Agents, Sellers, and Billing Contacts
Put more than one person on a Spatiko order — listing agents, co-listing agents, sellers, and brokerage billing contacts — and choose who gets the delivery and who can pay.
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Real estate jobs rarely involve exactly one person. The listing agent books the shoot, the seller wants the photos the moment they’re ready, and the brokerage’s office manager pays the bill — three different people with three different stakes in the same order. Spatiko lets you put all of them on the order, each with a role and their own access, so you’re not forwarding links and CCing people by hand.
Who can be on an order
Every person on an order has a role, and each role starts with sensible defaults for three per-person switches: whether they get the delivery, whether they can pay for the order, and whether they’re shown on the property website.
| Role | Gets the delivery | Can pay | Show on property site |
|---|---|---|---|
| Listing agent | On | On | On |
| Co-listing agent | On | On | On |
| Seller | On | Off | Off |
| Billing contact | Off | On | Off |
| Company admin | Off | On | Off |
| Other | On | On | Off |
These are starting values, not rules — every switch stays editable per person. A camera-shy co-agent can come off the property website; a seller who’s covering the shoot can be allowed to pay. The only thing that’s fixed is the primary client: the person the order was booked for is always the Listing agent, and they always get the delivery and can always pay.
Adding and editing people
Participants join after the order exists — the booking form only names the person booking, so the seller, a co-agent, or a billing contact is added from the order itself.
The order sidebar has a Clients section listing everyone on the order. Small tags on each person show what they currently get — Delivery, Can pay, Website, and Invoiced once they have an invoice on the order. Once the order has an issued invoice, the Can pay tags drop away, because from then on only the invoice’s recipient can pay.
- Add client puts someone new on the order. Pick an existing client (or create one on the spot), choose a role, and adjust the three switches — Gets the delivery, Can pay, and Show on property site. Picking a role resets the switches to that role’s defaults.
- Edit anyone to change their role or switches later, in the Edit client dialog.
- Remove takes away a person’s access on this order only — their client record is kept. Someone who has an invoice on the order can’t be removed until that invoice is voided.
Everyone on an order is a client record, including people who only matter on the day, like the tenant who opens the door or the stager on site. Add them as a client with the Other role, and switch off what they don’t need.
Below the Clients section, the Company section shows the brokerage the order belongs to. It’s usually picked up from the primary client’s company; you can change or remove it for this order. See companies.
What each person receives
When you send a delivery, everyone with Gets the delivery on receives their own delivery link — not a shared URL passed around by email. Each person’s link shows them their own view of the order, and nobody is waiting on someone else to forward the photos.
Gets the delivery covers the media everywhere: the delivery emails, the gallery link, and the photos, video, and property website when they sign in to the client portal. With it off, a person doesn’t see the deliverables at all.
Can pay decides who sees money. While the order hasn’t been invoiced yet, anyone with Can pay on sees the order’s balance and a pay button — on their delivery link, in the portal, and in the pricing on their order confirmation. When they pay, the payment lands on the order, the payment history shows who paid, and the receipt goes to them. Once you issue an invoice, only that invoice’s recipient can pay it; everyone else’s Can pay is switched off for this order, and the Edit client dialog tells you who the invoice is billed to.
A person with Can pay off and no invoice sees no pricing or billing anywhere — a seller, typically. Their link opens the gallery, the property, and the shoot details, with no amounts and no pay button.
A billing contact is the mirror image: by default they can pay but don’t get the delivery. They see the order and its balance, not the photos. With both switches off, a person can’t see the order at all — unless you send them an invoice, in which case their link opens only that invoice.
Delivery isn’t the only email. Order confirmations, reschedule notices, and shoot reminders go to every person with Gets the delivery on — so a billing contact doesn’t get them by default. A confirmation carries prices only for someone who can pay the order: the primary client while they’re its only payer, and anyone else with Can pay on while the order is uninvoiced. Everyone else gets logistics only — schedule, address, photographer. Invoices reach each payer when you send them.
