How to Set a Clear Agency VPA Policy.
A VPA policy gives the agency one clear way to handle marketing costs. Without a policy, different agents may explain, approve and collect marketing payments in different ways.
A VPA policy gives the agency one clear way to handle marketing costs.
Without a policy, different agents may explain, approve and collect marketing payments in different ways.
That can create confusion for staff and vendors.
What the policy should cover.
A simple VPA policy should explain:
Who is responsible for marketing costs
When vendor approval is required
How campaign costs are presented
Which payment methods are available
When payment is due
How pay-later options are handled
What happens if the property is withdrawn
What happens if the property does not sell
How campaign changes are approved
Who manages supplier invoices
Who keeps the records
Make vendor approval mandatory.
No marketing expense should be ordered without clear approval.
Approval should cover:
The campaign
The total budget
Optional items
Any later changes
The chosen payment method
Written approval is best.
Set clear payment rules.
The policy should state when marketing costs are due.
For example:
Before launch
When invoices are issued
Through an approved payment platform
Through an approved pay-later option
If Property.Credit is offered, the policy should explain when agents can introduce it and where vendors can access the current approved information.
Keep commission and VPA separate.
The policy should make clear that marketing costs and commission are separate.
This avoids staff giving mixed messages.
Agents should use consistent wording when explaining the difference.
Define who can approve changes.
Campaigns often change.
Examples include:
Extra social advertising
Portal upgrades
Additional print
Extended styling
New photography
Extra video
The policy should state who can approve these changes and how vendor approval is recorded.
Cover withdrawn and unsold listings.
The policy should explain what happens if:
The vendor withdraws the property
The agency appointment ends
The property does not sell
The campaign runs longer than expected
Do not leave this unclear until a problem occurs.
Include pay-later procedures.
If the agency uses Property.Credit, include a simple process for staff.
For example:
Explain the campaign
Confirm the budget
Present payment choices
Refer the vendor to Property.Credit information
Record the chosen option
Keep approval records
Agents should not guess about fees, eligibility or lending terms.
Use one standard process.
Every agent should follow the same steps.
That may include:
Standard campaign budget
Standard approval form
Standard payment explanation
Standard supplier process
Standard CRM notes
Standard follow-up
Consistency reduces mistakes.
Keep the policy short.
The policy should be easy to use.
A one or two-page internal guide is often better than a long document nobody reads.
Include:
What staff must do
What staff must not do
Who to ask if unsure
Agent Action Plan.
1. Write the policy
Cover approval, payment, suppliers and records.
2. Standardise the forms
Use the same campaign and approval documents across the agency.
3. Add Property.Credit procedures
Make the pay-later process clear.
4. Train the team
Make sure sales, admin and finance staff understand the process.
5. Review the policy regularly
Update it when suppliers, payment systems or agency procedures change.
A clear VPA policy helps the agency stay consistent, reduce errors and make the process easier for both staff and vendors.