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Record Payments and Track Balances

Track cash, check, Zelle, Venmo, and other payments against member invoices. When an invoice is fully paid, the member's club membership date is automatically updated.

Before You Begin

  • You must be a club officer.
  • The invoice must exist and not be voided.

Record a Payment

  1. Open the invoice you want to record a payment for.
  2. Click Record Payment.
  3. Fill in the payment details:
  4. Amount: How much was received.
  5. Method: Select Cash, Check, Zelle, Venmo, or Other.
  6. Reference Note: Optional. A reference such as a check number (e.g., "Check #1234").
  7. Received At: The date and time the payment was received.
  8. Click Record Payment.

The invoice totals update automatically:

  • If the payment covers the full balance, the invoice status changes to Paid and the member's "Member Through" date is extended to the invoice's Paid Through Date.
  • If the payment is less than the balance, the invoice status changes to Partially Paid.

Record payment form showing the invoice balance summary and fields for amount, payment method, reference note, and date received

Record Multiple Payments

You can record multiple payments against the same invoice. For example, if a member pays half now and half later, record each payment separately. The running balance updates after each payment.

View Payment History

  1. Open the invoice detail page.
  2. Scroll down to the Payments section.
  3. You will see a table of all recorded payments with the date, method, reference, and amount.

Generate a Receipt

  1. Open the invoice detail page.
  2. Click Receipt.
  3. A printable receipt page opens showing the invoice line items, payments, and totals.

Members can also view their own receipts from the My Dues page.

Void an Invoice

If an invoice was created by mistake or is no longer needed:

  1. Open the invoice detail page.
  2. Click Void.
  3. Confirm the action.

Voided invoices are hidden from members. You cannot record payments on a voided invoice.

Mark an Invoice as Uncollectible

If payment is unlikely to be received (e.g., the member has left the club):

  1. Open the invoice detail page.
  2. Click Uncollectible.

This keeps the invoice visible for record-keeping but marks it as not expected to be paid.

Tips

  • You cannot record a payment on a voided invoice.
  • If an invoice is fully paid, the Record Payment button is hidden.
  • Partial payments are tracked individually. Each payment shows separately in the payment history.
  • The "Paid Through Date" only updates the member's membership status when the invoice reaches Paid status (fully paid), not for partial payments.

Troubleshooting

"Cannot record payment on a voided invoice." You need to create a new invoice if you need to accept payment after voiding one.

The member's "through" date did not update after payment. Check that the invoice has a Paid Through Date set. If it is blank, the member's date will not be updated even when the invoice is fully paid.