Using CURRENT CHARGES to Manage Monthly and One-Off Fees

The Current Charges section on the Charges/Payments page lets you manage Member's upcoming charges and invoices more flexibly. You can add charges throughout the month without impacting Accounts Receivable until the invoice is generated. These charges will automatically be included in the next recurring invoice.

This section also handles Auto Late Fees and gives you the option to create stand-alone invoices that stay on the account until paid.

Only use Current Charges for Members with an active recurring billing setup.
Charges added here will not sweep or appear on the Accounts Receivable report for users without active recurring billing (e.g., Non-members).

To add charges to a Non-member's account, always use Create New Invoice + instead.

How to Use the Current Charges Section

1. Got to BILLING > CHARGES/PAYMENTS (also labeled as POST PAYMENTS OR CHARGES)
2. Locate the CURRENT CHARGES section:

3. Click CREATE/EDIT CURRENT CHARGES +
   • Enter all additional charges, credits and discounts here throughout the month. 
   • Items added here will sweep to an invoice with recurring charges on the Next Bill Date.

Reservations and Recurring Billing charges are automatically swept into the next invoice. Do not add them to Current Charges, or they will be billed twice. 

Create an Invoice From Current Charges

Want to invoice all Current Charges immediately instead of waiting for the next billing cycle? Just click the CREATE INVOICE $ button located at the bottom of the Current Charges screen:

A new stand-alone invoice will appear in your Open Invoices. You can edit charges, send the invoice, or apply a payment at any time.

Open Invoices and Credit Invoices will never sweep automatically. To include outstanding charges and credits in the next recurring invoice, you must re-enter them as Current Charges. If you need guidance, please submit a ticket. 

Create an Invoice That Does Not Sweep

You can create an invoice that remains on the member’s account for future payment.

Example:

Jane has a recurring $900/month office membership. She’s hosting an event in 3 months and has requested a separate invoice. You can:

• Click CREATE NEW INVOICE +
• Add all applicable charges and discounts
• Send the invoice via email 
• Process a down payment

The items on this invoice will not sweep onto her upcoming monthly invoice. It will remain an open invoice until the balance is paid in full (which can be collected at any time). The balance will also remain on your Accounts Receivable Report until paid. 

Auto Late Fees & Current Charges

If Auto Late Fees are turned on, they will appear in the CURRENT CHARGES section automatically and sweep to the next invoice.

Late Fees can be deleted at your discretion. If you do not want a late fee added to an upcoming invoice, it can be deleted from Current Charges before the sweep occurs. Additionally, you may need to remove late fees from Aggregator invoices as payments are often delayed, but not subject to late fees. 

For more information, see How do I set up Auto Late Fees? →

QuickBooks & Current Charges

If you integrate with QuickBooks, Current Charges do not create charges in QuickBooks until they are swept onto an invoice.