Brokermint-QBO Commissions Workflow Configurator

Overview

The Brokermint > Quickbooks Online Workflow syncs data between Brokermint Transactions when they are created or updated to a Quickbooks Online object of your choice. This page details all possible configuration options for this Workflow. For a breakdown of what the Workflow creates and how these fields map between each other, please see the following list of pages based on the objects that this Workflow can create.

Terminology

BM: Brokermint
QBO: Quickbooks Online
Object: The financial item that is created inside of Quickbooks Online. Invoices, Sales Receipts, Deposits, Bills, Checks, and Expenses are considered “Objects”.

Base Settings

At the top of the Configurator page, you will find two settings that define the majority of the Workflow functionality. Depending on your choices here, different settings inside the QBO section become available/unavailable.

Syncing Income or Expense: Defines the type of objects that can be created further down the page in your QBO Settings.
- “Income” allows you to create an “Invoice”, a “Sales Receipt”, or a “Deposit”.
- “Expense” allows you to create a “Bill”, an “Expense”, or a “Check”.
Itemized?: Defines how the Workflow creates line items on the QBO object.
- “Yes” will cause the Workflow to generate one Line Item based on the “Commissions to track” starting point (in the QBO Settings) and then additional line items based on your Brokermint Tags.
  - If Syncing “Income”, selecting “Yes” will change “Commissions to Track” to a multi-select between “Award Distribution”, “Shared Income”, and “Unshared Income”.
  - If Syncing “Expense, selecting “Yes” will change “Commissions to Track” to a choice between “Starting point Agent Split” and “Starting point Commissions Basis”.
- “No” will cause the Workflow to generate ONLY one Line Item based on the “Commissions to track” starting point (in the QBO Settings).
  - If Syncing “Income”, selecting “Yes” will change “Commissions to Track” to a choice between “Office net”, “Office gross”, and “Agent net”.
  - If Syncing “Expense”, selecting “Yes” will change “Commissions to Track” to a choice between “Office net”, “Office gross”, “Agent net”, and “All items with specific tag”.

Brokermint Settings

Next on the Configurator page, you will find several settings that allow you to filter out which Transactions will be synced from Brokermint to QBO.

Account: The selected Brokermint connection/sub-account that will have its data synced. Clicking on this will bring up a list of all your Brokermint connections so that you can change your choice at any time.
(1) Sync Transactions with these types: Opens a multi-select menu - only Transactions with a type matching your selected types will sync from Brokermint to QBO when they are created/updated. This list of Types is pulled directly from the connected Brokermint account’s list of Transaction Types.
(2) Sync Transactions with these statuses: Opens a multi-select menu - only Transactions with a status matching your selected statuses will sync from Brokermint to QBO when they are created/updated. The valid status choices are “Pre-listing”, “Listing”, “Pending”, “Closed”, and “Cancelled”.
(3) Sync Transactions where you represent: Opens a single-select menu - only Transactions where you represent the selected side will sync from Brokermint to QBO when they are created/updated. The valid choices are “Seller”, “Buyer”, or “Either or Both”.

Advanced Filter: This widget allows you to build a customized filter for various date fields to suit your needs. The first box designates the Date field from Brokermint that will be examined. The second box designates the range of dates. The last box defines the date to use as the baseline for the second box.
- Example: In the example below, the Workflow will sync only Transactions that have a Closing Date on or after March 1st, 2024.
- Additional valid criteria can be added via the “Add rule” button on the bottom left so that more Transactions are captured by the Workflow. In this example, the Workflow will sync only Transactions that have a Closing Date on or after March 1st, 2024 OR Transactions that have a Listing Date before or after March 30, 2024.
- Lastly, additional rules can be added via the “Add filter” button on the bottom left so that fewer Transactions are captured by the Workflow. In this example, the Workflow will sync only Transactions that have a Closing Date BETWEEN March 1st, 2024 and March 30, 2024.

Quickbooks Online Settings

Lastly on the Configurator page, you will find the settings that determine how data will sync into Quickbooks Online from Brokermint.

Generic Settings

These are visible at all times regardless of any choices you may have made.

