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Published on July 31, 2025

why Cloud now: agent reimbursable charges

Real estate expense allocation system showing agent personal expenses for open house marketing materials

overview of darwin.Cloud's agent reimbursable charges for efficient expense tracking, automated reimbursements, and agent satisfaction.

key takeaways

  • agent reimbursable charges allow easy billing of one-off expenses to agents alongside vendor payments
  • the process can be done immediately or included in monthly billing wizards
  • intercompany billing allows charging expenses to agents across different companies
  • the unrecovered expenses report helps track unbilled reimbursable expenses

topics

agent reimbursable charges basics

  • used for one-off charges to agents (e.g., mls dues, vendor bills)
  • streamlines process: charge agent while entering payable, no separate invoice creation
  • two methods:

billing process and options

  • enter payable, charge to agent instead of department/gl
  • auto-populates agent billing gl account
  • can invoice immediately or include in next billing cycle
  • ability to charge agents more than the actual expense (e.g., $5 charge for $3 cost)
  • option to split expenses among multiple agents

expense recovery management

  • viewable on agent profile under "expense recovery" tab
  • can move items between "reimbursed" and "not reimbursed" columns
  • unrecovered expenses report shows all uncharged reimbursable expenses across the system

intercompany billing

  • headquarters can charge expenses to agents in other companies
  • charges appear on agents' invoices in their respective companies during billing

manual invoicing for departing agents

  • create new invoice for specific agent
  • use "add reimbursements" button to include all outstanding charges
  • "agent recur" button adds recurring items for the invoice date

watch this short video to learn more:

ready to evolve?

request a demo or learn more about the power of darwin.Cloud