transaction billing management – ActiveProspect

Transaction & Billing Management Guide

Master LeadConduit's financial features to track costs, manage revenue, handle reconciliation, and optimize margins. This comprehensive guide covers pricing configuration, transaction tracking, billing workflows, and financial reporting.

📍 You Are Here

You're setting up LeadConduit's financial management system to automatically track what you pay vendors (purchase pricing) and what you charge buyers (sale pricing). This creates a complete financial audit trail for every lead, enabling accurate reconciliation and margin analysis.

🎯 What You'll Achieve

Automated cost and revenue calculation
Dynamic pricing based on lead attributes
Complete transaction audit trails
Streamlined monthly reconciliation
Real-time margin tracking
Return credit handling
Financial reporting and analytics

📋 Prerequisites

Before starting, ensure you:

Business Requirements

Clear vendor pricing agreements
Defined buyer rate cards
Understanding of margin targets
Reconciliation processes in place

Technical Requirements

LeadConduit account with appropriate permissions
Flows configured with sources and recipients
Basic understanding of Rules
Familiarity with Events

💰 Understanding LeadConduit Pricing

Core Concepts

Purchase Pricing: What you pay vendors for leads

Calculated during submission
Recorded on source events
Per-vendor configuration

Sale Pricing: What you charge buyers for leads

Calculated during delivery
Recorded on recipient events
Per-buyer configuration

Pricing Evaluation Order

LeadConduit evaluates pricing through four layers (first match wins):

Source/Recipient Pricing Service (Highest Priority)
- External API determines price
- Real-time dynamic pricing
Source/Recipient Pricing Rules
- Configured on specific source/recipient
- Vendor/buyer-specific agreements
Flow Pricing Service
- Flow-wide external pricing
- Fallback for sources without pricing
Flow Pricing Rules (Lowest Priority)
- Base pricing for the flow
- Default when no other pricing applies

🚀 Step 1: Configure Purchase Pricing

Basic Vendor Pricing

Navigate to Sources
- Open your flow
- Click Sources tab
- Select a source

Set Fixed Pricing

Purchase Price: $25.00
Description: Standard rate for premium leads

Rule-Based Vendor Pricing

Add Pricing Rules
Click Add Price for each tier:

Base Price: $10.00 (no rules)

Price 2: $15.00
Rules: state is one of CA, NY, FL

Price 3: $20.00
Rules: state is TX

Price 4: $25.00
Rules: phone.valid is true AND email.valid is true

⚠️ Important: Last matching price wins!

Dynamic Pricing Example

For a lead from Texas with valid phone and email:

Base price matches: $10.00 ✓
Price 3 matches (TX): $20.00 ✓
Price 4 matches (valid data): $25.00 ✓
Final price: $25.00 (last match)

💵 Step 2: Configure Sale Pricing

Basic Buyer Pricing

Navigate to Recipient Step
- Find your delivery step
- Click Edit
- Expand Pricing section

Set Buyer Rates

Sale Price: $45.00
Description: Contract rate for exclusive leads

Tiered Buyer Pricing

Configure Value-Based Pricing

Base Price: $30.00

Price 2: $40.00
Rules: loan_amount > 100000

Price 3: $50.00
Rules: loan_amount > 250000

Price 4: $75.00
Rules: credit_score > 750 AND loan_amount > 250000

Multi-Buyer Scenarios

Different prices for different buyers:

Step 1 - Exclusive Buyer:
  Price: $100.00
  Rules: exclusive_lead is true

Step 2 - Buyer Pool A:
  Price: $25.00
  Rules: exclusive_lead is false

Step 3 - Buyer Pool B:
  Price: $25.00
  Rules: Always (shared lead)

🔄 Step 3: Advanced Pricing Patterns

Time-Based Pricing

Adjust rates by time of day:

Base: $20.00

Business Hours Premium:
Price: $25.00
Rules: hour >= 9 AND hour < 17

Weekend Premium:
Price: $30.00
Rules: day_of_week is one of Saturday, Sunday

Night Discount:
Price: $15.00
Rules: hour >= 22 OR hour < 6

Quality Incentive Pricing

Pay more for better data:

Base: $10.00

With Consent:
Price: $12.00
Rules: trustedform_cert_url is not blank

Fully Validated:
Price: $20.00
Rules: trustedform_cert_url is not blank 
       AND phone.valid is true 
       AND email.valid is true

Margin-Based Pricing

Ensure profitability:

// External pricing service logic
function calculatePurchasePrice(lead, buyerDemand) {
  const expectedSalePrice = buyerDemand.maxPrice;
  const targetMargin = 0.40; // 40% margin
  const maxPurchasePrice = expectedSalePrice * (1 - targetMargin);
  
  return {
    price: Math.min(maxPurchasePrice, 50), // Cap at $50
    reason: `Ensuring ${targetMargin * 100}% margin`
  };
}

💳 Step 4: External Pricing Services

Configure Pricing Service

Add Service Integration

Service: Market Rate Calculator
Endpoint: https://api.yourservice.com/pricing
Timeout: 2000ms
Fallback Price: $15.00

Service Request Format
Your service receives:

{
  "lead": {
    "email": "test@example.com",
    "state": "CA",
    "insurance_type": "auto"
  },
  "source": {
    "name": "Premium Leads Inc",
    "id": "abc123"
  },
  "flow": {
    "id": "flow_123",
    "name": "Insurance Flow"
  }
}

