Media Bookings takes a campaign from brief to the client’s bill. A media planner builds the plan: one line per placement across TV, radio, out of home, print, digital and cinema. Every time the plan is submitted it becomes the next version, v1, v2, v3, each with a PDF of the plan. A media director signs each version off before the client sees it. The client approves the plan or asks for changes through a link in an email, and what they approved is recorded against the exact PDF they saw.
Once the client approves, the plan is split into one booking order per media owner. The media buyer issues each insertion order, and the media owner confirms the booking through their own link. The buyer sends the material, records proof of flight, and records a make-good for anything that did not run. Finance records the media owner’s invoice; if it is within your tolerance of what was booked it reconciles by itself, and otherwise the buyer decides. Each reconciled order becomes a client bill: net, agency commission and VAT.
Your clients and media owners do not use Koldheim and do not need an account.
How the money works
- Each line: Units x Rate is the rate card value, less the Discount %, is the Gross.
- Agency commission is a percentage of gross, 16.5% unless your organisation changed it. The media owner invoices the Net: gross less commission.
- The client is billed net plus commission, plus VAT (15% unless changed).
- Every amount is worked out per line and rounded to the cent, so a plan, its booking orders and their bills always add up.
Media planner
Media director
Media buyer
- Issue an insertion order
- Send the material
- Record proof of flight and make-goods
- Decide an invoice variance