Give agents a clear book and a clear hand-off.

Give an agent portal access

Set up each agent with their own PIN and the commission rate you have agreed with them. Agents use a browser portal rather than installing an app. Keep the login personal: it is what restricts the agent to their own customers, orders and commission information.

1. Confirm the agent record

   Use the trading name and contact details that make the agent easy to identify in reporting and statements.

2. Set the commission rate

   Apply the agreed rate to that individual agent rather than assuming every agent has the same arrangement.

3. Issue the PIN securely

   Give the PIN directly to the person who will lodge orders. Change access promptly when the relationship or role changes.

4. Walk through one sample order

   Have the agent enter an example so they understand the customer, garment and collection details expected by your factory.

Enter an agent order

Agents enter the customer, garments, services and prices from the cleaner’s agreed list. The order goes straight into the factory queue, avoiding a phone call or re-keying at the cleaner’s counter. Capture the order carefully because its garments will be tracked individually once tagged.

• Search for an existing customer before creating a duplicate record.
• Add every physical garment separately and confirm its service or alteration work.
• Use prices from the supplied list and raise exceptions with the cleaner before promising a price.
• Check the customer contact details for collection updates and tracker links.

Set and view commission

Commission is set per agent and tracks live against the orders they lodge. This gives both the cleaner and the agent a current view during the week, rather than relying on a manual calculation after the fact. Confirm the rate before the agent starts taking orders under a new arrangement.

Export weekly commission invoices

Commission invoicing is prepared weekly and can be exported as a Xero-ready CSV. Review the agent’s orders and the commission total before finalising your normal weekly accounting process. Treat an unexpected total as a reason to check the underlying orders, rate and timing, not as a spreadsheet adjustment.

1. Choose the weekly period

   Use the same period consistently so commission statements are comparable from week to week.

2. Review each agent total

   Check for unusual movement, newly created agents or an agreed rate change before exporting.

3. Export the Xero-ready CSV

   Keep the exported file with the period records used for the weekly invoice process.

4. Resolve questions against the order record

   Use the source orders and live commission information to explain any difference.

Understand agent access limits

Agent access is deliberately narrow. An agent sees only their own customers, orders and commission information. Business-wide workload, other agents’ work, site revenue and payment reconciliation remain controlled by the cleaner’s internal roles.

Hand orders to a driver

For delivery or collection routes, use the driver delivery app and scan garments on and off. Scan-on and scan-off form the record of custody; a verbal hand-over does not show the next person where a garment is. Use the van manifest for work being carried between the agent, store or factory.

Related articles

• Build and check a van manifest
• Measure agent-sourced work
• Send the customer tracker link