Back Office: Commissions, Cap Tracking and Transactions

Updated August 13, 2026

Back Office is the team-leader surface: who earned what, who is approaching their cap, which transactions are moving, and who on the team might be drifting. It sits on top of your Follow Up Boss deals — you don't re-enter anything.

Who can use it

Back Office requires Ace Trove, on every screen. Without it you'll see a teaser explaining the add-on rather than an empty dashboard.

The agent-facing side is different: My Commissions and My Transactions in the Ace Companion are not Trove-gated for the agent — but My Commissions stays empty until a team admin sets up a commission plan, because there is nothing to compute against.

Where to find it

Back Office in the Ace Trove group of the admin sidebar. Three tabs: Commissions · Transactions · Retention.

Commissions and cap tracking

Set up a plan. Commissions → Plans: split percentage, cap, the month the cap year starts, and any transaction fee. Tiers, royalty, post-cap terms, and a production goal are optional.
Date it. Save with an effective-from date so a mid-year change doesn't rewrite history.
Add per-deal overrides where reality differs: an actual split on a co-listed deal, an observed commission figure, a referral fee out, or excluding a deal entirely.
Open the ledger for a year. If it's empty, run Sync deals to pull the deal mirror.
Run a what-if to replay the year under proposed terms before you offer them to an agent.
Generate a CDA for a specific deal when you need the commission disbursement paperwork.

The rules that keep the numbers honest

A co-listed deal is credited in full to the primary agent and flagged as shared — never split automatically. Follow Up Boss carries no split ratio, and inventing one would fabricate dollars. The consequence is real and worth telling your team: the deal appears on the primary agent's ledger only. Use a per-deal override to record the actual split.
Modeled dollars are flagged. When Ace has an actual commission on the deal it uses it. When it has to fall back to your account's default basis, that row is marked estimated, the summary reports what share of the total is estimated, and the totals carry "(est.)" in their labels.
A CDA refuses to print estimated dollars. If the deal's commission is modeled rather than recorded, Ace declines to generate the disbursement document instead of producing an official-looking number it made up. Record the real figure on the deal and try again.
Cap progress is blank, not 0%, on an uncapped plan. Missing accountability or production data is shown as missing, never as a zero that reads like poor performance.
Large accounts are read up to a limit. Every ledger says when its read was truncated rather than quietly reporting a short total.
Nothing is cached. Every ledger is computed when you open it, so there is no history of "what the cap looked like in March."

Back Office is an internal accounting aid, not accounting software. It is not a brokerage general ledger, not payroll, and not a system of record. Reconcile against your books.

Transactions

The Transactions tab is the contract-to-close layer on a deal: a checklist, key dates, the parties, and links to documents.

Agents open My Transactions in the Companion and run a short guided start — side, checklist, dates, people — then tick items as they go, with a "next up" spotlight on the soonest one.
Admins and transaction coordinators work any deal's room from the Back Office board and manage the checklist templates.
Saving back to Follow Up Boss is explicit. Press the button; nothing syncs silently. Only stage, price, projected close date, and commission are writable, and only the deal's primary agent may write them — a teammate's checklist and note edits still save on the Ace side.

Honest limits worth stating up front:

Due dates are calendar-day arithmetic — no business days, no weekend or holiday shifting. Template dates are prompts, not legal deadlines. Your contract governs.
A missing anchor date produces no due date at all, with the reason named. Ace never guesses a deadline from today's date.
Links only. There is no file storage, no e-signature, and no compliance archive, and Ace does not verify that a link points at what it says.
Nothing auto-sends. No automatic client or agent emails come out of a transaction room.
You can't switch checklist templates mid-stream once any item is done or waived.

Retention

The Retention tab flags agents whose production, responsiveness, or activity is drifting, and lists recruiting targets drawn from contacts Ace already classified as agents. Missing data is named as missing rather than counted as zero — an agent with no recorded activity is not automatically "at risk."

Frequently asked questions

My ledger is empty.
Run Sync deals, and confirm a commission plan exists for that agent and year.

Why is a co-listed deal only on one agent's ledger?
By design — see above. Add a per-deal split override.

Why won't Ace generate my CDA?
Because the deal's commission is modeled, not recorded. Enter the actual commission on the deal in Follow Up Boss.

Can agents see each other's commissions?
No. Agents see only their own in the Companion; the full ledger is the admin surface.

Do agents need Ace Trove to use My Transactions?
No, but the account does need Back Office turned on, and the admin board itself is Trove-gated.

Last updated: August 2026

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