Pomio CRM keeps commission rules, bonus scenarios, deal splits and commission statements next to the deals they are based on. Many small sales teams still calculate commission in a spreadsheet that someone exports from the CRM at the end of the month, adjusts by hand and sends round. It works until the first disagreement: a deal that was won on the last day of the quarter, a discount that was given afterwards, or two colleagues who both feel the deal was theirs.
Why the spreadsheet causes disputes
A commission spreadsheet starts as a copy of CRM data and then drifts. Someone corrects an amount in the sheet but not on the deal, adds a manual row for a deal that was never closed in the CRM, or changes a formula halfway through the year. After a few months nobody can say which number is right, and the salesperson who doubts their payout has nothing to check it against. Every month the same person spends hours rebuilding the file, and that person often has access to everybody’s earnings without needing it. The underlying problem is two sources of truth for the same deals.
A practical rule for most SMEs
Let the CRM be the single place where commission is calculated, from deals that are marked as won. Write the rules down once: which deals count, what percentage or fixed amount applies, whether new business and existing customers are treated differently, and from which date a rule applies. Give every salesperson a statement per period that lists the deals behind their commission, so they can check it themselves. Finance or payroll then pays out on the basis of that approved statement. The spreadsheet disappears, and so does the monthly rebuild.
Commission is only as good as the deal data
Calculating in the CRM makes weak deal data visible immediately, which is a good thing. Each won deal needs one clear owner; when two people really won it together, record the split on the deal instead of arguing about it afterwards. Enter amounts excluding VAT, because commission on tax is money the business never earned. Set the close date on the day the deal is actually won, so it falls in the right period. And when an amount changes after the deal is won, require a note explaining why.
Record corrections, do not overwrite
Commission changes after the fact: a customer cancels in the first month, a discount is agreed after signing, or a deal turns out to belong to a colleague. Do not quietly change the past statement. Record a correction in the next period with a short reason, so the original statement stays as it was paid and the adjustment is visible. Together with an audit trail of who changed what, this answers the question every salesperson eventually asks: why is my number different from last month?
Link commission to targets and bonuses
Commission rarely stands alone. Many SMEs combine a percentage per deal with a bonus when a target is reached. If targets live in the CRM, per person or per team, the bonus can be calculated from the same won deals as the commission, and progress is visible during the month instead of only afterwards. Keep the scheme simple enough that a salesperson can predict roughly what a deal will earn them; a rule nobody understands does not steer behaviour.
Who sees which numbers
Earnings are personal information. A salesperson should see their own statement and deals, a sales manager the figures for their team, and only a small group the organisation as a whole. Set this through roles rather than by sharing files, and check it during the quarterly access review. This is also a reason to move away from the spreadsheet: a file that is mailed round cannot enforce who sees what.
How Pomio CRM helps
Pomio CRM has commission rules, bonus scenarios and deal splits across participants, with commission statements and corrections, so reward logic stays in the CRM rather than in spreadsheets. Targets can be set per user or per team, by month, quarter or year, and the scoreboard shows revenue, won deals and progress per period. Roles determine scope: sales reps see their own figures by default, managers see their team. The audit log shows who did what and when. An overview of the capabilities is on the features page.
A practical checklist
Write down which deals count and which rates apply; calculate commission only from deals marked as won; give each won deal one owner and record splits on the deal; enter amounts excluding VAT; set the close date on the day of winning; require a note when a won amount changes; issue a statement per period that lists the underlying deals; record corrections in the next period instead of changing old statements; limit who sees earnings through roles; let finance or payroll pay out on the approved statement.
Further reading
Should commission be paid when the deal is won or when the customer pays?
Both are common. Paying on invoice payment protects the business against deals that never pay, but delays the reward. Whatever you choose, write it in the rules so the statement and the payout follow the same moment.
What about deals that are cancelled shortly after winning?
Agree in advance how long a clawback period lasts, for example the first three months, and record a correction in the next statement rather than editing the original one.
Should new customers earn more than existing ones?
Many SMEs pay a higher rate on new business, because it takes more effort. That only works if new-business and existing-customer deals are recognisable in the CRM, for example through a label or the deal source.
Does the CRM replace payroll?
No. The CRM calculates and documents what each person has earned; payroll or finance pays it out and handles tax and social charges.