x Affiliate Payments

Preparing to Process Affiliate Payments

Last Updated:  14th July 2025 LC

Task Frequency: Monthly

Estimated Time: 30 mins max (depends on # of sales from affiliates) 

Who is responsible: 

• Team: (Steps 1, 2, 3 and 5))

• Bookkeeper/ WW Office (Step 4)

STEPS - as of 14th July 2025:

1. 1st of each month: run a report and update the spreadsheet with any affiliate payments

2. 15th of each month: check if any affiliate payments are payable  (maybe need column on spreadsheet to track). 

3. Advise Sandy of any affiliate payments to approve

4. Sandy checks and approves on the spreadsheet (sometimes payments may not be approved for cashflow purposes)

5. Sandy lets VA know that payment/s for affiliate/s have been approved

6. VA sends an email to the affiliate with the invoice - scroll down to E01 for the email copy to send if it's the first time to send the invoice and to E02 for the email copy to send if it's the 2nd and succeeding payments  -ONLY affiliates whose payments have been approved receive an email

7. Give Sandy a task to transfer funds

8. Sandy transfers and then advises VA, VA then updates the affiliate spreadsheet

As of 30th April 2025 - making payment:

• Pay the affiliate 1.5 months after, on the 15th

• Payment will always be made through BT for Australians

• For US, it will be Wise

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TEAM

Step 1: Open Affiliate spreadsheet

Open most recent Affiliate Payment spreadsheet from Dropbox: 01. Jan 2025 ELITE Affiliate Payout
Saved here: Dropbox> 2022 Virtual Assistant Team> PRODUCTS> ISCA> Affiliate> Payments

Each time the spreadsheet is updated you must add your name and date to the top of the spreadsheet

Write date, Month, Year (include the NAME of the month so no confusion) 25 March 2025:

 To update the spreadsheet you'll need to run the affiliate report from Infusionsoft. 

First, update the column of affiliates paid in the last month by recording their payments in Infusionsoft (Step # below). 

Step 2: Run affiliate report in Infusionsoft

Login to www.qs101.infusionsoft.com using your UN and PW. 

Using the most current Spreadsheet from Dropbox, reflect in column each 

Team will update the report in columns B-J

Log into Infusionsoft at qs101.infusionsoft.com

CRM > Referral Partners > Referral Partner Reports > Referral Partner Ledger

Step-by-step video in Dropbox here: 

Dropbox > WW Operations Manual 2017 > Affiliate Program > Affiliate Training Videos > [SF] How to run Affiliate Reports

• Entries in green, top of the spreadsheet are payable

• Past due or not payable entries yet, middle of the spreadsheet

• Paid or complete, move to the bottom

**Rules for getting paid -  Double Check Before Updating Spreadsheet: 

1. Double check whether there is a duplicate record and if so merge them:

• Type the name of the contact in "Find a contact" field on the top right and click Enter

• If there are 2 or more records, click on the pencil sign next to their email addresses and check their email addresses status. Remember which email address is double opted in, single opted in or hard bounced.

• Check the checkboxes for 2 records at a time and click on Actions button, choose Merge Duplicate Records action.

• Now overwrite the email address - single opt-in with double opt-in, hard-bounce with single/double opt-in. Check all other info and overwrite any other info if needed.

• If you have more than 2 duplicate records, click Merge and Return to Search and repeat for the rest of the records.

• If you have only 2 duplicate records, click Merge and View Contact.

2. An affiliate cannot receive a payment for an order they've made themselves - check that the name of the affiliate partner does not match the name of the Lead or the address is not the same

3. Check each affiliate payment is not past due or owing money on any order from the company. If the affiliate owed commission is past due on any product or program they must be emailed and we suggest they offset their affiliate payment against their outstanding product/program payment LINK TO SAMPLE EMAIL

4. Double check that the affiliate and lead do not have the same mailing or billing address or similar name (we do not allow affiliate to purchase through their own affiliate link)

5. VA creates the invoice for affiliate payments:

• The first time we pay someone, we send and ask the affiliate to fill in the invoice that they will need to send it back to us (so we have all their details)

• After the first payment, the VA will use the affiliate’s original invoice details to create each future affiliate commission invoice.

