Sample VPA Policy Template.
A practical internal template agencies can copy, edit and adopt.
Sample Policy Template.
Vendor Paid Advertising Policy.
Agency: [Agency Name]
Effective Date: [Date]
Policy Owner: [Principal / General Manager / Finance Manager]
Review Date: [Date]
1. Purpose.
This policy sets out how [Agency Name] manages Vendor Paid Advertising, marketing approvals, supplier costs and vendor payment options.
The aim is to ensure:
Vendors understand the proposed marketing campaign
Marketing costs are approved before they are incurred
Staff follow a consistent process
Payment arrangements are clearly recorded
Supplier invoices are managed correctly
Changes to campaigns are documented
2. What VPA Covers.
Vendor Paid Advertising may include approved costs such as:
Photography
Floorplans
Property portals
Signboards
Brochures
Social media advertising
Video
Drone photography
Print advertising
Styling
Furniture hire
Other approved marketing or presentation expenses
The final campaign will vary depending on the property.
3. Campaign Recommendation.
The listing agent must prepare a recommended marketing campaign based on:
Property type
Location
Likely buyer
Method of sale
Local competition
Vendor requirements
Agreed budget
Agents should only recommend marketing items they can clearly explain and justify.
4. Vendor Approval.
No marketing expense is to be ordered until the vendor has approved the campaign.
Approval should include:
Marketing items
Total campaign budget
Optional items where relevant
Payment method
Any supplier costs known at the time
Written approval must be retained in the agency’s records.
5. Campaign Changes.
Any additional marketing expense outside the original approval must be approved by the vendor before it is ordered.
Examples include:
Portal upgrades
Additional social advertising
Extra print advertising
Additional photography
Extended styling hire
Extra video or drone work
The approval must be recorded.
6. Payment Options.
Where available, vendors may be offered:
Upfront payment
Other approved agency payment methods
An approved pay-later option through Property.Credit
The vendor decides which available payment method suits them.
Staff must not pressure vendors towards a particular payment option.
7. Property.Credit.
Where Property.Credit is offered:
Agents may explain that a pay-later option is available
Eligibility, approval, fees and conditions apply
Current Property.Credit information must be used
Agents must not guess or provide unapproved information about fees or lending terms
Detailed product questions should be referred to Property.Credit
Vendor approval and the chosen payment method must be recorded
Pay-later funding must not be used as a reason to recommend unnecessary marketing expenditure.
8. Supplier Orders.
Only approved suppliers should be used unless authorised by [Principal / Manager].
Before placing an order:
Confirm vendor approval
Confirm supplier price
Confirm delivery date
Confirm who will receive the invoice
Record the order where required
Staff should not commit the vendor to unapproved expenses.
9. Supplier Invoices.
Supplier invoices must be:
Checked against the approved campaign
Recorded in the appropriate agency system
Allocated to the correct property
Processed according to the vendor’s payment arrangement
Any discrepancy should be investigated before payment.
10. Withdrawn or Unsold Properties.
The vendor must be informed before the campaign begins about what happens to marketing costs if:
The property does not sell
The vendor withdraws the property
The agency appointment ends
The campaign runs longer than expected
Any outstanding costs will be handled according to:
The agency agreement
Vendor approvals
Supplier terms
The chosen payment arrangement
Applicable Property.Credit terms where relevant
11. Record Keeping.
The agency should retain records of:
Campaign recommendations
Vendor approvals
Campaign changes
Supplier quotes
Supplier invoices
Payment method
Property.Credit information where relevant
Communication about marketing costs
Outstanding balances
Records should be stored in [CRM / property file / accounting system].
12. Staff Responsibilities.
Listing Agent
Responsible for:
Recommending the campaign
Explaining marketing costs
Obtaining vendor approval
Explaining available payment choices
Recording changes
Administration / Marketing Team
Responsible for:
Ordering approved marketing
Coordinating suppliers
Checking campaign details
Maintaining records
Finance / Accounts
Responsible for:
Managing invoices
Recording payments
Monitoring outstanding amounts
Following approved agency accounting procedures
Principal / Manager
Responsible for:
Approving exceptions
Reviewing disputes
Maintaining the policy
Ensuring staff are trained
13. Staff Must Not.
Staff must not:
Order marketing without approval
Add costs without vendor approval
Describe pay-later marketing as free
Guarantee Property.Credit approval
Guess at fees or repayment terms
Encourage unnecessary expenditure
Make promises outside the agency or provider terms
14. Vendor Communication Standard.
Agents should explain VPA in simple language.
Suggested wording:
“This is the marketing campaign I recommend for your property. I will show you what is included, what it costs and the payment options available before anything is ordered.”
Where pay later is available:
“You can pay the marketing upfront, or there is also a Property.Credit pay-later option for eligible vendors. Fees, approval and conditions apply.”
15. Exceptions.
Any exception to this policy must be approved by:
[Principal / Manager Name or Position]
The reason for the exception should be recorded.
16. Policy Review.
This policy should be reviewed:
At least annually
When payment processes change
When suppliers change
When Property.Credit products or procedures change
When relevant legal or regulatory requirements change
Approved by: ______________________________
Position: _________________________________
Date: ____________________________________
Important
This is a sample internal policy template only. Agencies should adapt it to their own processes and have any legal, accounting, trust account, credit or regulatory requirements reviewed by the appropriate professional before adoption.