Managing Client Configuration Settings for Clients in the European Union

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
• Entering VAT Information
• Setting Trial Status
• Displaying Agency Discounts
• Countries Supporting IBAN
• Regarding Payment Thresholds

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 monthly retail pricing for different contact totals. The price amount will be updated 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 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:

• 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

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 through bank account information. Some countries in the European Union (EU) support international bank account numbers (IBAN) in order to utilize bank accounts.

To enter bank account 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. Select Enter client payment information now in the Payment Info section.
5. Select the IBAN tab.
6. Enter the name associated with the IBAN record
   in the Name field.
7. Enter the IBAN information in the Card Details field.
8. Click the The information provided will be
   used under the terms of the Stripe
   agreement checkbox.
9. Click Save.

Important: The IBAN tab will only appear if both your company's country and currency information Company Profile are set to EU countries that support IBAN. By entering client payment information on behalf of the client, you are taking responsibility for their payment information. This option is permanent. 

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 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 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 login 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 European Union.

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
    
6. 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 European Union.

Entering VAT Information

Most businesses in the European Union and the United Kingdom must apply a value-added tax (VAT) to their sales or purchases. To enter VAT information, if applicable, for clients in these countries, 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 Charge this client GST on my agency's behalf toggle.
7. Enter the client's GST number in the GST Number field. 
8. Enter the applicable percentage in the GST Percentage field.
9. Click Save.

Refer to the European Union's external VAT website for more information on the VAT and for information on how to find a VAT number.

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.

Countries Supporting IBAN

Not every country in the European Union supports IBAN. The following table provides information on whether or not a country—and its currency, in regards to the billing feature—supports IBAN:
 

Regarding Payment Thresholds

To avoid errors and potential issues, Lead Gen & CRM will not provide a payout if your agency's payout balance is below a minimum threshold. That threshold is based on your selected currency. These thresholds are as follows:

• Agencies with bank accounts that use the Euro (EUR) have a minimum payout of 1.00 euros.
   
• Agencies with bank accounts that use the British pound sterling (GBP) have a minimum payout of 1.00 pounds.
   
• Agencies with bank accounts that use the Swiss franc (CHF) have a minimum payout of 5.00 francs.
   
• Agencies with bank accounts that use the Danish krone (DKK), Norwegian krone (NOK), or Swedish krona (SEK) have a minimum payout of 20.00 kronor.

Be aware that if your available account balance is less than the minimum payout amount, then it will remain in your Stripe account until your balance increases.

Questions?