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Published on August 7, 2025

why Cloud now: divide expense wizard and billing groups

Expense division wizard interface for splitting real estate transaction costs between multiple agents

overview of darwin.Cloud's divide expense wizard and billing groups for automated expense allocation and improved cost management. 

key takeaways

  • darwin.Cloud now offers a divide expense wizard to spread costs across offices or charge agents
  • billing groups can be created manually or auto-calculated based on various metrics (e.g., agent count, agci)
  • cost allocation of corporate overhead to sales offices is crucial for accurate profit per agent calculations
  • reclassification feature allows easy correction of expense allocations using billing groups

topics

divide expense wizard

  • new feature allows spreading expenses across all offices, selected offices, or charging agents
  • process: bills tab > enter bills > divide expense
  • options to divide between offices or agents
  • can use pre-set billing groups or manually adjust percentages
  • ability to create ap voucher as posted or left open for editing
  • option to charge agents without paying a vendor (useful for internal billing)

billing group creation and management

  • access: company tab > billing group > new
  • two methods: manual entry or wizard-guided setup
  • wizard offers auto-calculation based on metrics like agent count, agci, sides, volumes, new listings, etc.
  • recommended to update billing groups quarterly or annually
  • ensures fair distribution of expenses across offices

cost allocation importance

  • corporate office shouldn't be a profit center; expenses should be spread across sales offices
  • critical for accurate profit per agent calculations
  • ensures each office's true operational costs are reflected
  • helps determine if agents are "pulling their weight" financially

bankstream integration

  • billing groups can be used in classifying bank stream expenses
  • allows automatic breakdown of expenses across offices based on pre-set percentages
  • time-saving feature for recurring expenses or credit card charges

reclassification feature

  • ability to reclassify paid vouchers using billing groups
  • useful for correcting misallocated expenses without un-posting
  • helps in cleaning up p&l statements

next steps

  • demonstrate bankstream expense classification using billing groups in tomorrow's webinar
  • gather feedback on potential ai feature for automatic bill classification based on vendor profiles
  • explore the possibility of expanding vendor profiles to include default expense allocation instructions
  • continue educating users on the importance of proper cost allocation for accurate financial reporting

watch this short video to learn more:

ready to evolve?

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