Manual Billing Actions
Manage manual payments, one-time charges, refunds, and voids outside the normal billing cycle
Manual Payments
Charge a card before its scheduled date, or record a cash/check payment outside the normal billing cycle.
How to manually charge an invoice:
Navigate to the invoice:
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Via billing tab: Billing → Upcoming → search for member → locate invoice → $ Charge Manually
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Via member profile: Members → search for and click member → Profile or Membership Details → upcoming payments → (⋮) → $ Manual Charge
Then:
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Choose the payment method — Card or Cash
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Add notes if applicable
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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
Return a full/partial charge to a member after it has processed — to the original method or an alternate one.
How to process a refund:
Navigate to the invoice:
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Via billing tab: Billing → Complete → search for member and invoice → open invoice → Refund Payment
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Via member profile: Members → search for and click member → Membership Details → Payment History → (⋮) → Refund
Then:
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Choose the refund amount — full or partial
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Choose the payment method — original or alternate payment method
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Add notes if applicable
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Select Process Refund
Important:
Funds are returned to the member's card in 3–5 business days.
Void Payments
Cancel an invoice before it processes — either a pending payment before it settles, or a failed payment to stop further retry attempts.
There are two types of voids:
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Pending invoice - can only be voided within a member's profile and must be done the same day as the purchase
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Failed invoice - can be voided from the billing tab or a member's profile. Stops the failed invoice from affecting the member's status and prevents further retry attempts.
How to void an invoice:
Navigate to the invoice:
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Failed invoice via billing tab: Billing → Overdue → search for member and invoice → (⋮) → Void
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Pending & Failed invoice via member profile: Members → search for and click member → Membership Details → Payment History → find pending or failed invoice → (⋮) → Void
Then:
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Select Void to confirm
View, Void, Manual Charge Overdue Payments:[Manage Overdue Payments](dashboard/billing/overdue)
One-Time Charge
Charge a member for items or services not covered by their membership — such as merchandise or miscellaneous balances.
How to create a one-time charge:
Navigate to the member's Payment History:
- Members → search for and click member → Membership Details → Payment History → Charge
Then:
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Choose the payment method — Card or Cash
- Enter the charge amount
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Add notes if applicable
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Click Submit Charge