Service Response Format
Service should return:

{
  "price": 22.50,
  "reason": "Premium rate for auto insurance in CA"
}

📊 Step 5: Transaction Tracking

Understanding Events

Each lead creates multiple events with pricing data:

Source Event (Purchase):

{
  "outcome": "success",
  "purchase_price": 25.00,
  "pricing": {
    "type": "rules",
    "matched_rule": "Price 4"
  }
}

Recipient Events (Sale):

{
  "outcome": "success",
  "sale_price": 45.00,
  "recipient": "Acme Insurance",
  "pricing": {
    "type": "fixed",
    "configuration": "Contract rate"
  }
}

Monitoring Transactions

Use Events tab to track:

Real-time pricing application
Which rules matched
Service responses
Failed deliveries (no revenue)

💰 Step 6: Monthly Reconciliation

Vendor Payment Reconciliation

Generate Vendor Report

Report Type: Source Events
Date Range: Last Month
Filters: 
- Source: [Select Vendor]
- Outcome: success

Columns:
- Source
- Count
- Sum(purchase_price)
- Avg(purchase_price)

Export for Accounts Payable
- Download CSV
- Match against vendor invoice
- Identify discrepancies

Buyer Invoice Generation

Generate Buyer Report

Report Type: Recipient Events
Date Range: Last Month
Filters:
- Recipient: [Select Buyer]
- Outcome: success

Columns:
- Recipient
- Count
- Sum(sale_price)
- Delivery Success Rate

Create Invoices
- Export detailed lead list
- Include lead IDs for reference
- Apply contract terms

🔄 Step 7: Return Credits & Adjustments

Handling Return Feedback

When buyers report issues:

Buyer Sends Return Feedback

{
  "lead_id": "123456",
  "reason": "bad_phone",
  "credit_amount": 25.00
}

System Creates Credit
- Negative pricing entry created
- Appears in reconciliation
- Maintains audit trail

Common Return Reasons

Configure standard reasons:

Bad phone number
Wrong geography
Duplicate customer
No consent/Missing TrustedForm
Invalid data

Credit Workflows

Original Purchase: $25.00
Return Feedback: "bad_phone"
Credit Applied: -$25.00
Net Cost: $0.00

📈 Step 8: Margin Analysis

Real-Time Margin Tracking

Create margin report:

Revenue (Sum of sale_price)
- Cost (Sum of purchase_price)
= Gross Profit

Margin % = (Gross Profit / Revenue) × 100

Margin by Segment

Analyze profitability:

By source/buyer pair
By lead type
By geography
By time period

Margin Optimization

Identify opportunities:

Low-margin sources → Renegotiate or remove
High-margin buyers → Increase volume
Failed deliveries → Fix integration issues
Time patterns → Adjust staffing

🚫 Troubleshooting

"Wrong Price Applied"

Check evaluation order:

View event details
Check pricing field
Identify which layer set price
Review rule logic

"Missing Revenue"

Verify delivery success:

Check recipient outcome
Only "success" generates revenue
Review failure reasons
Fix delivery issues

"Reconciliation Mismatch"

Audit trail investigation:

Export all events
Match against vendor records
Check for credits/adjustments
Verify date ranges

"Pricing Service Failures"

Ensure reliability:

Check fallback price
Review timeout settings
Monitor service health
Log service errors

💡 Best Practices

Pricing Strategy

Start Simple: Fixed prices → Add rules gradually
Document Logic: Clear descriptions on each price
Test Thoroughly: Verify before production
Regular Reviews: Monthly pricing audits
Version Control: Track pricing changes

Financial Controls

Price Limits: Set reasonable maximums
Approval Workflows: For pricing changes
Audit Trails: Document all adjustments
Access Control: Limit who can modify pricing
Change Notifications: Alert on pricing updates

Reconciliation Process

Daily Monitoring: Check key metrics
Weekly Reviews: Identify anomalies
Monthly Close: Full reconciliation
Dispute Process: Clear escalation path
Archive Records: Maintain history

📊 Success Metrics

Track these KPIs:

Metric	Target	Calculation
Gross Margin	>40%	(Revenue - Cost) / Revenue
Collection Rate	>95%	Delivered / Accepted
Credit Rate	<2%	Credits / Revenue
Reconciliation Time	<2 days	Monthly close speed
Pricing Accuracy	>99%	Correct prices / Total

🎯 Common Scenarios

Scenario 1: Performance-Based Pricing

Pay vendors based on quality:

Base: $5.00
Connected Call: $15.00
Appointment Set: $50.00
Closed Deal: $200.00

Split revenue with partners:

Purchase Price: External service calculates 70% of sale price
Sale Price: Based on buyer bid
Result: Automatic revenue sharing

Scenario 3: Bundled Pricing

Volume discounts:

1-100 leads: $25.00 each
101-500 leads: $20.00 each
500+ leads: $15.00 each
Track with custom counter field

Pricing Model Deep Dive - Technical details
Events & Analytics - Transaction tracking
Custom Reports - Financial reporting
Rules Engine - Pricing rule logic

💵 Financial Control Achieved: Your LeadConduit system now automatically tracks every penny, from vendor costs to buyer revenue. With complete transaction visibility and automated reconciliation, you can focus on optimizing margins rather than chasing spreadsheets!