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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

1

Open the payout

Navigate to the Payouts tab and click on the payout you want to validate. Its current status is Draft.
2

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).
3

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.
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.

Step 2: Validate the payout and notify your partner

1

Click Validate

Once you have reviewed all the rewards, click the Validate button on the payout.
2

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.
3

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.
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.

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.
1

Partner logs in to the partner portal

The partner signs in to their account on the partner portal.
2

Partner navigates to Account settings

The partner clicks their name in the top-right corner and selects Account.
3

Partner opens the Payout section

Inside Account settings, the partner clicks Payout.
4

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

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.
1

Go to the Payouts tab

Navigate to the Payouts tab and locate the payout with Ready status.
2

Click Export

Click the Export button on the payout.
3

Choose your export format

Select the format that matches your payment workflow:
4

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 6: Mark the payout as paid

After you have processed the payment outside of Kiflo, return to the platform to update the payout status.
1

Open the Ready payout

Navigate to the Payouts tab and open the payout you have just paid.
2

Click Mark as Paid

Click the Mark as Paid button. The payout status changes to Paid.
3

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.

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

1

Go to Programs

In the admin portal, navigate to the Programs tab and open the relevant partner program.
2

Open the Levels tab

Click the Levels tab and select the level you want to configure.
3

Add or edit a reward

Click Add reward (or edit an existing one) and set the trigger to Deal contract started.
4

Set the recipient to Sales Rep

In the reward configuration, find the Who will be rewarded field and select Sales rep instead of Partner.

Identify the sales representative on a deal

1

Go to the Deals tab

Navigate to the Deals tab in the admin portal and open the relevant deal.
2

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.
3

Change the assigned contact if needed

Hover over the partner row and click Edit to update the assigned user.
The sales representative must have access to the partner portal to be assignable as the contact on a deal.

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.