• When we send their payment, we also send them a copy of the invoice

• We need to keep a copy of all affiliate invoices on file:
  2022 Virtual Assistant Team > PRODUCTS > ISCA > Affiliate > Payments > Invoices Sent

• The invoice templates are saved in this Dropbox folder:
  2022 Virtual Assistant Team > PRODUCTS > ISCA > Affiliate > Payments > Invoice Templates

• Before sending the invoice to the affiliate:

  • Update the invoice number at the top

  • Remove the 'US Residents' or 'Australia Residents' at the top

6. Once the spreadsheet is complete, let Sandy know in Basecamp so she can finalise payments:

• Sandy will check if the affiliate is payable – Sandy marks this in column K
  Y for Yes
  N for No

• If yes, Sandy will process the payment

  • Sandy actions payment by:
    1. Opening latest Affiliate payment spreadsheet
    2. Checking invoices to be paid on spreadsheet with invoices in dropbox
    3. Log into Paypal > Tools > Send Money > Pay for Goods or Services.  Enter details including invoice number and message thanking them.  Select payment method (from Bank account if Aust $ from PP if USD)
    4. Once Payment has been made Sandy updates spreadsheet - Date Paid, Paid by INITIAL, Paid CT PP Chq

• Once paid, Sandy will add the payment date in column L

• Sandy will write her initials in column M to confirm it's done

VA

Once Payment has been completed (when you are updating spreadsheet just prior to 15th) move that Affiliates payment record (line) to the top of the affiliate Paid and Finalised Section and turn Black

Update the spreadsheet with your name and date and save document.

VA will update Infusionsoft of all payments completed to affiliates (See Step 5 below)

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E01. Affiliate Payment Email

Subject: Banking Details for Affiliate Payment

Hi NAME,

Thanks for being part of the Inspired Spirit Coaching Academy affiliate program, we truly appreciate your support in helping us inspire and empower others through our work.

Our tax laws require us to collect a few key details before we can proceed with payment.

Could you please provide the following information at your earliest convenience so we can process the next affiliate payments:

For payments to a United States (USD) account, we’ll need:

• Full Name

• Full Address (no P.O. boxes, please)

• Bank Account Number (typically 4–17 digits)

• 9-digit ABA Routing Number (ACH or Wire)

• Account Type (e.g. checking or savings)

Once we have this information, we’ll finalise the transfer.

If your account is based in a different country, please advise and I will find out if we need different info from you.

Let me know if you have any questions, I’m here to assist you.

Thanks so much.

Ava
Support to Sandy Forster
Bestselling Author, Speaker & Prosperity Mentor
Founder of  www.InspiredSpiritCoachingAcademy.com
Host of the Wildly Wealthy Women Podcast

E02. Affiliate Payment Email - updated 30.April.2025 - v1

Subject: ISCA Affiliate Payment

Hi NAME,

We’re excited to let you know that your affiliate payment for Inspired Spirit Coaching Academy is being processed. Congratulations and thank you so much for your wonderful referral!

Your support means the world to us, and we're so grateful to have you behind us . It’s because of passionate partners like you that we’re able to reach more incredible women (and a few enlightened men) around the world who are ready to transform their mindset, step into their power, and create a coaching business they are passionate about.

We’ve attached your invoice for your records, can you just shoot me a quick email to confirm all details are still current and correct.

If you’d like any additional graphics, copy, or support materials to help boost your affiliate sales moving forward, just let us know, we’d be more than happy to create them for you.

Thanks again for being such an important ISCA affiliate!

Let me know if you have any questions, I’m here to assist you.

