Sales Representative Onboarding SOP

Document ID: WBL-INT-SRO-v1.0 Audience: Internal — Account Director / Operations Purpose: Step-by-step guide for activating a new commission-only sales representative

Overview

This SOP covers everything from initial assessment to the representative's first active week. It ensures:

• Legal documents are executed before any selling begins
• Tax compliance is in place (W-9 for USA, VAT details for EU)
• The rep has the right tools, materials, and access — nothing more
• IC status is protected from day one

Target time to fully activate a new rep: 5–7 business days

Phase 1: Pre-Signing Assessment (Before Any Agreement)

Owner: Account Director

Step 1.1 — Territory and Fit Interview

Before signing, conduct a qualification call covering:

• What markets / countries / verticals does the rep plan to cover?
• Do they currently represent other companies? (Required for IC status — must answer yes or be planning to)
• Do they have an existing network relevant to Webility's services?
• Do they have a registered business or plan to operate as a sole trader?
• Are they currently subject to any non-compete or exclusivity agreement with another company?
• What is their experience selling digital services?

Disqualify if: Rep expects exclusivity, a salary or draw, or has conflicting non-compete obligations they cannot disclose.

Step 1.2 — Jurisdiction Risk Check

Based on the rep's country/state of residence:

• Check the IC Classification Compliance Guide (contractor-classification-compliance.md)
• For California, Massachusetts, NJ-based reps: Do not proceed without legal counsel review
• For EU-based reps: Note the applicable Commercial Agents Directive implementation country
• Estimate potential termination indemnity exposure (EU only) and note in CRM

Step 1.3 — Territory Assignment

• Confirm no overlap with existing active representatives
• Define territory boundaries (countries, states, or verticals)
• Add to the Territory Map in the CRM (tag all existing clients in the territory so they are excluded from commission)

Phase 2: Agreements and Tax Documentation

Owner: Account Director + Representative

Step 2.1 — Prepare and Send Agreements

1. Open docs/legal/contracts/sales-representative-agreement.md
2. Fill in all [PLACEHOLDERS]:
   • Agreement Date, Territory, Representative legal name and address
   • Account Director contact email
   • Complete Section 15-A (USA) or Section 15-B (EU) — not both
   • For EU reps: confirm Section 12 (Commercial Agents Directive) is included and unmodified
3. Open docs/legal/contracts/sales-commission-plan.md
4. Fill in the commission rates, tiers, and payout structure (align with current Pricing Sheet)
5. Assign Document IDs: WBL-CTR-SRA-[REP CODE]-[NNN]-v1.0
6. Send both documents for electronic signature via [DocuSign / HelloSign / agreed tool]
7. Do not provide CRM access or any materials until both documents are signed

Step 2.2 — Tax Documentation

USA-based representatives:

• Send a blank W-9 form to the rep: irs.gov/pub/irs-pdf/fw9.pdf
• Collect completed W-9 before first payment
• File the W-9 in the finance records with the rep's contract

EU-based representatives:

• Request business registration number (SIRET in France, Handelsregisternummer in Germany, KVK in Netherlands, etc.)
• Request VAT number if the rep is VAT-registered
• France specifically: Verify RSAC registration number (agent is responsible for this but Webility should confirm it)
• Note in CRM: country, VAT status, applicable indemnity model (compensation or indemnity)

Step 2.3 — Payment Setup

• Collect bank details from the rep (bank name, account/IBAN, routing/SWIFT/BIC)
• Or: collect PayPal / Wise email
• Add to Finance system with label: "Sales Rep — [Name] — Commission"
• Note currency for payments (USD, EUR, etc.)

Phase 3: Tools and Access Setup

Owner: Operations / Account Director

Step 3.1 — CRM Access

• Create a CRM account for the rep in [CRM tool]
• Set access level: Rep pipeline view only — the rep can see and add their own leads, cannot see other reps' pipelines, cannot see internal financial data
• Create a Territory tag in the CRM matching their territory definition
• Add existing clients in their territory with an "Existing Client — Excluded" flag (so no commission conflicts arise)
• Send rep a CRM orientation guide (short Loom video or written walkthrough)

Important IC status note: CRM access is a tool for lead registration — it does NOT mean Webility is controlling the rep's work. The rep uses the CRM at their discretion; Webility does not monitor their daily activity.

