Managing Client Configuration Settings for Clients in the United States

Lead Gen & CRM is built to accommodate all types of marketing agencies and the relationships they have with clients.

Important: Any references to taxes are for informational purposes only and should not be considered tax advice. Please contact your tax advisor for additional assistance.

Some agencies choose to allow their clients to have hands-on access to Lead Gen & CRM. Those clients will therefore have access to client services within Lead Gen & CRM that have charges associated with them. When managing clients, you can determine how to charge them for services—and also how much.

This article will detail how to manage clients, as well as your price margins.
 

This article applies only to Agency clients. For individual clients, please return to the help center home page and search for another article.

Article Contents

• Understanding This Document
• Setting Margin Protection
• Managing Client Charges
• Entering Bank Account Payment Information
• Entering Credit Card Payment Information
• Prompting Clients to Enter Their Own Information
• Editing Client Billing and Payment Information
• Enabling Tax Exemptions
• Setting Trial Status
• Displaying Agency Discounts

Users:

Understanding This Document

This documentation is meant to show how to manage clients and configure margin protection settings.

Aside from the associated content, it does not contain information on the many aspects and inner workings of Lead Gen & CRM's billing system. That information is located in a dedicated FAQ page.

Refer to FAQs on the New Agency Billing System or contact Lead Gen & CRM Support for more information.
 

Setting Margin Protection

Lead Gen & CRM's billing services provide you with a way to maintain profit margins. When enabled, margin protection will preserve your agency's profit margins in the event of a license price increase. Effectively, with margin protection enabled, license price increases will be passed to clients.

To enable or disable margin protection, do the following:

1. Click    User Menu > Settings in the top toolbar.
2. Click Company Profile, located under My Company in the left panel.
3. Scroll to the Margin Protection section.
4. Select one of the following Protect my margins options:
    

   Option		Description
   On		If prices change, your agency's remittance will stay the same. Your client's license cost will increase.
   Off		If prices change, your agency's remittance will be impacted. Your client's license cost will stay the same.

5. Click Save.

Managing Client Charges

You can determine how much to charge your clients individually for Lead Gen & CRM services. To manage individual client charges, do the following:

1. Click    User Menu > Settings in the top toolbar.
2. Click Manage Clients, located under Agency Tools in the left panel.
3. Click    Options > Client Configuration next to the desired client's name.
4. Select either the Annual or Month-to-Month agreement option.
5. Optionally, if you selected the Annual agreement option, click the Opt in to free onboarding for this client checkbox.
6. Select either Monthly or Annually in the How much will you charge this client? drop-down menu.
7. Enter a price amount in the How much will you charge this client? field.
8. Ensure that the Protect my margins checkbox matches the protection setting in the Company Profile.
9. Enter information on any relevant agency services into the Would you like to charge Agency Services? field.
10. If you entered agency services, enter the total price amount for those agency services in the associated price amount field.
11. Set the Direct Support toggle to either On or Off.
12. Drag the Ads slider to the desired percentage.
13. Enter the desired charge amount in the How much will you charge this client for Sales Dialer? field.
14. Enter the desired charge amount in the How much will you charge this client for Mail Sync? field.
15. Click Save.

Important: When Adding and Managing Client Accounts, you will not see the options to manage client services. 

Note: When charging a client, you will not be able to charge below the minimum threshold. Click See Our Current Retail Pricing to view Lead Gen & CRM's monthly retail pricing for different contact totals. The price amount will update to reflect the monthly or annual amount. Only one Agency Service charge may be active at a time. You will need to combine all relevant charges into one charge. 

• The amount you charge the client
• The cost for your agency's Lead Gen & CRM license
• Whether or not Direct Support is enabled for the client
• Whether or not you charge Agency Services

The entered client service price will be reflected in the Amount you will make on this client table. Be aware that the net amount you make will depend on the following:

Lead Gen & CRM will bill each client on your behalf for the amount you choose. You will receive an automated deposit. This deposit will be made monthly and will include the sum of all profits made from your individual client charges through Lead Gen & CRM. With this, Lead Gen & CRM remits all of the money collected from your client to your agency.