Account: The selected QBO connection that will have data synced to it. Clicking on this will bring up a list of all your QBO connections so that you can change your choice at any time.
Create: Defines the QBO Object to create. This selection varies based on whether “Income” or “Expense” was selected at the top of the page.
- “Income” allows you to create an “Invoice”, a “Sales Receipt”, or a “Deposit”.
- “Expense” allows you to create a “Bill”, an “Expense”, or a “Check”.
Commissions to Track: Sets the monetary amount from the Brokermint Transaction’s Commissions to track.
- If Syncing “Income” and Itemized is “Yes”, this field will be a multi-select between “Award Distribution”, “Shared Income”, and “Unshared Income”.
  - These options derive from the “Gross Income” breakdown in Brokermint Commissions. "Award Distribution" is the "Gross Commission" here.
- If Syncing “Expense and Itemized is “Yes”, this field will be a choice between “Starting point Agent Split” and “Starting point Commissions Basis”.
  - Please see below for a screenshot of the fields in Brokermint that these reference.
- If Syncing “Income” and Itemized is “No”, this field will be a choice between “Office net”, “Office gross”, and “Agent net”.
- If Syncing “Expense” and Itemized is “Yes”, this field will be a choice between “Office net”, “Office gross”, “Agent net”, and “All items with specific tag”.
  - “All items with specific tag” will ONLY sync Commission Items that exactly match the tag that you enter in the box “Tags”.

Generic Settings Continued

Date: Sets the Date field for all types of QBO Objects. The valid options from Brokermint are listed below.
Class: Sets the Class on Line Items on the QBO Object. This list of Classes is retrieved from your Quickbooks Account. If there are no options available, check your QBO settings that Class is enabled in your account.
Location: Sets the Location on the QBO Object. This list of Locations is retrieved from your Quickbooks Account. If there are no options available, check your QBO settings that Location is enabled in your account.
Description: Sets the Description on Line Items on the QBO Object. This setting can be configured with a mix of static text and variable fields. Typing in static text (such as the commas on the screenshot) will have that text always appear exactly as it is in the configurator. Using the (+) to insert a field, however, will retrieve that field from Brokermint and use that field when each Description is generated.
- For example, the Description in the above screenshot could output the following two results, each different due to the relevant Commission Items.
  - “transaction fee - 1234 test street, San Diego, CA 91234”
  - “e&o fee - 1234 test street, San Diego, CA 91234”
Memo: Sets the Memo on the QBO Object (when applicable). This setting can be configured with a mix of static text and variable fields. Typing in static text (such as the commas on the screenshot) will have that text always appear exactly as it is in the configurator. Using the (+) to insert a field, however, will retrieve that field from Brokermint and use that field when the Memo is generated.

Dynamic Settings

These fields change depending on how “Sync Income or Expense” and “Create” were set. They have been grouped based on these settings.

