Activating an Existing Non-Member as a Member

If someone wants to sign up for membership and already has a non-member account in Deskworks, you can activate their profile and set up their recurring plan without creating a new account. This ensures all their billing, payment history, and profile information remain intact for a seamless transition.

Follow these steps to activate their membership and billing:

Activate Their Membership Status

1. Go to MEMBERS > PROFILE
2. Scroll down to the MEMBERSHIP section and click EDIT
3. From the Status field drop-down, select "Active"
4. A Price List field drop-down will appear – select the Price List associated with their membership plan
5. Click SAVE

    Note: A Welcome Letter will not be sent automatically from Deskworks.

Set Up Their Recurring Billing Plan

1. Go to BILLING > RECURRING BILLING
2. Click NEW CHARGE +
3. From the "Product" field drop-down, select the member's plan
4. If you want their first invoice generated immediately, tick the box for "Post Pro-ration"
   • If Pro-ration is enabled (under SETUP SETTINGS), the charge will be prorated based on the Start Date field (set the Start Date field to their first active date of membership)
5. Set the "Next Billed On" date to the next billing cycle date
   • Example: If billing manually for March 1, set this field to April 1 (to ensure they are not double billed)
6. Optional: Add a Notice Period, Renewal Dates, Discounts, and any other applicable details
7. Click SAVE
8. Optional: Repeat these steps for any additional recurring plans

Follow these steps to create, send and collect payment on their initial invoice:

Finalize Their First Invoice

If you want to bill their first invoice immediately (Manual):

1. Go to BILLING > CHARGES/PAYMENTS
2. If you selected "Post Pro-ration", the invoice will appear here. Click the pencil icon to edit it
   • If there are no open invoices, click CREATE NEW PURCHASE +
3. Review and adjust the invoice as needed (e.g., Add Security Deposits, Discounts, Registration Fees, Additional Memberships, etc.)
4. Changes will save automatically

If you want to bill their first invoice with the regular sweep cycle (Automated):

1. Ensure the Next Bill Date in Recurring Billing aligns with your next billing cycle.
2. One-time fees and other additional charges can be added under BILLING > CHARGES/PAYMENTS to the CURRENT CHARGES section (any items added here will automatically be swept onto the upcoming invoice)
3. A consolidated invoice will be generated per your billing settings and payment will be processed automatically on the 1st of the month.

Send the Invoice:

Send from Deskworks:

• Go to ACCOUNTING > BULK INVOICING
• Tick the box to select the invoice
• Scroll down to the bottom of the page, and click SEND EMAILS

            Note: This will be sent using the template you have set up under EMAIL NOTIFICATIONS > BULK INVOICES

Send externally:

• Go to BILLING > CHARGES PAYMENTS
• Click the EYE icon 
• Download the invoice as a PDF
• Print or send the invoice via any channel outside of Deskworks (e.g. email, text, CRM, etc.)

            Note: This will be sent using the template you have set up under EMAIL NOTIFICATIONS > BULK INVOICES

Process/Record a Payment:

1. Go to BILLING > CC/ACH INFO to review or update their payment details
2. Once they have a payment method on file (or you've received external payment via check, wire, etc., you can process or record the payment:
   • Go to BILLING > CHARGES/PAYMENTS
   • Edit the invoice and ADD A PAYMENT using their preferred method

Note: Payments using the primary method on file can also be processed under BILLING > BULK PAYMENTS. If you need to select a specific method or record an external payment type, please use the steps above.