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Definitions
Customer: A customer may interact with multiple clinicians and also purchase products.
A customer is not considered to be owned by any clinician
Services: Therapy services provided by clinicians
clinician rates are decided by the clinic (in consultation with all clinicians that provide each service)
Clinicians earn % (or $ value) set by service category
Products : Physical products sold that may be shelf stock or made to order
Clinicians earn from services they provide
Products
Some clinicians may earn from services provided by clinicians they supervise
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Practitioners
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Employee
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Sessions Revenue
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Products made up on site or provided by practitioner
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Products from shelf stock - commissions
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Packages Sold
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Rent
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Naturopath
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no
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100%
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100%
Commission to clinic 10%
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yes
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Weekly or Daily
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Practitioner 1
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yes
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$ per treatment
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yes
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yes
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Practitioner 2
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no
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100%
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100%
Commission to clinic 10%
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yes
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Weekly or Daily
Employee setup for a Practitioner
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PAYE
Hours worked
Hours Sick / AL / Etc
Contractor
Needs a Debtor Record to hold the contract details
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% (or $ value) set by product category
Suppliers: Earn commission by providing services
An individual may be a supplier
A Company may be a supplier
A supplier is linked to a commission plan
Types of Clinicians
Clinicians may be employees
Clinicians may be contractors
Clinicians may be room renters
They may provide subcontractor clinicians as representatives
A Company may be a room renter
All Clinicians are Representatives
Representatives
Representatives have a relationship with another supplier that gets paid for their work
They have a Relationship of type “Contractor”
Parent supplier is the entity that gets paid ( a person or a company)
Child is the Therapist (person)
Therapists earnings
Commission Setups
Note: Therapists that are Representatives do NOT have a separate commission plan
Each Supplier is linked to a commission plan. The commission plan enables
Commission by product or service category
Commission by product brand
Commission by individual SKU
The commission plan is setup with a sequence which is used to determine the % to apply. The commission plan works down from lowest sequence to find the % applied and stops once one is found.
Note:
Cancellation fees can be put in a separate service category if different commission plans treat them separately
Sessions that are cancelled or missed need to be ticked “Therapist paid for missed session” to be included
Room renters - this is ticked by default
Contractors and Employees that are NOT Room Renters
Therapist paid for missed session is:
NOT ticked by default
AND when ticked requires notes in Therapy notes (of what they were doing)
Example product sale
VITC Product in “Vitamins” category and Brand “ClearAndNatural”
Commission plan
Seq 10 = VITC (Product) = 25%
Seq 20 = ClearAndNatural (brand) = 12%
Seq 30 = Vitamins (category) = 5%
The result would be 25% - the first commission found that the product falls into
Example Cancelled Session - Deposit Retained
Session Service “Therapy1” in product Category “HandsOn” with brand “Premium1”
Cancellation Fee Service “Cancellation fee” in product category “CancelFees” and no brand
Commission Plan
Seq 10 = Premium1 (Brand) = 85%
Seq 20 = HandsOn (Product Category) = 50%
Seq 30 = CancelFees (Product Category) = 45%
The result would be 85% of the deposit retained + 45% of the cancellation fee
When is commission earned
Commission calculations can be run anytime and will find any bookings that commission has not yet been paid
Earnings are based only on completed services or sales
Session delivered and paid for
Session missed or cancelled (if session ticked “Therapist Paid for Missed Session”)
Products paid for and provided
Active sessions are NOT considered completed
Value of commission earned
Commission calculation is based on Commission plan linked to the supplier AND the sessions linked to the therapist.
Room Renters
Room renters are considered to be running their own business from the venue
They typically expect a high % of all items including cancellation fees
Remember to ensure the cost of credit card transaction fees is recovered
Contractors
Contractors are providing a service
They typically expect a medium % or amount per item
Employees
Employees are typically paid some incentive (perhaps $ or % ) of sessions and prescriptions
Concierge Employees
Admin employees commission plans include all services or products that DO NOT have a linked therapist AND
Services > they were the sales person on the original booking made
Products > they were the sales person on the sale
Example
Services with no therapist - ie Sauna
Products that were not prescribed - eg books or off the shelf vitamins
Setup of a Therapist
Each Therapist will be setup as an Employee so they can login to the system and use the Therapist Portal
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Commission Plans
Therapists or companies that get paid commission need a Creditor Record - with link to a commission plan.
