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CUSTOMERS: ADVANCED BILLING

Article Content: Club Caddie’s Advanced Billing Feature Now Allows You To Customize An Individual Member’s Annual Payment Plan Without Altering The Default Schedule For Others. You Can Edit Future Installments To Adjust Due Dates, Or Apply Discounts/Fees, As Long As The Total Remains Proportional To The Annual Fee And Past Installments Stay Unchanged.

  • This feature only applies to classes using the Annual billing type. It does not support proration or monthly billing.
  • Billing adjustments are percentage-based. Each installment must represent a portion of the total annual fee.

Step by Step:

Step 1: Select settings, then click on Class Management from the left-side menu. You'll then selection Action for the class that you would like to edit the billing schedule, and select Advanced Billing.


Step 2: In the pop-up, you will be able to edit the billing schedule for the class and enter the percentage that you would like to be charged and in what month. Then click Save.


 

In order to adjust the billing schedule for an individual member, advanced billing must be set up in Class Management for that particular class, prior to adding the class to the member.


Step 3: Click on the Customers module along the top row. Then select the member and open up their profile.

 

Step 4: In the members profile, select the Membership tab. Then click on the three dots under action for the class you wish to edit and select View/Edit Billing.

Step 5: Here in the pop-up you will be able to make your desired changes on the individual level.



Export the Membership Billing Report after making changes to verify the customer’s new schedule and ensure your A/R aging remains accurate

 

Example:
A club charges a $1,000 annual fee by default. One member asks to pay quarterly instead. You can quickly change that single record to four × $250 installments while everyone else stays on the annual plan.

Individual Member Billing Adjustments (Annual Billing Only)

If a member needs a billing schedule different from their class default, you can make changes directly on their profile. This applies only to membership classes using the Annual billing type.

From the View/Edit Billing screen, you can:

  • Change the due date for a scheduled installment
  • Split the annual fee into multiple installments
  • Adjust the amount on an individual installment
  • Add a one-off discount or one-off processing fee

Step-by-Step:

  1. Step 1: Click the Customers module   along the top row. Search for the member and open their profile.
  2. Step 2: Click the Membership tab.   Find the membership class you want to adjust, click the three dots under Action, and select View/Edit Billing.
  3. Step 3: In the pop-up, you will see the member's current billing schedule. Make changes as needed:
  • To change a due date, click the date field and select a new date.
  • To split the annual fee, add installment rows and enter the amount for each.
  • To adjust a specific installment amount, click into the amount field and enter the new value.
  • To apply a one-off discount or processing fee, use the discount or fee field provided.
  1. Step 4: Click Save.

NOTE: Changes made here apply only to this individual member and do not affect the rest of the class. After saving, run the Membership Billing Report to confirm the updated schedule.