Dashboard

Once you open EZ Payroll, you will be shown your dashboard.

Pending Deals this Week will show you any deals that are incomplete or non-complaint, and therefore will not be processed on the next payroll unless checked.

The dashboard will also show an overview of other important information, such as your Expenses for the week.

Franchise Set Up

To get started, we’re going to need to get your franchise set up.

This includes your brokerage information, brokers, and lenders. Once you fill these out, they will automatically apply on every payroll you process.

1. Navigate to Franchise under Administration
2. Fill out the basic information about your brokerage such as Network Fee, and Tax
   Note: If an Ontario based brokerage, add HST to Royalty Fee %EZ Payroll can be tied to Versapay, an online payment system, under Versapay API Key
   • If you add Versapay, it will automatically debit your brokerage, and deposit to your agents’ accounts
   • To do this, you will need to set up an independent account with Versapay at https://www.versapay.com/

    

   

3. Fill out information for the brokerage holding account including Name, Reference #, Royalty Fee, Institution, etc. There are also options to be displayed on the pay stubs as well
   • By selecting Skip Expenses on Pay Stubs, it will hide expenses and royalties from the pay stubs
   • By selecting Gross Income on Pay Stub, it will show the total of both the agent’s finder’s fee and the brokerage take
4. When you are finished, click Save

Broker Profiles

Let’s set up your broker profiles.

Broker profiles are used to keep track of broker commissions, their split, and their expenses.

1. Navigate to Brokers, under Administration
2. Add individual brokers with the +Add button or edit their information with the Edit button. You can choose to add the broker to a team, through the drop down tab Team to create a new team, go to Teams under Administration and click +Add
3. Enter in basic information about the broker including SIN Number, and Licence Renewal Date, Broker Address, and Email Address. The broker email address and address are important for generating T4 Forms, and sending Pay Stubs.
4. Select the Velocity user of the broker under Velocity User. This is highly recommended to sync your contacts and deals.You can set a Volume Target for a broker that triggers a notification that they have surpassed your set threshold.This reminder will appear under the Brokers section with a (!) next to their name.Setting a Revenue Target will do the same after the broker surpasses the Set Revenue Threshold.

   If you would like to pay the broker through an Electronic Funds Transfer, check the box Pay through EFT?

5. When you have filled out the Basic Broker information, scroll down to Income Breakdown section here you can enter information about the standard split of the broker, including Finder’s Fee, Volume Bonus, etc.It is recommended that you keep Misc. Income % set to 0 for the broker to gain 100% of a misc. income. Miscellaneous income types can be added under Administration -> Misc. Income under the Misc. Income section, you can add various income types that can be processed during payroll. This tab adds options to a drop-down menu, and is not where you enter their values.
6. To include a mentor with a broker, select one from the drop down menu under Mentor. Once selected, you can fill out percentage take of the mentor under Mentor FF.
7. The next portion of the income breakdown is expense related for deals. These fees will be deducted from each accepted deal by manually selecting them when you process payroll.

Lenders

The Lenders section displays all the various lenders, their products, and the associated rates and fees that come with each accepted deal.

This section is mostly used as informational.

1. Find the Lenders Section under Administration
2. The Lenders section allows you to see an overview of products offered by each lender. To do this, search for a lender in the search bar or find them sorted in alphabetical order. Once you have found a lender, click Edit.This will display basic information about the lender that you can fill in such as the Volume Bonus, and Commission.Under Products, you can see information about the various products offered such as Term and Finder’s Fee.
3. You are also able to manually enter a lender or product using the +Add button.

Processing a Payroll

Now that you are familiar with Ez Payroll and have set up your franchise/brokers, we can start processing payrolls.

1. The first step is to double check that all the franchise information has been input correctly.
   • Most importantly, check that the broker income and expense breakdown are correct
   • You can do this under the Broker and Franchise tabs under Administration
   • For more information on this, review the Getting Started Step by Step instructions

   

2. Using your lists of funded deals from lenders, search for these deals in EZ Payroll
   • You can search a deal using the search bar at the top

   

   • You can find more information on searching and inputting deals in the Deal Entry/Lookup Step by-Step Instructions
3. Click View, and make sure the information is correct for each particular deal.
4. We are going to need to check deal compliance in order for it to be processed in EZ Payroll.
   • Click the Conditions button within the Deal Overview. This will take you to Velocity where you can check that all the documents and conditions are complete.

   

5. Once the compliance is checked, check off Compliance Accepted so the deal can be processed in the payroll.
   
6. Go to the Commissions section under Administration and +Add a date range for the payroll.
7. An overview of payroll will be generated for that date range. The Report Date is the date you wish to start payroll and the Payment Processing Date is when it will be processed.
   • Deals and expenses that have not been processed in previous payrolls will populate under their respective brokers.
   • Incomplete or non-compliant deals will show up in red, indicating that they must be checked for compliance or missing information before they can be processed. These deals will be carried over to the next payroll and not processed until they are checked for compliance.

