Track and pay your affiliates without a spreadsheet

The day your affiliate programme takes off, a question comes up fast: who brought in whom, how much do I owe each person, and what have I already paid? On LearnFloo, everything is counted from the payments themselves. Your job comes down to checking, paying and ticking off.

What LearnFloo counts for you

As soon as a referral pays into your Stripe account, a commission is created:

• at the affiliate's tier rate, or at their negotiated rate if they have one;
• on the amount before tax of the payment;
• as long as the payment falls within the commission period (12 months by default after the referral arrives);
• in the currency of the payment, euros or dollars.

If the payment is refunded, the commission is cancelled automatically. You have nothing to recalculate.

The owner's dashboard

In Settings → Affiliates, the affiliate list shows for each one:

• their code and link, copied in one click;
• their referrals and how many have converted;
• their current rate, marked "negotiated" where applicable;
• the amount owed;
• their status: active, pending or suspended.

At the top of the list: the total owed across all affiliates and the number of pending requests.

Approve requests

If automatic approval is switched off, every member who asks to join the programme waits for your approval, and you get a notification. Approve from the list: their link becomes active straight away.

You can also suspend an affiliate: their link no longer attributes new referrals, and their current referrals no longer earn commissions while they are suspended. Reactivate them if the situation is resolved.

Negotiate with an affiliate

On an affiliate's row, open their terms. Three options:

• Programme tiers: the common rules.
• Negotiated flat rate: a single rate on all their payments, whatever the number of referrals.
• Own tiers: a different ladder, just for them.

Useful for a partner who brings a whole audience, or for a trainer associated with your programme.

The payout routine

Once a month, on a fixed date, for example the 5th:

1. Open the list and spot the affiliates whose amount owed reaches the payout threshold.
2. Check an affiliate's commissions if an amount surprises you: each commission links to the payment that created it. You can cancel one manually.
3. Pay the affiliate at the address they gave on their page: bank transfer, PayPal or another agreed method.
4. Mark the payout as done, per currency, with its reference (transfer number, PayPal ID). Their amount owed goes back to zero and the affiliate sees the payout on their side.

Allow a few minutes a month, even with several dozen affiliates.

On the affiliate's side

Each affiliate has their own Affiliates page in the space, with:

• their link and code;
• their referrals, signed up and paying;
• their current tier and the next one;
• what they are owed;
• the address where they want to be paid, which they fill in themselves.

So you and your affiliates see the same figures: fewer questions, fewer reminders.

Invoices and tax returns

The commissions you pay are a business expense. Depending on the affiliate's status:

• a professional (company, freelancer) sends you an invoice;
• a private individual generally has to declare this income, according to the rules of their country.

The rules vary from one country to another: have your approach checked by your accountant, and spell it out in your terms.

Connect your tools

Two webhooks notify your tools of each event:

• affiliate.referral: someone joined the space through an affiliate's link;
• affiliate.commission: a commission was created on a payment.

Connect them to your CRM, a spreadsheet or a tool such as Make, Zapier or n8n to prepare your accounting entries, alert your team or thank the affiliate automatically. Webhooks are configured in Settings → API.

Key takeaways

• LearnFloo calculates each commission from the payments and cancels those on refunds.
• A monthly routine is enough: spot, pay, mark as paid with the reference.
• Negotiated rates and own tiers handle your special partners without breaking the common rules.
• LearnFloo takes nothing: not from your sales, not from the commissions.

Haven't opened your programme yet? Start with the launch guide or see the affiliate programme for your space.