Invoice-based billing overview

What invoice-based billing is #

Invoice-based billing processes dues on an invoice basis, providing accrual-based reporting and increased payment collection attempts on all contractually owed dues regardless of account status.

Benefits include:

• Increased revenue attainment and maintenance.
• Additional control and flexibility of billing.
• Enhanced insight into billing and payments.
• Improved reattempt schedule for past-due accounts.
• Minimized manual collection effort.

Recommended billing settings #

After transitioning to invoice-based billing, verify these settings align with your business expectations.

• Default billing pause fee: Set the desired fee amount. It is billed at the same frequency as dues payments.
• Billing pause extends contract term: TRUE (recommended) automatically extends the membership term by the pause length. FALSE leaves the term unchanged.
• Allow pauses to end early and bill proration: TRUE (recommended) enables the "End Pause Now and Prorate" button. FALSE restricts pause endings to bill cycle dates only.
• Apply proration for bill cycle day changes: TRUE (recommended) generates prorated invoices. FALSE does not bill proration.
• Return expired accounts after 30 days: TRUE automatically returns expired accounts with past-due balances. FALSE (recommended) does not return them automatically.
• Return past due accounts after 120 days: TRUE (recommended) automatically returns accounts that are 120 days past due. FALSE keeps accounts in statement status until they are returned manually.

Account migration scope #

All active member accounts will be moved into invoice-based billing. Past-due balances are reflected in invoices representing total membership dues owed.

Collections accounts: Collections accounts are generally not migrated, to keep data clean. Contact ASF Support to request migration if you track balances for collections accounts.

Waiving payments #

Invoice-based billing enables payment waiving through dues or add-on credits for scenarios like skipping payments, forgiving charges, or providing referral rewards.

To waive payments, navigate to the credit window in Member Management and enter the desired credit amount. Dues invoices accept partial credits. Add-on payments require full credits.

Billing pauses and access freezes #

Clubs on invoice-based billing access an updated freeze process that allows independent management of billing and access via a new "Pause Billing / Freeze Access" section, replacing the previous "Member Account > Billing > Freeze Account" section.

Bill cycle day changes #

In invoice-based billing, changing the bill cycle day has been made more transparent, with options for proration billing. Edit the bill cycle day by hovering over the field in Member Management.

Reports remap #

Some legacy reports are replaced with new invoice-based versions. Some legacy reports become unavailable post-transition to prevent invalid data reporting.