> ## Documentation Index
> Fetch the complete documentation index at: https://docs-vnext.kiflo.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Validate and Pay Partner Payouts in Kiflo: Full Guide

> Review and approve rewards, collect partner confirmation, export payouts in XLSX or PayPal format, and mark payouts as paid when done.

Once a payout has been created in Draft status, you move it through a validation workflow before processing the actual payment. This process gives you — and optionally your partner — a chance to review every reward in the payout, confirm the amounts are correct, and gather any required documentation before money leaves your account.

## Step 1: Review and accept or decline rewards

<Steps>
  <Step title="Open the payout">
    Navigate to the **Payouts** tab and click on the payout you want to validate. Its current status is **Draft**.
  </Step>

  <Step title="Review the rewards included">
    Inside the payout, you will see a list of all rewards bundled into it. Check each reward carefully — amount, reward type, and the intended recipient (partner company or a specific sales representative).
  </Step>

  <Step title="Accept or decline individual rewards">
    Use the checkbox next to each reward to accept or decline it. The reward's status changes from **Pending** to **Accepted** or **Declined** accordingly.

    <Tip>
      Declined rewards are removed from the payout total but remain on the partner's rewards record. You can include them in a future payout if needed.
    </Tip>
  </Step>
</Steps>

## Step 2: Validate the payout and notify your partner

<Steps>
  <Step title="Click Validate">
    Once you have reviewed all the rewards, click the **Validate** button on the payout.
  </Step>

  <Step title="Choose what you require from your partner">
    The validation dialog lets you optionally ask the partner to:

    * **Approve the rewards** included in the payout.
    * **Attach an invoice** to the payout.

    Select the options that match your internal process, then confirm.
  </Step>

  <Step title="Payout moves to Pending">
    The payout status changes to **Pending**. It is now **visible to the partner**, who receives a notification that they have actions to complete.
  </Step>
</Steps>

<Note>
  While the payout is in **Pending** status, you are waiting for the partner to act. You do not need to take any further steps until they respond.
</Note>

## Step 3: Partners share payment information

Partners must provide their payment details before you can transfer funds. Partners configure their payout provider directly from their partner portal.

<Steps>
  <Step title="Partner logs in to the partner portal">
    The partner signs in to their account on the partner portal.
  </Step>

  <Step title="Partner navigates to Account settings">
    The partner clicks their name in the top-right corner and selects **Account**.
  </Step>

  <Step title="Partner opens the Payout section">
    Inside Account settings, the partner clicks **Payout**.
  </Step>

  <Step title="Partner sets their payout provider">
    The partner clicks **Set my payout provider** and enters the relevant payment details, such as their PayPal email address or bank information.
  </Step>
</Steps>

<Tip>
  Encourage partners to set their payout provider during onboarding so their payment details are on file before the first payout is created.
</Tip>

## Step 4: Partner validates the payout

Once the partner reviews the rewards and attaches any required invoice, they validate the payout from their portal. The payout status automatically moves from **Pending** to **Ready**. You receive a notification that the partner has completed their actions.

## Step 5: Export the payout

With the payout in **Ready** status, you can export it to process the payment through your preferred payment method.

<Steps>
  <Step title="Go to the Payouts tab">
    Navigate to the **Payouts** tab and locate the payout with **Ready** status.
  </Step>

  <Step title="Click Export">
    Click the **Export** button on the payout.
  </Step>

  <Step title="Choose your export format">
    Select the format that matches your payment workflow:

    | Format                 | Best for                                                                                                                                                        |
    | ---------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------- |
    | **Full export (XLSX)** | A complete spreadsheet of all payouts and associated rewards for your records or manual bank transfers.                                                         |
    | **PayPal export**      | A payment file compatible with [PayPal Payouts Web](https://developer.paypal.com/docs/payouts/integrate/payouts-web/), supporting up to 5,000 payouts per file. |
  </Step>

  <Step title="Receive the export by email">
    After clicking Export, Kiflo generates the file and sends it to your email address. Download it from there to complete the payment process.
  </Step>
</Steps>

## Step 6: Mark the payout as paid

After you have processed the payment outside of Kiflo, return to the platform to update the payout status.

<Steps>
  <Step title="Open the Ready payout">
    Navigate to the **Payouts** tab and open the payout you have just paid.
  </Step>

  <Step title="Click Mark as Paid">
    Click the **Mark as Paid** button. The payout status changes to **Paid**.
  </Step>

  <Step title="Rewards are updated automatically">
    All rewards included in the payout are automatically updated to **Paid** status. The partner is notified that their payment is on its way.
  </Step>
</Steps>

***

## Assigning a Sales Representative to a reward

By default, rewards are attributed to the partner company. If you want to incentivize individual sales representatives within a partner organization, you can configure rewards to be paid to a specific person instead.

### Configure the reward to target a sales rep

<Steps>
  <Step title="Go to Programs">
    In the admin portal, navigate to the **Programs** tab and open the relevant partner program.
  </Step>

  <Step title="Open the Levels tab">
    Click the **Levels** tab and select the level you want to configure.
  </Step>

  <Step title="Add or edit a reward">
    Click **Add reward** (or edit an existing one) and set the trigger to **Deal contract started**.
  </Step>

  <Step title="Set the recipient to Sales Rep">
    In the reward configuration, find the **Who will be rewarded** field and select **Sales rep** instead of Partner.
  </Step>
</Steps>

### Identify the sales representative on a deal

<Steps>
  <Step title="Go to the Deals tab">
    Navigate to the **Deals** tab in the admin portal and open the relevant deal.
  </Step>

  <Step title="Open the Partners tab on the deal">
    Inside the deal, click the **Partners** tab. The **Assigned contact** shown here is the sales representative who will receive the reward.
  </Step>

  <Step title="Change the assigned contact if needed">
    Hover over the partner row and click **Edit** to update the assigned user.

    <Warning>
      The sales representative must have access to the partner portal to be assignable as the contact on a deal.
    </Warning>
  </Step>
</Steps>

### Confirm who receives a reward

To verify who will receive a specific reward:

1. Go to the **Partners** tab and open the partner's profile.
2. Click the **Rewards** tab.
3. Check the **Recipient** column — it shows either the partner company name or the individual sales representative's name.

When you export a payout, the **Recipient** column is included in the export file so you know exactly who to pay.