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Affiliate Billing Handover
At the end of every month, we need to check that the affiliate has correctly charged us per the amount of leads sent the previous month. We do this in a few ways: 1. Progress Reports (which we have per affiliate) 2. Sigma Report (which calculates the percentage of how many leads we’ve paid for) 3. Invoices from the Affiliates. Below the process of where these documents are held and how to read them will be explained in depth.
Progress Reports:
Currently, each Affiliate has its separate document called a “Progress Report” that they update monthly with the following information:
Billable Leads = How many leads we are getting charged for
Replacements Delivered at No Charge
Bonus Leads Delivered at No Charge
Leads Delivered Total = Total Billable Leads+any bonus or replacement Leads
Leads Ordered
Lead ID
Customer Name
Campaign Name = Affiliate Campaign Name
Filter Question = How many filtered questions were on each campaign
Profiling CQ’s (Total) = How many profiling questions were on each campaign
CPL (universal CPL)
Upcharges (Filtered Question) = How much we were charged per question
UpCharge (Profiling Question) = How much we were charged per question
Total CPL
Total Spend = Billable Leads x CPL
The Affiliates are meant to send this by the 3rd of every month. I typically send out reminders a few days before just to ensure we have these progress reports in hand by then.
Once the Progress Reports are sent in by the affiliate at the beginning of every month they are saved in the following folder by year:
MRP (Intent Macro) (The client has yet to receive this as we are running one program, once we start to ramp up we will use this report. Request billing from them for now).
Account Media (At this point this client has not started to fill out this form as we have no programs with them!)
Sigma Report
When the Progress Reports are received please immediately save them to the above folder by affiliate.
Send an email to Dotan (dotan.sadka@peerspot.com) with the affiliate name and the word report following:
TA Report / Infuse Report / Account Media Report
This will trigger a process whereby the progress report data is populated in Sigma within a matter of minutes. Once you receive an email from Dotan saying “TA Updated’ / “Infuse Updated” / “Account Media Updated” then you know the Sigma report is ready for review.
Link to Report: Billing By Affiliate
The report gives us insight into the following:
Required Leads = This information is brought in from the affiliated site campaign
Delivered Leads = Complete total of leads generated for this campaign (including replacements, bonus, and billable leads)
Billable to Date = How many leads were we charged for within the requested period of time
Billable % = This field should always be at 100% (for completed campaigns) or lower (for “in progress” campaigns. If this field appears in red: first make sure that the site campaign has the correct lead goal attributed to it then double-check with the affiliate that we haven’t been overcharged MoM.
Monthly Billable = When viewing the report on a month-to-month view this column will exactly match the “Billable to Date” column.
Monthly Spend = How much we paid for the “Billable Leads” over a month.
Please note that this could involve some back and forth between the affiliates, in a typical month minor back and forth may happen and if the affiliate does change the billable lead amount please ensure that it is also changed on the correct progress report so Ariel can re-upload it correctly to Sigma.
Invoice
Once the Sigma and Progress Reports are clean we ask the affiliates to send us their invoice (note that Infuse sends their billing at the same time they send the progress report, this is typically fine as we don’t usually have issues with their progress reports!), once we get the invoice we need to look it over to make sure that it matches with the progress report and sigma. We then save said invoice by year and month (“rename” the billing invoice to include the name of the Month that the invoice is for) in the following folders according to affiliate:
Once the billing has been confirmed that it is correct and matches the programs delivered that month, write back to Jonny saying that the billing has been approved and is ready for finance to pay. Once the payment is confirmed also add the following details to the Delivery Budget Sheet.
Use this report to fill out the Budget Sheet.
Info is missing for MRP- fill it out manually:
Number of Leads - You can find the number of leads in the progress report “billable leads” column
Spend - You can find this on the invoice (total owed)
Avg CPL - This is spend divided by the number of leads
Unit Price - This is “sum(billable leads * unit price) / sum(billable leads)”
Gross Margin - This is “(unit price - avg cpl) / unit price”
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