This guide helps Agencies understand the entire process of:
- Setting up payment information
- Performing transaction cross-checks
- Tracking retainer fees
- Creating invoices to request payments from the Permate system
🎯 Objective:
Ensure that all revenues from Brands are accurately recorded, calculated, and paid — fully, correctly, and transparently.
I. Setting Up Payment Information (Payment Info) #
Before creating any invoice, the Agency must first provide payment details.
Access:
Agency Interface → Account Settings → Payment Info
Required information: #
- Bank Name
- Beneficiary Name
- Beneficiary Account Number
- SWIFT/BIC Code (for international transfers)
- Wire Transfer Proof (upload of a bank transfer confirmation image)
Supported functions: #
- Select one account as the default account
- Edit or delete payment information
Invoice creation condition: #
- At least one valid payment account must be successfully set up
💡 Note:
- If no payment account is added, the Create Invoice button will not appear.
- A maximum of 5 payment accounts can be added.
II. Cross-check #
The Cross-check screen allows the Agency to review records sent by Brands to verify revenues and commissions.
Access:
Agency Interface → Payment → Cross-check
Display conditions: #
- The contract has Agency Fee = Performance or Performance & Retainer
- The record is created while the contract is still valid
Displayed data: #
- Balance is calculated based on Paid records
- Details include: Clicks, Conversions, Commissions, Bonuses, Arrears
Cross-check statuses: #
| Status | Description |
| Pending | The Brand is performing reconciliation |
| Locked | The Brand has completed and locked reconciliation data |
| Paid | The Brand has made the payment → commission added to Agency Balance |
| Received | The Agency confirms the payment has been received |
Available actions: #
- Filter by time or status
- Export data to CSV for archiving or analysis
III. Tracking Retainer Invoices #
The Retainer screen displays recurring retainer fees paid by Brands to the Agency.
Access:
Agency Interface → Payment → Invoices
Display conditions: #
- The contract has Agency Fee = Retainer or Performance & Retainer
- It is the payment due date, or immediately after contract signing (if the fee is paid upfront)
Displayed information: #
- List of Retainer invoices
- Amount and validity period
⚠ Note:
Agencies cannot view detailed invoice information like Brands can.
Retainer statuses: #
| Status | Description |
| Unpaid | The Brand has not yet paid the Retainer Fee |
| Paid | The Brand has paid → fee added to Agency Balance |
| Received | The Agency confirms receipt of payment |
IV. Creating Invoices (Agency Invoices) #
This section allows the Agency to request payment from Permate for balances that have already been paid by Brands.
Conditions for the Create Invoice button to appear: #
- Payment Info has been set up
- Balance exceeds the minimum withdrawal threshold
Invoice creation process: #
- Click Create Invoice
- Review the displayed details:
- From: Agency company name, address, and contact information
- To: Permate information
- Subtotal: Total of Approved Commission + Bonus + Arrears
- Transaction Fee: Bank transfer fee
- Invoice Fit (Tax): Personal income tax deduction (if applicable)
- Total: Subtotal – Transaction Fee – Invoice Fit (actual receivable amount)
- Click Create to confirm
- The invoice is recorded in the system and a notification email is sent
Invoice statuses: #
| Status | Description |
| Unpaid | Newly created, not yet paid |
| Paid | Admin has confirmed that payment to the Agency is complete |
V. Agency Balance #
The Balance represents the available amount that the Agency can request for withdrawal.
How Balance is calculated: #
- Based on Cross-check records with status = Paid
- Only includes records that have not yet been invoiced
When an invoice is created: #
- Records used to calculate the Subtotal are marked as “Invoiced”
- Balance decreases by the invoiced amount
- Ensures no duplicate withdrawals occur
