--- title: "Members : Understanding Membership Billing" description: Understanding Membership Billing and getting to know the settings that effect this. --- [Skip to content](https://support.clubcaddie.com/members-understanding-membership-billing#main-content) English Show submenu for translations [![CC fiserv. 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Enter your question and get step-by-step tips. - There are no suggestions because the search field is empty. 1. [Club Caddie](https://support.clubcaddie.com/?hsLang=en) 2. [Members](https://support.clubcaddie.com/members?hsLang=en) May 27, 2026 # Members : Understanding Membership Billing ## Article Contents: How billing cycles, Bill Till Date, late fees, and class expiration work together in Club Caddie. *For club managers and billing administrators. This article explains how Club Caddie's billing system works so you can configure it correctly and troubleshoot when something looks off.* Membership billing in Club Caddie has two layers — a global schedule that controls when billing runs, and per-class settings that control what gets charged. Understanding how they work together makes the rest of the system much easier to manage. ### 1) Where Billing Settings Live Billing settings are split between two areas in Settings. Knowing which setting lives where saves a lot of searching. ##### Settings → Membership Settings Controls the club-wide billing schedule and invoice behavior: - **Billing Methodology:** Sets whether billing runs on a club-wide date or per-member anniversary dates. Most clubs use **Club Wide Billing Date**. - **Monthly Billing Day:** The day of the month billing runs. If set to 21, all recurring dues process on the 21st each cycle. - **Invoice Due After Days:** How many days a member has to pay an invoice before it's overdue (used to trigger late fees). - **Bill Classes On Billed Till Date:** Controls whether dues bill at the start or end of each period. See Section 2. - **Late Fee tab:** Where late fees are created and managed. ![](https://support.clubcaddie.com/hs-fs/hubfs/image-png-Apr-07-2026-06-50-50-8208-PM.png?width=1920&height=1031&name=image-png-Apr-07-2026-06-50-50-8208-PM.png) ##### Settings → Class Management Controls the billing rules for each individual membership class: - **Due Type:** How often the class bills — monthly, quarterly, or yearly. - **Due Amount:** The amount charged each billing cycle. - **Prorate on Sale:** Whether online mid-period sign-ups are automatically prorated.   ![](https://support.clubcaddie.com/hs-fs/hubfs/image-png-Apr-07-2026-06-52-24-8918-PM.png?width=1911&height=989&name=image-png-Apr-07-2026-06-52-24-8918-PM.png) **Key rule:** Due Type and billing frequency are set **per class** in **Settings →** [**Class Management**](https://support.clubcaddie.com/settings-class-management?hsLang=en). The billing day those charges run on is set **globally** in Settings → Membership Settings. Both need to be configured. ### 2) Advance Billing vs. Accrual Billing — and What Bill Till Date Means The most important billing decision your club makes is whether members pay **before** or **after** they use the facility. This is controlled by the **Bill Classes On Billed Till Date** toggle in Membership Settings. - **Toggle OFF** — dues bill at the **start** of each new period (advance billing). Members pay before they play. This is how approximately 90% of clubs operate and is the recommended default. - **Toggle ON** — dues bill at the **end** of each period (accrual billing). Members use the facility first and are charged afterward. ![](https://support.clubcaddie.com/hs-fs/hubfs/image-png-Apr-07-2026-06-53-42-2279-PM.png?width=1356&height=1032&name=image-png-Apr-07-2026-06-53-42-2279-PM.png) ##### What Is Bill Till Date? **Bill Till Date** is the date through which a member's dues have been charged — their "covered through" date. The system uses it to know when to trigger the next billing cycle. **Example:** Billing runs on the 21st. A monthly member's charge processed April 21. Their Bill Till Date is May 20. Billing will run again on May 21. Bill Till Date shows up in two contexts: - **Checking if a member is current:** If their Bill Till Date is in the past and billing has already run, there may be a failed payment. - **Onboarding a mid-month member:** Staff must **manually set** the Bill Till Date to the last day of the join month. See Section 3 for the full process. **NOTE:** Bill Till Date updates overnight. If billing just ran today, the field may not reflect the new date until tomorrow morning. ### 3) How Proration Works Proration accounts for the partial period when a member joins mid-cycle. How it works depends entirely on how the member was signed up. ##### Online Sign-Ups — Automatic When a member signs up through the online portal and **Prorate on Sale** is enabled for the class, Club Caddie automatically calculates and charges the prorated first-period amount. No manual steps needed. ##### Manual Sign-Ups — Staff Must Calculate When staff manually assign a membership, proration is **not** automatic. Staff need to set the Bill Till Date correctly, calculate the prorated amount, and enter it manually into the member's ledger. **The process:** - Set the **Effective Date** to the member's actual join date. - Set **Bill Till Date** to the last day of the month they joined. - Calculate the prorated amount: **(monthly dues ÷ days in month) × days remaining in month**. - Manually enter that amount into the member's ledger. See [Members: How to Perform a Ledger Adjustment](https://support.clubcaddie.com/members-how-to-perform-a-ledger-adjustment?hsLang=en) for steps. **Example:** $100/month dues. Member joins on the 15th. 30-day month, 16 days remaining. $100 ÷ 30 = $3.33/day × 16 days = **$53.33 prorated dues** **IMPORTANT: The member's first invoice will show two months of charges** — the prorated partial month plus the first full month. This is expected. Let the member know at sign-up so it doesn't come as a surprise. **NOTE:** When a membership is assigned, the **Member Class Assignments Should be Paid by Charge Accounts** setting in Membership Settings controls whether the full class fee hits the account immediately or waits until after the Bill Till Date. If you need time to enter a prorated credit first, make sure this setting is turned **OFF**. ### 4) Late Fees Late fees fire automatically when a member hasn't paid their invoice within the grace period set by **Invoice Due After Days** in Membership Settings. Once that window closes, the fee processes on the next overnight billing run. **Example:** Invoice Due After Days = 20. Invoice generates on the 1st. If unpaid by the 21st, the late fee fires overnight on day 21. For full setup instructions, see [Settings: Late Fees](https://support.clubcaddie.com/settings-late-fees?hsLang=en). ##### Late Fee Didn't Fire? Check These First - **Invoice Due After Days is blank or 0:** No due date = no late fee. This is the most common reason. - **Invoice was marked paid:** Even an incorrect payment clears the trigger. Check the ledger. - **Balance below threshold:** The "Don't bill if" fields in the Late Fee setup may be suppressing the charge. - **Wrong class:** Late fees are per class. Confirm the setting is on **this** class specifically. ### 5) Class Expiration and Tee Sheet Access When a membership class expires, **the Tee Sheet may still show the member as active until the overnight billing run processes the expiration**. This is expected — not a bug. The change takes effect the following morning. After the overnight run processes the expiration: - The member's class shows as expired in their profile. - They no longer appear as an active member on the Tee Sheet. - Member-level pricing and access benefits tied to that class stop applying. - **If it was the only class on the profile:** Club Caddie automatically converts the account from a Member to a regular Customer. History is preserved — they are not deleted. **IMPORTANT:** Expiration is managed at the individual member account level, not in a Settings screen. 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