How do deals, commissions and rent work?
Each sale or rental becomes one deal record with its parties, price and commission split, followed from offer to signature. Each agent’s share is set on the deal, so commission figures stay up to date in reports. For rentals, a rent schedule shows every due date and payment, with a receipt for each payment.
A typical deal goes through these steps.
- Open the deal. When a buyer makes an offer or a tenant agrees to rent, the agent creates the deal record with the parties, the listing and the agreed price or rent. The deal also appears on the client’s card in the CRM, next to their calls, messages and viewings.
- Set the commission split. Enter the share of each agent involved: the one who listed the property, the one who brought the client, a manager who helped close. Reports follow this split automatically.
- Follow the deal to signature. The same record carries the deal from offer to signature, so anyone in the team can see where it stands without asking in a group chat.
- For rentals, set up the rent schedule. Once the lease is signed, the schedule lists every due date. Each payment is recorded against it when it comes in, so a due date without a payment is easy to spot.
- Send a receipt for each payment. A receipt is produced for every payment, ready to send to the tenant, so every amount the agency handles is documented.
- Close the month. Managers review sales, rentals and commissions in reports and export them to a spreadsheet for the accountant, while landlords follow rent and statements in their owner portal.
Which agencies need deal and commission tracking?
Any agency where more than one person works on a deal, or where money keeps coming in after the signature. Typical situations:
- one agent lists a property and a colleague brings the buyer or tenant, and both expect their share;
- the agency manages rentals for landlords and collects rent every month;
- agents are paid largely on commission and want to see what they have earned;
- managers prepare monthly figures for an accountant or partners;
- the agency handles sales and rentals of homes, offices, shops or land side by side.
Even a small agency with a handful of rentals gains from it: every payment and every receipt is in one place when a landlord or a tenant asks a question.
| Task | Spreadsheets and chat groups | With Heroes PMS |
|---|---|---|
| Deal status | Asked in the group chat | One record from offer to signature |
| Commission split | Worked out by hand at month end | Set per agent on the deal, reports follow it |
| Rent due dates | A spreadsheet someone must remember to update | Every due date and payment in one view |
| Receipts | Typed in a word processor or written by hand | A receipt for each payment, ready to send |
| Monthly figures | Rebuilt from several files | Sales, rentals and commissions in reports, exportable to spreadsheet |
| Landlord statements | Prepared one by one | Rent collected and fees, month by month |
Tips for clean deals and on-time rent
- Agree the split before the deal. Put your commission rules in writing, then enter each agent’s share on day one rather than at month end, when memories differ.
- Record payments the day they arrive. An up-to-date rent schedule is the only way to know at a glance who has paid and who has not.
- Send every receipt. Tenants and landlords trust an agency that documents every amount, and clear receipts settle most disputes before they start.
- Check the schedule every week. A due date without a payment is easier to chase after a few days than after a month.
- Keep one record per transaction. A new tenant or a new sale is a new deal, so the history of each property stays clear.
- Export for the accountant every month. A regular export from reports saves a stressful catch-up at year end.