   

8. To deduct an expense from the broker’s commission, click on Outstanding Expenses and select the expense you wish to deduct by checking the relevant boxes and clicking save.You are able to select what commissions and expenses you would like included in the payroll for each broker by checking the boxes under Include in Pay.
9. When ready, Approve the payroll for processing.You can see a breakdown of the commission totals by clicking Export Broker Totals. This will download an Excel document that you can review.
10. After approved, click Pay All or Pay each broker individually.
    • If connected to a Versapay account, this will automatically debit the brokerage and deposit commissions into broker’s accounts.

    

11. If you like your brokers to receive their pay stubs, you can also Email All Pay Stubs.

Deal Entry and Upload

To be able to process a payroll, you need to first input deals into EZ Payroll to check their compliance, etc.

You can look up deals that are synced with Velocity, or use quick entry if they can’t be found there. See Deal Quick Entry and Deal Upload (from Expert) instructions below.

Quick Entry

1. You are able to quickly add information about a deal by using the Quick Entry button at the top of the screen.
2. From here, fill out the basic information about the accepted deal.
3. You can add multiple mortgage amounts by using ‘+Add’.
4. Once you are done, click Save and the deal will be input.
5. If the entry is rejected from saving, it already exists in the system.

Deal Upload (Expert)

Alternative to Quick Entry, you are able to upload Historical Deals from Expert.

1. To do this, go to the Deal Upload section.
2. Click the D+H Expert symbol, and select the deal file you wish to upload to EZ Payroll.

Deal Lookup

1. To search for deals, use the Search Bar at the top of EZ Payroll.
   • It is recommended to search by the deal number, but you can also search by client name.
   • If EZ Payroll is connected to a Velocity account, it will automatically import previous deals.
2. Once you have found the deal, click View, and 5 sections of the deal will display; Details, Income, Expenses, Totals, and Notes.
3. The Details section shows basic information about the deal.
   • You are able to add a Co-Broker to the deal by clicking Add Co-Broker.

   

4. Select a broker from the drop down tab.
5. To view the conditions section of the deal, click Conditions and it will open a link to the deal directly in Velocity.
6. It is important to check Compliance Confirmed so the deal can be processed on the payroll.
7. The Income section will display the previously set splits for the agent.
   • If you would like to change the split, edit the broker in the Broker’s section.
   • You are able to add various incomes to the deal such as a Performance Bonus by using the Add Income button and selecting one from the drop down menu.

   

8. At the bottom, the Total Income will display the gross income for that deal.
9. The Expenses section shows deductions that are taken off from the deal, such as Brokerage Fee.
   • To see all expenses, expand the displayed list by using the Show All button.

   

10. The Totals section will show the total Net amount made from the deal by the broker.
11. In the Notes section, you are able to add notes that can be viewed whenever opening up the deal.

Commissions

The Commissions section shows all the commissions that have been paid out over a particular period of time.

The Commissions section can be found on the left hand side bar.

1. Clicking on View will show the commission report for all brokers for the particular payroll.
   • This will show a breakdown of all the commissions and expense payments in a certain time frame.
2. You can choose to add or remove a commission/expense from the payroll by checking Include In Pay.
3. Export Broker Totals will show a breakdown of the commission report in an Excel document.
4. From the commission report, you can see deals that were accepted during the payroll period.
   • If a deal’s conditions have not been reviewed, it will not be payable until it has.
   • A commission payment can be rejected using the Unapprove button.

   

For instructions on using Commissions to process a payroll, review the Processing a Payroll Instructions.

Expenses

The Expenses tab displays various expenses to brokers.

1. You can find the Expenses tab on the left hand side bar.
   • This tab will show who the expense was paid to, the amount, date, etc.
2. To add an expense, click the ‘+Add’ button
3. Fill in the information about the expense.
   • You can select the broker that it is paid to with the drop-down menu.
4. These expenses will now show up on the next payroll, or periodically depending on how often you select them. Expenses are not automatically deducted and must be manually selected.
   • To expense the broker, go to Commissions and Find Outstanding Expenses and click the check button for the ones you want on your current pay period.

Reports

The Reports section displays important information under 4 sections; Income Statements, Commissions Report, Unpaid Broker Expense Report, and T4A Report.

1. You can find the Reports section on the left side bar,
2. The Income Statement shows basic commission and expense totals over a set period of time.
3. The Commission Report breaks down commissions paid to each broker over a monthly basis.
4. The Unpaid Broker Expenses displays amounts owing brokers over a monthly basis.
5. The T4A Report allows you to view and generate T4A forms for each broker
   • You can generate reports for all by using $Generate All
   • Once generated, click View T4A