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Membership Billing and Invoicing

  • Updated

Overview

When a client signs up to a membership with recurring payments, their billing runs automatically through Stripe. This article explains how that works and where to check on it.

How Recurring Billing Works

  • The client's card details are stored securely with Stripe.
  • Stripe charges the card automatically on the membership's billing cycle (Weekly, Fortnightly, Monthly or 4 Weekly).
  • If a payment fails, Stripe retries it on its own schedule.

Checking a Membership's Billing Details

  1. Open the client's Client Card.
  2. Click the Memberships tab.
  3. Check the Status and Payment Type columns for the membership.

Viewing Payment History

Before you start: this is done in the Old Look. Click your profile icon at the bottom left of the main menu, then click Switch to Old Look.

  1. Open the client's Client Card and click the Memberships tab.
  2. Click Edit next to the membership.
  3. The top of the screen shows the Direct Debit Status. Connected means the card is set up with Stripe. Not Connected means no card is linked yet.
  4. Click the Recent Payments tab to see each charge.
  5. Click the Activities tab to see status changes such as suspensions and cancellations.

For the full history of billing events, status changes and cancellations for a membership, go to Reporting > Membership Activity Report. Use the Type filter to narrow it down to payments, cancellations, check ins and more.

Joining Fees

If a membership has a joining fee (set under Admin > Membership > Edit), it's charged as a one off payment when the membership is first sold at POS. It's separate from the recurring charges.

Failed Payments

If a recurring payment fails, Stripe retries the charge on its own schedule. You can see failed payments in the Membership Activity Report. If payments keep failing, get in touch with the client to update their card.

Membership Reports

Use these reports under Reporting to keep an eye on your memberships:

  • Membership Activity Report, a full log of payments, status changes, suspensions and cancellations
  • Membership Check In Report, tracks member check ins
  • Membership Expiry Report, clients whose membership has or is about to expire
  • Membership Purchase Report, your best selling memberships
  • Membership Summary Report, how many active, suspended or expired memberships you have

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