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Example commission plan
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Contractor via another entity
The entity needs a Supplier Record with linked commission plan
The Person Needs a link to the entity they are contracted to
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Relationship Type Setup
This is a special relation type of “Contractor”
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Therapists that need to be paid commission
Therapists payments
A % commission on services completed from zero to 100%
BUY GL account from the service sold
A % of prescribed products sold
% of RRP - Many products are standard stocked products
Sell GL account from Stock Article > otherwise from Control Account “Cost of Sales”
Some products are special (not stocked) created on the day
Sell GL account from Stock Article > otherwise from Control Account “Cost of Sales”
Testing your setup
Commission plan examples
Examples for therapists
Examples for Admin staff
Suppliers
Company example
Therapists related to the company as SubContractors
Individual examples
Therapist
Admin Staff
Individual supplying subcontractors example
Therapists related to the individual as SubContractors
Rosters setup
Rosters for the therapists
Rosters for admin staff
Book Sessions
Sessions with a therapist
Sessions with no therapist
Complete sessions
Complete some with full final payment
Complete some using bulk buys
Complete some using Bundle buys
Complete some with deposit retained
Complete some with deposit credited or refunded
Complete some missed or cancelled with cancellation fee
Full Test
Completed session | Cancelled session and “Therapist Paid for Missed Session” | Missed Session and “Therapist Paid for Missed Session” | Prescribed products on completed session | non prescribed products | |
|---|---|---|---|---|---|
Company A | Representative Therapist | Representative Therapist | Representative Therapist | Representative Therapist | |
Individual with subcontractors | Therapist Representative Therapist | Therapist Representative Therapist | Therapist Representative Therapist | Therapist Representative Therapist | |
Individual therapist | Therapist | Therapist | Therapist | Therapist | |
Admin Staff | On original booking order as Sales Rep | On Order as Sales Rep |
Journals on Session Completion as basis
Completed session journals to customer that are included in commission calculations - include GREEN cells
Therapists receive based on being the therapist on the session AND where prescribed products were purchased at checkout.
Admin staff receive based on being the sales rep on product sales AND being the sales rep on original booking orders.
Sessions > Admin and Therapists may double dip - ie both be paid for the same session
Products > Admin and Therapists do NOT double dip - if a therapist is paid then ADMIN is not paid
Values this could be | DR | CR | |
|---|---|---|---|
Service |
| $ Value | |
Deposit | Deposit amount if taken | $ value | |
Discount | Discounted % or amounts | $ Value | |
Cancellation Fee | $ Value | $ value | |
product Sale | $ value |
Business Flow Diagram Example
| Gliffy | ||||||||||||||
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Example Customer journal from above
GL account | CR | DR | Link | Description |
|---|---|---|---|---|
Revenue from service | $100 = total charge | Session 1 | Therapy session 1 charge | |
Deposits Paid | $50 = deposit paid earlier | Session 1 | Session 1 deposit Credit | |
Product Revenue | $50 = created product | Session 1 Created Product | Created product in session 1 | |
Revenue from service | $200 = total charge at bundled price | Session 2 | Therapy session 2 charge | |
Deposits Paid | $200 = amount of bundle used | Session 2 | Session 2 Bulk Purchase Credit | |
Product revenue | $85 = total | Session 2 prescribed product | Prescribed Product session 2 | |
Deposits Paid | $90 | Future booking deposit | Future booking deposit | |
Deposit paid | $50 | Future booking request | Future booking Deposit |
Practitioner Reconcilation Journal above
item | GL Account | CR | DR | Employee | |
|---|---|---|---|---|---|
Therapy session (% of session) | Buy GL account from service | $100 x % (less supervisor % ) | Session 1 Therapy charge % commission from product category less % for supervisor | % of sales | |
Created Product | Buy GL account from service | $50 x % (less supervisor % ) | Created Product % from product category less % for supervisor | % of sales | |
Stocked Product | Buy GL account from Stock article or GL control account | $85 x % (less supervisor % ) | Stocked Product % from product category less % for supervisor | % of sales | |
Therapy session by supervised therapists | Buy GL account from service | $N x % | Where N is the $ Amount of the Therapy the person I supervise provided to others. | % as supervisor | |
Therapy session ($ per session) | Buy GL account from service | $ per session | when not on commission but on $ per session | $ per session |