Do you need to move an invoice date or change a billed amount? Invoice-based billing offers several options to accommodate adjusting invoice dates and amounts. This article will help you understand the option that will work best for your specific billing scenario.
When to waive an invoice #
What it is: When an invoice payment is intended to be waived, meaning payment is not expected to be collected, either via automated billing or by the club, the invoice can be waived using the application's "Credit" functionality.
When to use it: Waiving a payment is useful when there is no expectation that payment will be collected from the member. Examples include:
- A promotion where one or multiple free months of dues were offered.
- Forgiving past dues on an active account.
- Clearing a balance from a canceled or returned account.
When not to use it: Do not waive payments if you ultimately want to collect the money from the customer.
When to pause billing #
What it is: A billing pause stops the invoices from generating on an account for a designated period of time. This can be used by itself or in combination with an access freeze that blocks the member from accessing the club.
When to use it: Billing pauses can be used whenever you need to stop the invoices from generating on an account for a period of time. Examples include:
- A member cannot work out due to medical reasons (pregnancy, injury, and similar).
- A member needs to pause their membership due to travel or scheduling changes (military, vacation, school, snowbird, and similar).
- A member needs to pause their membership due to financial hardship.
When not to use it: Billing pauses should not be used to change the date of the month that an account bills.
When to adjust bill cycle day #
What it is: The bill cycle day is the day that an account is billed each month for their membership dues (monthly billing only). Editing the bill cycle day allows users to choose the day of the month that they would like to be billed.
When to use it: Bill cycle day changes should be used whenever you wish to maintain the billing amount and frequency for an account and simply need to change the day each month that it is billed. Examples include:
- A member requests to be billed on a different day of the month to ease financial burden.
- A member wants to be billed on the same day of the month for several different accounts.
When not to use it: Bill cycle day changes should not be used as a method for freezing an account or waiving payments.
Frequently asked questions #
Is there a way to send or print invoices for members, including those with returned accounts?
Statements can be generated and downloaded on the profile in Member Management for members in statement status using the "View Statement" button and then sent to the member manually. All members can access their payment history from the Member Portal or the MyClubAccess mobile app, regardless of their account status.