How do I record a payment, and why does an unpaid member not show up?

How money gets into the software, what each status does to your figures, and why nothing turns overdue on its own.

The short answer

How money gets into the software, what each status does to your figures, and why nothing turns overdue on its own.

Payments › Record payment

On this page7

Opening the form Attaching the payment to a plan Status: only Paid is money Nothing turns Unpaid on its own Using a gift card Receipts Chasing

Opening the form

Path: Payments › Record payment (top right). On a phone it is the plus button.

You can also start from the member profile, in the Payments tab, which saves you searching for the member.

The payment method comes preselected: the default method you chose in Settings › Finance, or the first method you accept if you set none.

Opening the form — Record payment, top right.

The amount opens at 1500 every time. It is a fixed starting value, not a suggestion based on this member. Always overwrite it before saving.

Attaching the payment to a plan

If the member holds plans, a Membership dropdown appears, listing each one with the amount still left on it. Picking a plan fills the amount with what is left, and a Pay full balance shortcut appears when part of the balance is still open.

The plan balance drops as soon as the line is saved, whatever status you picked. Attach a line to a plan and mark it Overdue, and the software still treats the plan as settled by that amount. To record a debt without touching the balance, leave Membership on none. Editing the amount of a payment afterwards does not correct the balance either: only the first save moves it.

Status: only Paid is money

Paid is the only status that counts as revenue, sends the receipt to the member and alerts your staff.

Overdue is what feeds the Unpaid figure and the reminders list on the Payments page.

Pending counts nowhere. It is not revenue, it is not in the Unpaid figure, and the history filters only show it under All. Treat it as a note to yourself.

Nothing turns Unpaid on its own

The Unpaid figure counts payment lines that someone saved with the Overdue status. Nothing else. A member who simply has not paid stays invisible in that figure until you enter the expected payment as Overdue.

Overdue after (days), in Settings › Finance, is saved and read by nothing. Setting it to 7 does not make anything turn red after seven days. If you want to be told rather than have to look, switch on the payment alerts in Settings › Notifications.

Using a gift card

Type the code in the Gift card field. The amount covered is shown straight away, along with what is left on the card. The card must be active, still have a balance and not be expired.

The gift card covers part of the amount, so the cash you actually collect is lower. The plan balance is still closed for the full amount, because the gift card revenue was already counted when the card was sold.

If the field is missing entirely, gift cards are restricted to Shop only in Settings › Shop.

Receipts

When a payment is saved as Paid and the member has an email address, a receipt goes out by email with a PDF attached. This is governed by Payment receipt in Settings › Messaging.

The tax rate, the tax ID, the receipt number prefix and the footer note come from Settings › Finance and appear in the BODY of that email.

The tax is never added to the amount. It is extracted from the amount you already collected, so a 3000 payment at 7 percent stays a 3000 payment and shows the tax contained inside it.

The attached PDF and the PDF a member downloads from their space carry no tax line, no prefix and no footer note. For a member who needs a proper tax receipt, the email body is the only document that has them. The two documents also number the same payment differently, so do not expect the numbers to match.

Chasing

The Reminders block on the Payments page lists every overdue line with the member name and how late it is. Remind opens your message channels for that member; tapping the row itself opens their profile straight on the Payments tab.

On the profile, Request payment sends the member the total they owe. You can send it as often as needed, and the date of the last one is shown underneath so you do not spam. The wording changes on its own: with Stripe connected the member is invited to pay online, without it the message asks them to settle in person.

Chasing — Reminders, under the revenue chart: one row per member, with the amount and how late it is.

Request payment fails with an error if Payment reminder is switched off in Settings › Messaging, or if the member has neither an email address nor a linked LINE account.

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Keep reading

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