When a client is within 60 days of their annual contract renewal date, a tag will appear next to the client's name on the Manage Clients page.

Entering Bank Account Payment Information

Once you have configured margin protection settings, you will need to configure client billing and payment settings. This information is necessary for payments to occur. One such payment method is using a bank account through an automated clearing house (ACH).

To enter billing information for client bank accounts, do the following: 

1. Click    User Menu > Settings in the top toolbar.
2. Click Manage Clients, located under Agency Tools in the left panel.
3. Click    Options > Client Configuration next to the desired client's name.
4. Select Enter client payment information now in the Payment Info section.
5. Select the ACH tab.
6. Enter your client's bank routing number in the Routing Number field.
7. Enter your client's bank account number in the Account Number field.
8. Enter your client's account name in the Name Associated with the Account field.
9. Click Save.

Important: The ACH tab will appear only if your country is set to the United States and your currency is set to the dollar (USD) in your Company Profile. By entering client payment information on behalf of the client, you are taking responsibility for their payment information. This option is permanent. 

Entering Micro Deposits

Once you have entered your bank account information, you will need to validate your bank account. This is done through a verification process in which two small monetary deposits, known as micro-deposits, are made into your bank account. In a way, this is like validating an email when signing up for an online service.

You will need to enter these two micro-deposits into the Billing Info page to complete the bank account payment process. Be aware that these micro-deposits will take 1–2 business days to appear in your online statement. However, in certain cases, it may take longer than this for these micro-deposits to appear in your online statement.

The bank account payment information will not be usable during the period of time between entering bank account payment information and validating micro-deposits. Existing payment information will be used during that time. 

To enter micro-deposit information, do the following: 

1. Enter bank account payment information.
2. Open another browser tab. Open the bank account associated with your bank account payment information.
3. Locate your online statement.
4. Locate the two micro-deposit entries.
5. In the Lead Gen & CRM browser tab, scroll to the Choose a Payment section.
6. Enter a small monetary amount into the Micro deposit 1 and Micro deposit 2 fields.
7. Click Save. 

Canceling Verification

You can cancel bank account verification at any time when the bank account verification process is considered pending. Be aware that, while canceling will allow you to connect a different bank account, the verification process will restart.

This means that new micro-deposits will take a few days to appear in the new bank account's online statement. This, in turn, means that the verification process will take even more time to complete.

To cancel bank account verification, do the following:

1. Enter bank account payment information.
2. Return to the Lead Gen & CRM browser tab.
3. Scroll to the Choose a Payment section.
4. Click Cancel Verification Process.
5. Click Cancel Verification.

Once canceled, the payment method will revert to the most recent saved payment information.

Entering Credit Card Payment Information

You can also use credit cards for payment. To enter billing information for client credit cards, do the following: 

1. Click    User Menu > Settings in the top toolbar.
2. Click Manage Clients, located under Agency Tools in the left panel.
3. Click    Options > Client Configuration next to the desired client's name.
4. Select Enter client payment information in the Payment Info section.
5. Select the Credit Card tab.
6. Enter the name on the client's credit card in the Name field.
7. Enter the street address attributed to the client's credit card billing address in the Billing Address field. 
8. City field.
9. Enter the state attributed to the client's credit card billing address in the State field.
10. Enter the postal code attributed to the client's credit card billing address in the Postal Code field.  
11. Enter the country attributed to the client's credit card billing address in the Country field.
12. Enter the client's credit card number in the Card Number field.
13. Enter the client's credit card expiration date in the MM/YY field.
14. Enter the client's three-digit card verification code (CVC) into the CVC field.
15. Click the The information provided will be used under the terms of the Stripe agreement checkbox.
16. Click Save. 

Important: By having clients enter their own payment information, you are letting them take responsibility for their own payment information. This option is permanent. 

Note: If your client's credit card billing address information is the same as their Company Profile, you can click the Use company address for billing checkbox to automatically populate those fields.

