Franchise Fee Portal

Franchise Fee Portal

Learn how to use the Portal to calculate fees from your franchisees!

Start

What is the Franchise Fee Portal?

Franchise Fee Portal enables franchisors to calculate and process fees from their franchisees. This might include royalties, tech fees, brand fees, bookkeeping, or any other fee required for your franchisees. By integrating with Mariana Tek, the portal can calculate fees based on a recurring flat rate or revenue basis.

Info

Table of Contents

Users and Permissions

LOcations

Agreement Templates

Payment Activity

REporting

Recap

Users and PErmissions

There are two types of users. Click the plus to learn more about each type.

Location Team

Brand Team

Locations

Payment Methods!

Locations are needed to assign fees to each studio. Locations are automatically created based on your locations in Mariana Tek. Each location must have a payment method on file to automatically process fees.

A Location Admin user must add the Payment Method by going to > Locations > select the location > Payment Information > Add Payment Method. The Payment Method can be a credit card or bank account

Details

Agreement Templates

Agreement templates contain the main fee structures to be applied to your locations. If there are differences between rates charged at various locations, you do not need to create an individual template for each variation but can make ad-hoc adjustments as you apply the template to anygiven location. The agreement templates are transposed from the already outlined fees in your Franchise Disclosure documents.

Info

Click to learn how to make a Template

Template Location

After creating the Agreement Template, it must be applied to a Location to begin processing. Head to Locations > select a Location > New Fee Agreement. Fill in the following fields:

• Name
• Sign Date
• We recommend it matches the Fee Start Date.
• End Date
• If there is no End Date, set it to far in the future

Save the Agreement and the charges will begin processing on the Fee Start Date.

Payment Activity

The Payment Activity tab is where you can track charges, payment failures, and deposits.The most used tool under Payment Activity is the Charges report. From here, you can track the franchisee's fees and their status. For each Fee, you can view all details including any status history.

Charges Report

The Charges report can be filtered by:

• Fee Types
• Last Status Change
• Locations
• Status

What is the Status?

Status is the step each transaction Fee is on. Hover over a Status to reveal the details.

Open

Pending

Created

Awaiting ACH Settlement

Completed

Unconfirmed

Awaiting Review

Failed

Awaiting Payment Method

Refund Failed

Refund Waiting

Refund Complete

Additional REportING

Deposits

Failed Charges

Orders

REcap: Franchisor

Lets take a look at the most important things to remember as a Franchisor!

The following reports are available:

How do I charge a Fee to a Location?

What reports are available?

What are Payment Statues?

How do I create an Agreement Template?

• Charges - Track Fees for your locations

As a Brand Admin, head to Agreement Templates > New Template. Add your Fees and Save!Need a step by step instructions, click launch below!

Locations will be charged by assiging an Agreement Template to a Location.Once applied, Fees will begin processing based on the Billing Cycle. Click launch to see step by step instructions!

Payment Statues are applied to Franchisee's Fees to track the process of the payment. When it reaches Completed, the money has reached the Franichsor bank account. Click Launch to view all the statuses!

• Order - View transactions from Mariana Tek

• Failures - View and reprocess failed charges

• Deposits - Track ACH Deposits

Launch

Launch

• Dashboard

Launch

REcap: Franchisees

Lets take a look at the most important things to remember as a Franchisee!

Where can I see my Location Fees?

Why did a Fee receive a Failed Status?

How do I pay my Fees?

Fees will be processed by the payment information applied to your location. Fees can be paid by Credit Card or ACH. To add your payment information, go to Locations > select your Location > Payment Information. Click Launch to learn more!

Check out the Charges report to view all the Fees applied to your Location.Use the filters and export to dive deeper into the information. Click Launch to learn more!

Failed means your payment was rejected for one of the reasons:

• Insufficient Funds
• Exceeds amout limit

• Expired Card
• Closed account
• Invalid routing number

Click Launch to learn more!

Launch

Start

Start

Franchise Fee Portal

Keep your Franchise Fees in order with the Portal!

Resources

Location Team

Location Teams Users are for the Franchisees. They can view the details of their specific location and add payment methods

• Admins can manage their payment method, view their agreements, export reports, and add users to their location(s).
• Viewers have the same capabilities as Admins, except they cannot manage the payment method or add users.

To create a Location Team User, go to the Gear Icon > Location Team > select the location > New Location User.

Failed Charges

To retry the failed charge, find the failed payment and click Details > pencil icon beneath Status and set the transaction to Ready to Be Processed (transaction will retry overnight) or Process Payment (will retry payment immediately).

The Failed Charges Report will display all failed payments and allow you to recharge the payment.Charges that have failed will not automatically recharge to prevent additional fees from being incurred.The report will display:

• Fee Type
• Billing Type
• Status
• Status Date
• Method
• Location
• Revenue
• Fee

Retry Failed Charge?

When clicking Details by a Fee, it will show the following information:

• Location
• Charged On Date
• Status
• Total Revenue
• Total Fee
• Billing Cycle
• Payment Method
• Billing Type
• Deposit Date

Under Status History, you can view the dates and how the Status has changed.

The Agreement Template will need to be applied to each Location individually that will be charged fees. If a Location needs to minor updates, you can make adjustments to it when applying the Agreement Template to a Location.

Important!

Bookmark the following links if you are a regular portal user:

Login

Knowledge

Brand Team

Brand Team Users are for the Franchisor. They can view all locations, configure settings, and create Agreements. There are two permission levels:

• Admins can view all locations, configure settings, and create and apply templates.
• Viewers can view and access all locations but cannot make changes.

To create a Brand Team User, go to the Gear Icon > Brand Team > New Brand User.

Orders Report

The Orders report will display all orders processed in Mariana Tek. This can confirm Revenue Based Fees are taken out of each transaction. The report will display:

• Order Number
• Generated in Mariana Tek. Includes a link to the Order in MT.
• Order Date
• Type
• Location
• Revenue
• Fee

The report can be filtered by

• Order Date Range
• Locations
• Product Categories

Deposit Report

The Deposit report aggregates all ACH payments by their deposit date. This report is useful for accounting teams to reconcile what payments the lump-sum deposits are comprised of and the billing period the payment correlates to. The report will display:

• Fee Type
• Depost Date
• Billing Start and End Date
• Location
• Click All within the table to show individual line items by location
• Fee

The report can be filtered by

• Fee Types
• Deposit Date
• Locations

Did you know that...

Once a Location Agreement starts charging payments, it cannot be modified. If you need to make any changes, the current Agreement must be ended and a new one created. This ensures a paper trail on any changes made to the agreement. Thankfully, Agreements can be cloned.

Clone Agreement

End Agreement