When a member hands you a check or sends a bank transfer, this is how you put it on the books.
Record a payment
- Open the invoice from Billing.
- Click Record payment.
- Choose the Method.
- Check the Amount ($). It starts at the full balance, and you can enter less for a partial payment.
- Set Received on, and add a Reference such as a check number.
- Click Record payment.
A paid-in-full invoice moves to Paid on its own. A partial payment leaves the invoice open with the remaining balance. The member is emailed a receipt automatically, and if that email fails, the payment is still saved.
You can also work from the Payments tab on Billing, which lists every payment and has its own Record payment and Export CSV buttons. This tab is for chamber admins only.
Receipts
On a paid invoice, click Download receipt for a PDF you can print or forward.
Refunds
- From the Payments tab: if the member paid by card online, the refund button sends the money back to their card through your payment processor, and the screen says so before you confirm. For other payments, it records a refund you already gave, and no money moves.
- From the invoice page: Record refund only logs a refund you already sent by other means. Enter the Refund amount ($) and add Notes.
Refunds are for chamber admins. A refund puts a balance back on the invoice.
Good to know
- You cannot record more than the remaining balance.
- Once a payment is recorded by hand, its amount and date cannot change. Only the reference and note can be edited.
Related: Creating and sending an invoice; Taking payments online with your own Stripe account