<aside> đź’ˇ This guide is for club administrators. If you are a club member, please click here.
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This guide explains how to understand membership balances, view (and issue) invoices, manage upcoming charges scheduled for a member’s next invoice, set up auto-pay, and more. To get started, click on the membership you want to manage, and then click the Billing tab.
Invoices are a way to group individual line items that members purchase at the club into discrete billing runs. For instance, Bar and Restaurant charges, plus purchases from the Pro Shop during the month of February may be grouped together on the March 1 invoice, alongside dues.
It is possible to have multiple unpaid invoices at any point in time. In this case, the total balance due will incorporate all of these invoices (minus any credits on the account).
Whenever an invoice is finalized, Clubspot automatically emails the invoice to the billing email on file. These emails are sent automatically, regardless of the member’s Paperless preferences.
Statements provide the current balance on an account and show the history of credits and debits leading to that balance. Note that the Make a Payment button can be accessed from both the statement and the invoice and will always prompt the member to pay their full, current balance.
The membership dues schedule for any membership can be found under their Billing tab. The dues schedule will indicate the next invoice date for dues to be billed. Any membership add-ons and facilities that are under a membership’s plan will also be billed on this schedule.
The membership tab schedule will indicate the next invoice date for any other charges to be billed. Commonly these will be F&B charges, event signups, or any other item that is added to a member’s tab. Invoices are only issued if there are new charges to bill for. If a member has a monthly tab schedule and has not added anything to their tab in the prior month, they will not receive an invoice or an email for that invoice.
<aside> đź’ˇ If a tab invoice is scheduled within 24 hours of a dues invoice the two will be combined and will be sent out at the time of the dues invoice. This ensures that members do not get separate invoices in the same day.
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The invoice and dues schedule determines when charges post and impact a member’s balance. Clubs however can elect to notify their members via a statement rather than the direct invoice. This allows you to post multiple invoices to members over a month and only email them a single statement summarizing all of them. Statements serve as a reminder for payment in that case that there are no new charges to bill for but a member has a balance on their account that needs to be paid to the club. Statements are sent on a membership’s statement schedule but are only sent to members with either new charges in the prior month or that continue to have a balance from prior months.
<aside> 👉 If you are currently emailing invoices to members and would like to switch to emailed statements, please reach out to [email protected] and we will be happy to switch you over!
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