Step 3.2 — Sales Materials Package

Prepare and send a Sales Kit:

Important: Do NOT provide:

• The internal Pricing Sheet (exact rates) — commission-only reps negotiate leads but don't quote prices independently
• Access to client files or project work
• Access to the code repository or internal tools

Step 3.3 — Communication Setup

• Assign a named Account Director contact for the rep
• Set expected communication cadence: weekly pipeline email or CRM update
• Add rep to a communication channel (email list, Slack/Teams channel, etc.) for updates on services and offers
• Do NOT give the rep a @webility.local email address — this indicates employment; reps use their own email

Phase 4: Orientation Call

Owner: Account Director Duration: 60–90 minutes Timing: Within 3 days of documents being signed

Agenda

1. Company overview (15 min)

   • Webility's services, typical clients, USPs
   • Current pricing ranges and deal structures
   • Recent case studies and wins
   • Typical sales cycle (how long from lead to signed contract)

2. Sales process walkthrough (20 min)

   • How the rep introduces a prospect (email introduction, CRM entry, meeting setup)
   • What happens after introduction (Account Director takes over)
   • Proposal to close timeline
   • How the rep stays in the loop

3. Commission mechanics (20 min)

   • Walk through the Commission Plan (Schedule A)
   • Show examples (from Section 9 of the Commission Plan)
   • Explain the monthly commission statement
   • Explain the lead protection period and CRM registration process

4. What the rep should NOT do (15 min)

   • No independent price quotes
   • No binding commitments on behalf of Webility
   • No use of unapproved materials
   • No direct access to Webility's clients for their own business

5. Q&A and next steps (10 min)

   • Rep's first actions: identify 5–10 target prospects in their territory
   • Schedule a 2-week follow-up check-in

Phase 5: First 30 Days Tracking

Week 1–2

• Rep has logged at least one prospect in CRM (confirms CRM access is working)
• Account Director confirms rep's first introduction was handled correctly (if any)
• Any questions about materials or process resolved

Week 3–4

• Check-in call or email: pipeline status, any obstacles, market feedback
• If no CRM activity: check in to understand if the rep needs help or if engagement is low

End of Month 1

• Issue first monthly commission statement (even if zero — establishes the reporting cadence)
• Review territory definition: is the rep productive in their assigned territory or should scope be adjusted?

Ongoing Operations

Monthly

• Issue commission statements by the 15th of each month for the prior month
• Process commission payments within 30 days of collecting qualifying client payments
• Review CRM pipeline for each rep

Quarterly

• Pipeline review call with each active rep
• Review commission tier progress (are they on track for bonuses?)
• Market intelligence debrief (what are prospects saying about Webility vs. competitors?)

Annually

• IC status review (see contractor-classification-compliance.md annual review section)
• Commission plan review — are rates competitive? Any adjustments needed?
• Re-confirm rep is still working with other clients (IC status maintenance)
• EU reps: Review indemnity exposure estimate; update in CRM

Termination Protocol

When ending a sales representative relationship:

Step 1 — Issue Written Notice

• Send written termination notice meeting minimum requirements:
  • USA: Per contract (typically 30 days), respecting applicable state statutes
  • EU: Minimum 1/2/3 months depending on years of service; notice expires end of calendar month
• Document the reason for termination in writing (internal record)
• If termination is for cause (rep's breach): document specifically and immediately consult legal counsel

Step 2 — Commission Closeout

• Identify all leads in CRM that are within the post-termination commission window ([90] days)
• Flag those leads for commission tracking through the window
• Issue a final commission statement covering all amounts earned to date
• Process final payment per the payout schedule

Step 3 — Access and Materials

• Revoke CRM access immediately on termination date
• Request return of all Company materials (pitch deck, case studies, pricing, etc.)
• Confirm representative has ceased using Webility branding or representing themselves as a Webility rep

Step 4 — EU-Specific Termination Steps

• Note the 1-year deadline from termination date within which the rep must claim termination indemnity/compensation
• Estimate potential indemnity/compensation amount (based on average annual commission) and notify Finance
• If a post-termination non-compete applies: confirm whether compensation is required under local law
• Retain all commission records and the agreement for at least 5 years post-termination

Record-Keeping

Contacts and Escalation

Webility — WBL-INT-SRO-v1.0 | Sales Representative Onboarding SOP Internal use only. Do not share with sales representatives. Last reviewed: [DATE]. Owner: [ACCOUNT DIRECTOR NAME].