People with Gets the delivery or Can pay on can also sign in to the client portal and find the order under their own account. If the order has a property website, people who get the delivery can see it there too, but only the primary client, the listing agent, can edit it or choose its photos from the portal.
Billing more than one person
Each person on the order can be the payer of their own invoice — bill the full order to the brokerage’s billing contact, or split it so each agent covers their share. When you create an invoice, a deposit, or a balance invoice from the order’s Billing card, you choose the payer from the order’s participants. Billing a second payer on one order needs a higher plan — see the pricing page.
Combined invoices work differently. One combined invoice bills a single client for many orders, and an order can only go on one when that client is its primary client. So if the brokerage’s billing contact should get one invoice a month for all the shoots, they need to be the primary client on those orders. Adding them as a billing contact alongside the listing agent keeps billing per order. Co-payers on a split order keep their own per-order invoices either way. While an order is on a combined invoice, you can’t change its primary client — Spatiko asks you to remove the order from that invoice before changing who it is billed to.
One caution if you also require payment before download: the gate reads the whole order’s payment state, so downloads stay locked for everyone until the full order is settled. A person with nothing to pay sees a note that downloads open up once the order is paid. If you want a co-agent’s files released independently, don’t gate the order.
The invoice side — creating, sending, deposits, and balances — is covered in creating and sending an invoice and deposits and balance invoices.
On the property website
People with Show on property site turned on appear on the order’s property website — the primary as the listing agent, others as co-agents. Inquiries from the site’s contact form are emailed to the listing agent, with published co-agents CC’d, so a lead never depends on one inbox. Listing inquiries covers how those messages are routed and where they land in the app.
A worked example
A luxury listing at 218 Glenwood Avenue books your Luxury Premier package at $849. Jordan Meyers books the shoot, co-lists it with Priya Nair, and the seller, Margaret Ellison, has asked to see the photos as soon as they’re ready.
- Jordan is the primary — role locked to Listing agent. Jordan gets the delivery, can pay, and takes the top spot on the property website.
- Priya is added as a Co-listing agent: her own delivery link, a co-agent card on the property website, and inquiries CC’d to her. Co-listing agents can pay by default, so until the order is invoiced she’d see its balance too. If Jordan is covering the shoot, switch Can pay off for Priya.
- Margaret is added as a Seller: she gets her own delivery link the moment you send — no login, no forwarding — but she isn’t on the public website. And because sellers can’t pay by default, her link shows no pricing at all — she never sees what Jordan paid.
One order, one delivery send, three people served — and if Hartwell Realty’s office pays the bill, add their bookkeeper as a Billing contact and invoice them directly.
Go deeper
- Sending a delivery — what actually goes out when the media is ready, and to whom.
- Creating and sending an invoice — bill any participant from the order’s Billing card.
- The client portal — what people on an order see when they sign in.
- Listing inquiries — how leads from the property website reach the agents on the order.
- Client records — the records behind every person you add to an order.
Frequently asked questions
Does the seller need their own login to get the photos?
No — every person set to get the delivery receives their own delivery link by email, and it opens without a login. Sellers start with Can pay off, so their link shows the photos but no prices or pay button.
Can the brokerage's billing contact see the photo gallery?
Not by default. A billing contact starts with Gets the delivery off and Can pay on — they can see and pay the order's balance, but no photos, video, or property website. Turn Gets the delivery on if they should get the media with everyone else.
Does the seller see what the agent paid?
No. A seller starts with Can pay off, and anyone with Can pay off who has no invoice on the order sees no pricing or billing anywhere — just the gallery, the property, and the shoot details, with no pay button.
Can two agents on one order each pay their own share?
Yes — any person on the order can be the payer of an invoice, so each agent can be billed for their own share, and each pays only their own invoice. Billing a second payer on one order needs a higher plan — see the pricing page.