click Generate Invoice
  4. Complete the invoice details:
  • Assign - Link to an existing invoice or create a new one
  • Header/Footer - Select trust account and footer if applicable
  • Include - Tick the expenses to include
    Create-invoice.png
  1. Click Create Invoice

The invoice will appear in the Invoices section, where you can print, email, or delete it.

Print-invoice.png

Add a payment (credit) to agent expenses

Record payments received from the agent or company.

To add a payment:

  1. Go to: Financials > Advertising > Agent Expenses
  2. Select the agent and click Add Payment (Credit) (bottom right)
  3. Enter the following details:
  • Date - The date you want to apply the credit/payment
  • RefID - Optional internal reference for tracking
  • Type - Select Agent Contribution
  • Agent - Choose the agent paying for the advertising
  • Total Amount - Enter the contribution amount
  • Invoice # - If linking to an existing invoice, select it here; otherwise, leave blank to include in a future invoice
  • Notes - Add any relevant details for the invoice
    Advert-credit.png
  1. Click Save

You can include this payment in a new invoice or link it to an existing one.

What's next?

Learn how to link an agent’s expense invoice to their commission statement to streamline financial reconciliation.

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