Manual Payments and Refunds

Manual Payments

Use manual payments to log cash / check transactions, or to charge a card before the scheduled payment date.

Typical use cases:

• Cash payments or checks taken in person

• Processing a scheduled card payment early

How to manually charge a payment:

Option 1: Via Billing tab

1. Go to Billing

2. Select Upcoming or Overdue

3. Use the search bar to find the member by name

4. Locate the Invoice

5. Select $ Charge Manually

6. Choose the Payment Method - Card or Cash

7. Add any notes if applicable

8. Click Pay Now

Option 2: Via Member Profile

1. Go to Members

2. Use the search bar to find the member by name, then click their name

3. In the Profile or Membership Details tab, find the upcoming payments section

4. In the Actions column, click the three dots then $ Manual Charge

5. Choose the Payment Method - Card or Cash

6. Add any notes if applicable

7. Click Pay Now
   
   

Important:

Manually charged Cash payments are not processed by the payment processor and are for record-keeping / reporting only.

Manually charged Card payments will be processed / charged to the member immediately.

Refund Payments

How to process a refund:

Option 1: Via Billing tab

1. Go to Billing

2. Select Complete

3. Use the search bar to find the member and transaction

4. Select Invoice

5. Select Refund Payment

6. Choose the refund amount and method

   • Full or partial refund amount

   • Original payment method used for the transaction or alternate payment method

7. Add any notes if applicable

8. Confirm refund, then select Process Refund

1. Go to Members

2. Use the search bar to find the member by name, then click their name

3. Go to the Membership Details tab, then Payment History

4. In the Actions column, click the three dots then Refund

5. Choose the Payment Method - Card or Cash

6. Add any notes if applicable

7. Confirm refund, then select Process Refund

Important:

Funds are returned to the member's card in 3-5 business days.