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

<aside> 👉 Charges and credits use two different file formats. Please look for the file format that fits your upload type below.

</aside>

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>

Column headers

member_number: This is the membership number that the charge will be placed against.

charge_amount: This is the PRE-TAX amount. If you specify a product that has (exclusive) tax, Clubspot will automatically calculate taxes on top of this amount.

notes: Notes will appear as the description of the charge on member’s invoices.

product_id: This is the Clubspot ID for that product. Assigning the product ID ensures that the proper tax and accounting treatment is included for this batch. You can find the product ID from the Products section.