Ava
Support to Sandy Forster
Bestselling Author, Speaker & Prosperity Mentor
Founder of  www.InspiredSpiritCoachingAcademy.com
Host of the Wildly Wealthy Women Podcast

E02. Affiliate Payment Email - updated 30.July.2025 - v2

Subject: ISCA Affiliate Payment

Hi NAME,

We’re excited to let you know that your affiliate payment for Inspired Spirit Coaching Academy is being processed. Congratulations and thank you so much for your wonderful referral!

Your support means the world to us. It’s because of inspiring partners like you that we’re able to empower more women (and a few enlightened men) across the globe to shift their mindset, rise into abundance, and build a freedom-based coaching business they truly love.

You’ll find your invoice attached for your records.

Want to earn more commissions? Here’s what’s coming up:

To help you share ISCA even more effectively, here are a few updates and promotions to take advantage of:

• 1st August – Current Pricing Ends: The investment will increase after this, so it’s a powerful motivator to act now.

• 20th August – ISCA Welcome Call: Perfect time to join so new students feel instantly connected and supported.

• Any new enrollments before the pay-in-full bonus of Sandy's manifesting program, Divine Money Manifesting, is removed will receive it absolutely free!

If you’d like fresh promo graphics, suggested emails or posts, or anything else to help boost your referrals, just let us know, we’re more than happy to help.

Thanks again for being such a valued part of the ISCA family. We love having you on this journey with us!

With so much gratitude,

Ava
Support to Sandy Forster
Bestselling Author, Speaker & Prosperity Mentor
Founder of  www.InspiredSpiritCoachingAcademy.com
Host of the Wildly Wealthy Women Podcast

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Update Affiliate payment record in IFS

1. Before running the next month report, prior to the 15th, update the past month payments in Infusionsoft as follows:  

Video Training is in Dropbox here:

Dropbox > WW Operations Manual 2017 > Affiliate Program > Affiliate Training Videos > WW - How to Update Affiliate Payments in IFS

2. Log into Infusionsoft at qs101.infusionsoft.com

Open the Referral Partner Ledger (detailed on this page under Step 2).

Find the affiliate who has been paid and click on View Ledger 

3. Inside the ledger click on "Create Payment" for a new payment or "Edit" to change and existing one. 

4. Enter the relevant payment info

5. Save the payments and return to the Ledger. 

6. Update the Affiliate Spreadsheet final column to show Infusionsoft is up to date, change the color of the line to black and move down to Affiliate Paid and Finalised section.

Questions about Affiliate Payment Changes - 

We have updated the price of the affiliate commissions - If an affiliate asks about the price changes please email them with the below template. 

Dear NAME 

Thanks so much for your inquiry regarding the WW and ISCA affiliate program. 

Your question may be answered on our affiliate page (the page you originally visited to sign up as an affiliate), 

please refer there first to see if your query is answered:  http://www.inspiredspiritcoachingacademy.com/affiliates 

If you need any further clarification or have further questions, please reach out to me and I'll be more than 

happy to assist you. 

We appreciate your continued support and look forward to sending you affiliate commissions for years to come!

Step 6: When Affiliates Client Defaults

Send them this email (template found in Infusionsoft).  Please ensure you update the text in capitals to be specific for that customer.

Affiliate - Client Default

Pay an individual affiliate

Pay a group of affiliates at once

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We’ll only process affiliate payments once the referred student has fully paid. That means no setting up or planning payments in advance. Once they’re paid in full, then we move forward with the usual process — simple, clean, and clear.

We want to avoid situations where money is sent and then needs to be clawed back. That’s messy and not the standard we hold ourselves to. So again, no affiliate payments are to be made unless the person referred is paid in full and everything is in order.

If a student ever does a chargeback, we need to check whether an affiliate payment has already been made for that student. If yes — or if a payment is scheduled — we don’t ask the affiliate to return the funds. Instead, we’ll offset the amount from their future commissions.

So for example:
If an affiliate received $500 for someone who later cancels or does a chargeback, we simply let them know that amount will be deducted from their next eligible payment.