Batch billing allows you to apply charges or payments to member accounts in bulk. Batch billing makes it easy and efficient to bill for ad-hoc items (eg. one-off assessments or events), or record member payments (eg for check payments deposited at the bank).

NEW: Batch Billing Editor

In addition to the file-upload format for batch billing and charging, we’ve introduced a new feature called the Batch Billing Editor. This tool allows you to assemble a list of charges or payments within the Clubspot platform. You can add members and products to this list without the need to look up their member number or product ID, which can help speed up the process! If it is more efficient for your use case to import charges or payments using the file import, you can still use that method as well

Kapture 2024-12-22 at 18.09.22.gif

File Import

The file import allows you to upload a spreadsheet of charges or payments.

Charges

To generate a file to charge members, you will need to know the following information:

  1. The product(s) you want to bill for. You can create a product in the Products section of the dashboard, if one does not already exist.
  2. The membership numbers that you would like to bill.
  3. The billing amounts.

Upload template

Once you have these details you can create a batch file to upload in Clubspot. Processing this batch file will allow you to charge all of the memberships in bulk.

Batch files must fit a specific template to be imported. Please click below to download an example, and refer to the first tab in the downloaded spreadsheet (Charge Members):

Batch Billing Template | Charge members.xlsx

member_number charge_amount notes product_id separate_invoice send_email
2837 12.78 Electricity Charge for Nov 2022 xxxxx FALSE FALSE
C123 50.5 F&B Minimum from January xxxxx FALSE FALSE

<aside> ⚠️ Please keep header rows exactly the same - if a column is not used, leave it blank. Reach out to [email protected] if you have any questions!

</aside>