Income
- Invoice
  - Set Customer To: Designates which Customer the Invoice will be addressed to. You have two general options on this dropdown menu.
    - “Customer is defined by property address”: Selecting this will take the Brokermint Transaction’s Address and create a matching Customer in Quickbooks of that name. Example: “1234 Test St.”
    - Remaining Choices: This list of Customers is retrieved from your connected Quickbooks Account.
  - When match based on Tags cannot be found, use: When the Workflow is not able to find a match between the tag on a Brokermint Transaction Commission and a QBO Product/Service, it will instead default to the selected option. This list of Product/Services is retrieved from your QBO Account and only includes valid Product/Services (Items with an Account associated with them).
- Sales Receipt
  - Set Customer To: Designates which Customer the Invoice will be addressed to. You have two general options on this dropdown menu.
    - “Customer is defined by property address”: Selecting this will take the Brokermint Transaction’s Address and create a matching Customer in Quickbooks of that name. Example: “1234 Test St.”
    - Remaining Choices: This list of Customers is retrieved from your connected Quickbooks Account.
  - When match based on Tags cannot be found, use: When the Workflow is not able to find a match between the tag on a Brokermint Transaction Commission and a QBO Product/Service, it will instead default to the selected option. This list of Product/Services is retrieved from your QBO Account and only includes valid Product/Services (Items with an Account associated with them).
  - Deposit To (Bank Account): Sets the Bank Account the Sales Receipt is crediting to. This list of Accounts is retrieved from your account in QBO, but only displays valid Accounts (of Type “Bank” or “Other Current Asset”.
- Deposit
  - Set Customer To: Designates which Customer the Invoice will be addressed to. You have two general options on this dropdown menu.
    - “Customer is defined by property address”: Selecting this will take the Brokermint Transaction’s Address and create a matching Customer in Quickbooks of that name. Example: “1234 Test St.”
    - Remaining Choices: This list of Customers is retrieved from your connected Quickbooks Account.
  - When match based on Tags cannot be found, use: When the Workflow is not able to find a match between the tag on a Brokermint Transaction Commission and a QBO Product/Service, it will instead default to the selected option. This list of Product/Services is retrieved from your QBO Account and only includes valid Product/Services (Items with an Account associated with them).
  - Deposit To (Bank Account): Sets the Bank Account the Deposit is crediting to. This list of Accounts is retrieved from your account in QBO, but only displays valid Accounts (of Type “Bank” or “Other Current Asset”.
Expense
- Bill
  - Use Categories or Items?: When creating Line Items on this expense object, should the Line Items be categorized by Category or Item? Determines whether the next setting will retrieve your QBO list of Categories or Products/Services.
  - When match based on Tags cannot be found, use: When the Workflow is not able to find a match between the tag on a Brokermint Transaction Commission and a QBO Category or Product/Service (depending on what was selected), it will instead default to the selected option. This list of Categories or Product/Services is retrieved from your QBO Account and, if retrieving Product/Services, only includes valid ones (Items with an Account associated with them).
  - Set Vendor To: Designates which Vendor the Invoice will be addressed to. You have three general options on this dropdown menu.
    - “Vendor is defined by property address”: Selecting this will take the Brokermint Transaction’s Address and create a matching Vendor in Quickbooks of that name. Example: “1234 Test St.”
    - “Agent / Pay To”: Selecting this will perform the following depending on the Line Item being created:
      - Commission to Track (Starting point Agent Split or Commission Basis): Uses the involved Agent on the expense being mapped.
      - Commission Item: Takes the “Pay To” on the tagged Commission Item.
    - Remaining Choices: Sets it to a pre-defined Vendor. This list of Vendors is retrieved from your connected Quickbooks Account.
- Expense
  - Use Categories or Items?: When creating Line Items on this expense object, should the Line Items be categorized by Category or Item? Determines whether the next setting will retrieve your QBO list of Categories or Products/Services.
  - When match based on Tags cannot be found, use: When the Workflow is not able to find a match between the tag on a Brokermint Transaction Commission and a QBO Category or Product/Service (depending on what was selected), it will instead default to the selected option. This list of Categories or Product/Services is retrieved from your QBO Account and, if retrieving Product/Services, only includes valid ones (Items with an Account associated with them).
  - Bank Account: Sets the Bank Account the expense object is debiting from. This list of Accounts is retrieved from your account in QBO, but only displays valid Accounts (of Type “Bank”, “Other Current Asset”, or “Credit Card”).
  - Set Payee To: Designates which Payee the Invoice will be addressed to. You have three general options on this dropdown menu.
    - “Payee is defined by property address”: Selecting this will take the Brokermint Transaction’s Address and create a matching Payee (Vendor) in Quickbooks of that name. Example: “1234 Test St.”
    - “Agent / Pay To”: Selecting this will perform the following depending on the Line Item being created:
      - Commission to Track (Starting point Agent Split or Commission Basis): Uses the involved Agent on the expense being mapped.
      - Commission Item: Takes the “Pay To” on the tagged Commission Item.
    - Remaining Choices: Sets it to a pre-defined Payee from your list of existing Vendors. This list of Vendors is retrieved from your connected Quickbooks Account.
- Check
  - Use Categories or Items?: When creating Line Items on this expense object, should the Line Items be categorized by Category or Item? Determines whether the next setting will retrieve your QBO list of Categories or Products/Services.
  - When match based on Tags cannot be found, use: When the Workflow is not able to find a match between the tag on a Brokermint Transaction Commission and a QBO Category or Product/Service (depending on what was selected), it will instead default to the selected option. This list of Categories or Product/Services is retrieved from your QBO Account and, if retrieving Product/Services, only includes valid ones (Items with an Account associated with them).
  - Bank Account: Sets the Bank Account the expense object is debiting from. This list of Accounts is retrieved from your account in QBO, but only displays valid Accounts (of Type “Bank”, “Other Current Asset”, or “Credit Card”).
  - Set Payee To: Designates which Payee the Invoice will be addressed to. You have three general options on this dropdown menu.
    - “Payee is defined by property address”: Selecting this will take the Brokermint Transaction’s Address and create a matching Payee (Vendor) in Quickbooks of that name. Example: “1234 Test St.”
    - “Agent / Pay To”: Selecting this will perform the following depending on the Line Item being created:
      - Commission to Track (Starting point Agent Split or Commission Basis): Uses the involved Agent on the expense being mapped.
      - Commission Item: Takes the “Pay To” on the tagged Commission Item.
    - Remaining Choices: Sets it to a pre-defined Payee from your list of existing Vendors. This list of Vendors is retrieved from your connected Quickbooks Account.