Overview
In this article, "sub-agency" refers to any agency that operates under a host — you may also know this as a member agency, affiliated agency, or independent contractor agency depending on your host.
If your agency is set up under a host who isn't reconciling commissions in Tern, you can still run your full reconciliation process and reporting normally — directly from your own agency.
Before you start
You must be an agency owner or admin of a sub-agency that is linked to a host in Tern.
This workflow applies only when your host is not actively reconciling commissions in Tern. If your host is reconciling in Tern, this process does not apply to you.
Note: This workflow is available to sub-agency owners and admins. If your agency has Back Office (currently in beta), you'll find Commission in the left sidebar under General. See Agency Back Office Home for the full overview.
How it works
When your agents book through host credentials, your agency stays "in the loop" on those bookings. That means you can reconcile commission against statements from your host, run accurate reports, and pay out your team — all without your host needing to manage reconciliation in Tern.
Bookings submitted through host credentials will appear in your reconciliation flow when you log a statement from your host. Bookings submitted through your own agency credentials will appear when you log a supplier statement.
Setting up commission splits and agent rates
Before reconciling, make sure your commission structure is configured:
For Commission split types: Go to Back Office → Settings → Commission Rules → Add Commission Type
For Standard agent rates: Go to Back Office → Settings → Team & Billing → Click the 3 dots beside the agent's name and click View Agent Details
These rates will apply to all bookings reconciled through your agency, regardless of whether they were submitted through host or agency credentials.
Reconciling a statement from your host
Go to Back Office → Commission (under General) → Statements tab → Add Statement
In the Add Statement drawer, select the Host agency tab. Choose your host agency in the Sender field.
Note: If your host doesn't reconcile in Tern, the drawer opens on the Host agency tab automatically, so you may not need to switch tabs.
Tip: You can drag and drop your host's statement file (or click Choose file) at the top of the drawer. Tern will read it and autofill the statement details for you. See AI Commission Reconciliation (in beta)Fill in the statement name, type, date received, total amount, and currency, then select Save.
Log each booking. In the bookings list, click a row (or the + "Add payment" button on the row) to open the payment drawer, enter the payment details, and confirm.
Account for the full statement amount. Add adjustments where needed so the statement is fully reconciled. You won't be able to approve for payout until the full amount is accounted for.
Select "Approve for payout" once the statement is fully reconciled. You'll confirm in a dialog, which also offers to close the statement at the same time (this defaults to your agency's setting). Note: After approval you can reopen the statement or mark it closed, and export a CSV of the statement at any time.
Run your normal payroll process to pay your team. Agents will receive a payout statement and an email notification if you've enabled that setting.
You'll know it worked when the statement is fully reconciled and your agents' payout statements reflect the received commission.
Reporting
All bookings your agency is in the loop on — whether submitted through host or agency credentials — appear in your Agency Sales and Expected Commission report.
Gross Sales reflects the full sales amount for those bookings.
Expected Commission automatically deducts your host's cut (based on the commission split your host has configured on their side), so your projections are accurate.
Agency Income reflects what remains after the host split and agent commission are deducted.
Received Commission updates once you've entered and approved a statement.
You can also see gross sales, received commission, and agency income on the Back Office Dashboard (Analytics), including the Agency Sales, Received Commission, and Agency Income charts. See Agency Dashboard View.