How To Create A Fund Request

Before we get started it is important to note:

When sending a Fund Request, it’s essential that you select the correct type of invoice, enter correct property address and customer name & contact details and the correct amount - this will ensure there are no delays in the payment of your invoice

When sending a Marketing invoice, the recipient(s) should be the Vendor(s) on Title (or a legally authorised representative for the Vendor on Title), OR, if the Vendor is a Company, the relevant Director(s) authorised to represent the Company.
If sending a Deposit invoice, the recipient should be the Buyer(s)/Purchaser(s).
If sending a Rental Maintenance and Marketing invoice, the recipient should be the Landlord(s) on Title.
If sending a Bond invoice, the recipient should be the approved ingoing Tenant(s).

How to create a Fund Request, step-by-step:

To create a new "Fund Request" (invoice), log into your Member account on our platform, and make sure you're toggled into the correct "Location" (or office - this will only apply if you work for a multi-office business).

Locate the blue, circular icon in the top right corner of the page, with a plus symbol (+) centred within the it.

When you click this button, a drop-down menu will appear.

Note: Buyer Deposit, Bond and Maintenance and Marketing are pay upfront by EFT, BPay or Credit Card only. It is important to note that only VPA invoices have the option to pay later as well as up front.

- VPA (Marketing costs for sales properties only)
- Buyer Deposit
- Maintenance and Marketing for Landlords needing to reimburse your agency for trades or rental advertising.
- Bond for tenants securing a new rental property
Select whichever Fund Request type you need to send from the list.
A pop-up will open, listing a number of fields to be completed.

Enter/select the required details into all fields.
- Select the correct agent.
- Enter the total amount of marketing.
- The due date is the date you wish the vendor to action the invoice by.
- Search for the correct property address
- Enter the Listing Price. Note: This is only shown to RealtyAssist and not to your vendor or publicly. Please ensure this is accurate to avoid delays in processing.
- Enter the Listing Date. Note: The Listing date is the date that your agency signed the agreement with the vendor to sell the property.

Selecting the correct Invoice Type

Please make sure to thoroughly review the instructions below, as this will ensure that your invoice is accurately sent to your vendor and will facilitate prompt payment for your marketing. Customer Information.

As with all real estate paperwork, it is crucial that the correct information is displayed on the invoice.

Every customer added must have their own unique email address and Australian mobile phone number. A landline cannot be utilised. An SMS will be sent to inform the vendor that an invoice has been sent for their attention.

Prior to adding a customer, it is essential to understand what kind of customer they are and to whom we are directing the invoice.

Individual
Company
Trust, Power of Attorney, or Other.

Individual

Select the 'Individual' customer type for general vendors (not a Company, Trust, Power of Attorney, or other Entity).

For the Individual customer type, the 'Customer' refers to individuals who are named on the property title (this cannot be a helpful family member or friend).

Enter the email address and click 'Add' - fill in the first name, last name, and mobile number. You can repeat this if adding multiple individuals to the invoice.

If you have any doubts about completing the invoice, please contact our Customer Care Team: 1300 355 729, and they will guide you through the process.

Company
If the title of the property is in a company name, then the invoice type will be 'Company'.

Enter the ABN in the lookup tool and select if correct, this will add the entity details to the invoice.

You can then start to add the Directors and Secretary. It is important that all Directors are added to the invoice.

Simply enter the email address and click 'Add' - complete the first name, last name and mobile number. You can then repeat the steps if you have multiple Directors to add to the invoice.

NOTE: If you have only an ACN and it is unable to be found in the look-up tool, then please go to Trust, Power of Attorney or Other tab and use 'Other/Unsure'

If at any point you are unsure on how to correctly complete the invoice, please call our Customer Care Team: 1300 355 729, and they can best advise you on the right process.

Trust, Power of Attorney or Other

- Use Trust - If the property is owned by a Trust (individual or corporate)
- Use Power of Attorney type - If there is a Power of Attorney in place
- Use Executor/Administrator of Estate - if the property is a deceased estate and probate has been granted.
- Use Other/Unsure - if you are unsure what type and include as much helpful information as you can such as the ABN, Entity or owner details.

There is a helpful prompt showing how to enter the 'Bill to:' details for each type of customer on the invoice.

There is a helpful prompt showing how to enter the 'Bill to:' details for each type of customer on the invoice.

You can then start to add the Trustees, Power of Attorneys, Executors or Administrators. It is important that all authorised representatives are added to the invoice.

Remember that our friendly Customer Care Team are there to support you, if you are unsure on: 1300 355 729

💡TIP: We have a very helpful invoicing guide that can be downloaded and saved to your Desktop for easy reference. View and download here

Once you have determined the correct customer type, you can then add the first vendor/authorised representative to the invoice, by adding the email address, first name, last name and Australian mobile number.
Additional Information (Neither of these fields are mandatory)
- Fund Request/Invoice Description
Here you can add any detail about what the invoice is for. If the invoice is for anything other than just marketing ie including Styling, please be sure to list this in the description to assist our team in processing your vendors application quickly.

- Additional attachments
You can also upload documents if you wish, this will be sent as an attachment with the invoice.

💡TIP: Uploading a signed listing authority is extremely helpful to your vendor, especially if the property is Company, Trust, Power of Attorney or Other as it is a document we will ask to see should your vendor choose to pay later.
RealtyAssist Deferred Payment Method
Note: By default fund requests will include a Deferred Payment method.

There are circumstances where it is best that you 'turn off' the deferred payment (pay later) option for your customer. Such as if the invoice is for untitled land, or if the vendor only has a landline number that they are reachable on.

For both of these circumstances, we are unable to lend. Turning the option off, avoids delays in payment of the marketing funds to your agency.
It is important that you preview your invoice before sending, to check for mistakes as once an invoice is sent, it cannot be amended.

Check for:
- Correct Amount
- Correct Agent
- Correct property address
- Correct name, email address and Australian mobile phone number for your customers
- Ensure all required customers have been added.

From the preview page, if you do need to make a change, you can do so by clicking the small X next to the 'Submit' button. Make your changes and then re-preview before sending.
Once satisfied all fields have been completed correctly, click the blue “Submit” button.