Prompting Clients to Enter Their Own Information

Though you can enter information on a client's behalf, you can have them enter their own information. This is because you may have clients who are wary of providing you with their bank account or credit card information. You can prompt clients to enter their own payment information when they next log in to their instance. 

To have clients enter their own information, do the following:

1. Click    User Menu > Settings in Lead Gen & CRM top toolbar.
2. Click Manage Clients, located under Agency Tools in the left panel.
3. Click    Options > Client Configuration next to the desired client's name.
4. Select Prompt this client to enter payment information in the Payment Info section.
5. Click Save.

Saving this option will prompt your client to enter a payment method when they log in to their instance. Your client will have 30 days to enter a valid payment method. If they have not entered a payment method after that time has passed, their account will be suspended. 

Important: By prompting clients to enter information, you are having them take responsibility for their own payment information. This option is permanent.

Clients that enter their own payment information will need to enter the same bank account or credit card information that you would on their behalf Managing Billing Info Settings for Agencies in the United States.

Editing Client Billing and Payment Information

If you are entering and overseeing a client's billing and payment information on their behalf, you can edit that information as necessary. To edit client information, do the following:

1. Click    User Menu > Settings in the top toolbar.
2. Click Manage Clients, located under Agency Tools in the left panel.
3. Click    Options > Client Configuration next to the desired client's name.
4. Click Edit/Change card in the Payment Info section.
5. Enter either of the following:
   
      •   Bank account information
      •   Credit card information

• Click Save.
   

Note: To cancel any changes to payment information, click Cancel.

Clients who are responsible for entering their own billing and payment information Managing Billing Info Settings for Agencies in the United States .

Enabling Tax Exemptions

If your client is an organization that is exempt from taxation, you can enable this setting in their client settings. To enable tax exemption status for an organization, do the following:

1. Click    User Menu > Settings in the top toolbar.
2. Click Manage Clients, located under Agency Tools in the left panel.
3. Click    Options > Client Configuration next to the desired client's name.
4. Manage client charges as desired.
5. Scroll down to the Other Settings section.
6. Click the This Company Is Tax-Exempt checkbox.
7. Enter the client's tax exemption ID in the Enter Tax Exemption ID field. 
8. Click Save.

Refer to the Internal Revenue Service's external documentation for a list of the types of organizations that are exempt from taxation and use the organization search function on the Internal Revenue Service's website to find an organization's tax exemption ID.

Setting Trial Status

New clients can be set to trial status. To enable trial status for a client, do the following:

1. Click    User Menu > Settings in the top toolbar.
2. Click Manage Clients, located under Agency Tools in the left panel.
3. Click    Options > Client Configuration next to the desired client's name.
4. Manage client charges as desired.
5. Scroll down to the Other Settings section.
6. Click the 30-Day Trial checkbox. 
7. Click Save.

When setting a client to trial status, be aware of the following:

• Your agency will not receive proceeds from this client during the trial period. You will begin receiving proceeds during their second billing cycle.
   
• Lead Gen & CRM will not collect the client's license or Direct Support fees during the trial period. Collection will begin during their second billing cycle.
   
• Clients have a time limit of 24 hours after they are created to be set to trial status. Once the time limit has passed, this option will be grayed out and cannot be selected. If you would like to set a client as a trial after this time limit has passed, you will need to contact Lead Gen & CRM Support.

Displaying Agency Discounts

You can display the savings your clients receive by signing on to Lead Gen & CRM through your agency. To enable trial status for a client, do the following:

1. Click    User Menu > Settings in the top toolbar.
2. Click Manage Clients, located under Agency Tools in the left panel.
3. Click    Options > Client Configuration next to the desired client's name.
4. Manage client charges as desired.
5. Scroll down to the Other Settings section.
6. Click the Display Your Agency's Discount checkbox.
7. Click Save. 

Be aware that these savings are displayed on the client’s Billing Overview page as the difference between a Lead Gen & CRM enterprise license and the cost your agency sets for this client's license.

Questions?