Recording Manual Payments
For memberships set up with manual billing, you need to record payments when clients pay with cash, check, or other non-card methods. Recording the payment issues their credits for the billing cycle.
Best for:
Front desk staff processing membership renewals paid by cash, check, or external payment methods.
Quick Steps
- Open the member’s profile and go to Membership
- Click Record Payment
- Enter the payment amount and method
- Confirm the payment
Done! Credits are issued immediately and the member can use them right away.
Step-by-Step Guide
Step 1: Find the Member
Go to Clients and search for the member. Open their profile and click the Membership tab.
You’ll see their current membership status and any outstanding balance.
Step 2: Record the Payment
Click Record Payment. You’ll see:
| Field | What to Enter |
|---|---|
| Amount | The payment amount (defaults to amount due) |
| Payment Date | When payment was received (defaults to today) |
| Method | Cash, check, bank transfer, or other |
| Reference | Optional: check number or transaction reference |
| Notes | Optional: any relevant details |
Step 3: Confirm
Review the details and click Record Payment.
What happens:
- Payment is recorded in the member’s billing history
- Credits for the billing cycle are issued immediately
- Member can use credits at checkout right away
- Next billing date is calculated automatically
When to Use Manual Billing
Manual billing works best when:
- Client prefers paying by cash or check
- Business handles billing outside the system
- Special payment arrangements are in place
Tip: If most clients pay by card, consider switching them to automatic billing. It's less work for you and more reliable for the client.
Common Questions
What if the client pays a different amount?
Enter the actual amount received. Partial payments can be recorded, but credits only issue when the full amount is paid.
When are credits issued?
Immediately after you record the payment. The member can use them at their next visit.
What if I make a mistake?
Contact your manager to void the payment. Voiding reverses the credit issuance.
How do I know when payments are due?
Check the Upcoming Renewals report or look at the member’s next bill date on their profile.
Pro Tips
Set reminders: For manual billing members, set a reminder a few days before their due date to follow up on payment.
Use the reference field: Always enter check numbers or transaction IDs for easier reconciliation later.