RebookMedia keeps track of what you owe each team member for the jobs they do, and lets you record what you pay them, or pay them through Stripe. Team pay is kept separate from your client invoices and payments.
This article covers setting pay rates, how pay becomes due, recording a payment, paying with Stripe, voiding a payout, and what your team members see.
Where to find it: At the top right of the page, click the grid icon (Navigation Panel) and choose Business, click Team in the left menu, then open the Payouts tab.
In this article
- How team pay works
- Set pay rates
- Assign work and check the payout
- When pay becomes due
- The Payouts tab
- Record a payment you made
- Pay with Stripe
- Payout history and voiding
- What your team members see
- If a team member leaves
- Troubleshooting
- Related articles
How team pay works
- You set each team member's pay rate for each service they provide.
- When you assign them to a service on a project, the payout for that line is worked out from their rate.
- When you mark the project Completed, their pay for it becomes Due.
- You pay them however you like and record it on the Payouts tab, or pay them with Stripe if they have connected their Stripe account.
Good to know: RebookMedia doesn't move money for manual payments. Recording a payment keeps your records and your team member's earnings up to date.
Set pay rates
Pay rates are set per service, for each team member who provides it.
- Open the Services page (Navigation Panel > Storefront > Services) and click Update on a service.
- Open Team members and tick the team member.
- Choose $ for a fixed amount per unit, or % for a percentage of the line total, and enter the rate. It saves automatically.
- A $ rate can't be more than the service's lowest variant price.
- A % rate can't be more than 100%. It is worked out on the price times the quantity, before tax and discounts.
- A $ rate is multiplied by the quantity. For example, $50 per unit on a line with a quantity of 2 pays $100.
Only active team members with the Photographer / Creator role who are service providers can be added. See Add and manage team members.
Assign work and check the payout
- Open the project. For each service, choose the team member in the Assigned To list.
- The Payout box under it fills in from their rate for that service.
- To pay a different amount for this job, type it in the Payout box.
- Lines assigned to you have no payout, so the box is hidden.
- If you change the line's team member, service, quantity or price, the payout is worked out again from the rate, replacing any amount you typed.
- Changing a pay rate on a service doesn't change projects you have already set up, until one of those details changes.
- Custom lines (not linked to a service) start at $0. Type the payout yourself.
When pay becomes due
Pay becomes due when you mark the whole project completed: open the project, use the status menu at the top right and choose Mark Completed.
- Before that, the team member sees the job as Upcoming on their Earnings page.
- Lines with a payout of $0 never become due.
- If you set the project back to In-Progress, unpaid lines go back to Upcoming. Lines you already paid stay paid.
Important: marking a project Completed also emails your client that their photos are ready. Mark it Completed when the job is really delivered.
The Payouts tab
The Payouts tab lists each team member with:
- Due: what you owe for completed projects, with the number of lines, for example "$150.00 (2)".
- This month: what you recorded as paid since the 1st of this month, by the date paid.
- All time: everything you have recorded as paid.
Click Pay when something is due, or History to see past payments. Click All members to go back to the list.
Record a payment you made
Use this when you paid by Zelle, Venmo, cash, check or another way outside RebookMedia.
- On the Payouts tab, click Pay next to the team member.
- Under Due, every completed line is ticked. Untick any you aren't paying now. The total updates as you go.
- Choose how you paid in Paid by: Zelle, Venmo, Cash, Check or Other.
- Check the Date paid (today by default; it can't be in the future).
- Optionally add a Reference (for example the Zelle confirmation) and a Note.
- Click Record payout of $X, then Confirm $X paid within a few seconds. You will see "Payout of $X recorded."
Your team member gets an email and an app notification that you paid them. The paid lines are locked on the project, so the team member, service and payout can't be changed by mistake.
Pay with Stripe
If your team member has connected their own Stripe account, you can pay them by card or bank transfer through Stripe. The money goes straight to their Stripe account. RebookMedia doesn't charge a fee; Stripe's fees come out of the amount your team member receives.
- Click Pay next to the team member and tick the lines you are paying.
- Click Pay $X with Stripe, then Continue to Stripe for $X within a few seconds.
- Pay on the Stripe page with your card or bank account.
- You come back to the Payouts tab. You will see "Stripe payment received. The team member has been notified."
- Bank transfers take a few business days. Until then the payout shows as Pending (Stripe) and the lines stay locked.
- Use Check now on a pending payout to get the latest status from Stripe, or Cancel (then Confirm cancel) if you didn't finish paying. Cancelled or failed payments make those jobs due again.
- Stripe payments must be at least $0.50.
- If the Pay with Stripe option isn't shown, your team member hasn't connected Stripe yet. Record a payment instead, or ask them to connect Stripe on their Earnings page.
Payout history and voiding
Open Payout history for a team member to see each payment: the date, method, number of jobs, reference, status, note and amount.
If you recorded a manual payment by mistake, you can void it:
- Click Void on the payout, then Confirm void within a few seconds.
- You will see "Payout voided. Those jobs are due again." The payout stays in the history, crossed out, and its lines are due again and can be edited on the project.
Payments made with Stripe can't be voided in RebookMedia. If one was a mistake, ask your team member to refund it from their Stripe account.
What your team members see
Each team member has an Earnings page with what they have earned on every team they belong to:
- Due: completed jobs you haven't paid yet.
- Upcoming: jobs they are assigned to that aren't completed yet.
- Paid: payments you recorded, with the date and method.
- Totals for Due, Upcoming, Paid this month and Paid all time.
To find it, team members open Earnings in their left menu, or, if they also run their own business, click View your earnings on their Team page. They can click Connect Stripe there so you can pay them through Stripe. They get an email ("paid you") each time you record a payment.
If a team member leaves
When you remove a team member, or they leave your team, nothing they have earned is lost. Their row stays on the Payouts tab marked "No longer on your team", and you can still pay what is due. Reassign their lines on projects that aren't finished yet.
Troubleshooting
Nothing is due, but the job is done
- Check that the project is marked Completed (status menu at the top right of the project).
- Check that the line is assigned to the team member and its Payout is more than $0.
The payout I typed changed
Changing the line's team member, service, quantity or price works the payout out again from the rate. Type your amount again after making those changes.
I can't change or delete a line on a project
The line has been paid out. Void the manual payout on the Payouts tab first. For a Stripe payment, the line stays locked.
A Stripe payment is stuck on Pending
Click Check now. Bank transfers can take a few business days. If you closed the Stripe page without paying, click Cancel so the jobs are due again.
"Some of these jobs were already paid or aren't completed any more"
Something changed since you opened the page, for example a payment recorded in another tab. Refresh the page and try again.
Still stuck? Book a free 30-minute call with our support team and we will walk through it with you.