How do I add a back balance or a credit to a household?

Add a Household Wallet Transaction

Also searched as: household invoice, wallet credit, one-off invoice, household balance

(also: negative wallet amount, auto-generated invoice, wallet-based billing)

When you add or import a negative amount into a Household Wallet, the system automatically generates a one-off invoice in that amount and e-mails it to the Household Members.

• If you import a negative balance for a specific Household, you do not need to create a separate Household Wallet invoice for that amount — the import already does this.
• A Household Wallet invoice covers an amount that an individual Household owes outside of any current dues already set up in the system.
• Only use a Wallet invoice to collect money a Household owes beyond and outside of any late payment for a one-off invoice already invoiced through the system. Otherwise, you will create a duplicate payment request.
  • To search for a specific Member, see "Filter the Member List" in the Membership section.
  • Use the arrows to change months. Click a start date, then an end date, to set the range. Click Set to confirm.
  • Choose Net 15, 30, 45, 60, 90, 120, or 365 to give residents that many days to pay.
  • Choose Custom Terms to enter a different number of days. The system shows the date invoices will go out based on this value.
• Yes — blocks late-paying Members from Members-only site areas until they pay.
• No — allows full site access regardless of payment status.
• Note: you cannot enable both partial payments and late fees together.
• Enabling partial payments does not create a payment schedule — it simply allows more than one payment toward the total due.
• Once enabled, percentage and amount boxes appear, preset correctly for invoices ≤ $625.
• If the invoice is > $625, change the ACH service fee to 0% and $6.25.
• Service fees are added to what the resident pays. If not enabled, the fee is instead deducted from what Stripe deposits to your bank account. (See "How Transaction Processing Fees Work" in Best Practices.)
• Enable Interest-Based Fee — simple or compound interest with a grace period and optional recurrence.
• Set Interest type to Simple or Compound.
• Enter the Percent (of invoice face value).
• Set Frequency: Once, Daily, Weekly, Monthly, Quarterly, Bi-Annually, or Yearly.
• Enter the Grace Period (days before the fee applies).
• Remove via the trash-can icon (visible only once this fee type is enabled).
• Enable Flat Fee — a flat-dollar late fee with grace period and optional recurrence.
• Enter the Amount, Frequency, and Grace Period as above.
• Click +Add Another to add more flat fees (note: only one interest-based fee is allowed, but multiple flat fees are).
• Remove via the trash-can icon.
  • Use Remove File to deselect a wrong file, or Cancel / Esc / X to stop.
• Member and Household Wallets are completely separate — each pays only its own type of dues.
• A Household Wallet balance represents payment greater than the amount of dues owed. Invoices can't accept overpayment, so a positive balance must be added outside the invoice system.
• Only an Admin can add a positive amount to a Household Wallet.
• Add funds when a Household has a positive payment balance beyond any current one-off invoice already in the system.
• If a Household Member wants to add funds themselves, accept an offline payment or set up a One-Time Charge to collect it.
  • Use Remove File to deselect a wrong file, or Cancel / Esc / X to stop.

1. Click the Membership tab on the vertical Dashboard menu (left side of the screen).
2. Click the Members tab.
3. In the MEMBERS window, scroll to find the correct entry. Use the page arrows/numbers if the list spans multiple pages.
4. In the Actions column, click the three-dots menu and choose View Member.
5. In MEMBER DETAILS, scroll to MEMBER DUES and click +Add Invoice.
6. In ADD INVOICE, enter a distinctive name in Invoice Name.
7. Enter the billable amount in the Amount box.
8. Click the Due Date box to open a calendar and select the due date.
9. Use the "When would you like the invoice to be due?" dropdown to select payment terms:
10. In Add Invoice Instructions, type payment instructions or other details for residents.
11. Set "Should this due be required for Member Access?":
12. Click Next to advance to the fees tab (or Cancel / Esc / X to exit without saving).
13. On ADD FEES, activate Enable Partial Payments to let Members pay in installments.
14. Activate Enable Service Fees to apply a transaction fee to each payment.
15. In Late Fees, activate either or both fee options:
16. Click Save when finished. (Or Back then Cancel / Esc / X to exit without saving.)
17. Click Households on the vertical Dashboard menu, then the Households tab.
18. Scroll the list to find the correct Household (see "Search for Households" for filtering tips).
19. In Actions, click the three-dots menu and choose Add Invoice.
20. Follow the same steps as above (Invoice Name, Amount, Due Date, payment terms, instructions, Member Access toggle, fees, late fees, Save) — the fields and options are identical to the Members-tab flow.
21. Click Households > Households.
22. Click Households Actions and choose Import Invoices or Balance.
23. Click +Import Household Transactions.
24. Click Download Import Template to get the `import-Household-transactions.csv` file (requires Excel or another spreadsheet program).
25. Enter one line per transaction. Enter negative values with a minus sign (e.g., `-50.00`). Save and close — do not change the file format.
26. Click Browse, select your saved file, and click Open.
27. Enter a value in Terms for the number of days before the due date the invoice goes out.
28. Click Due Date and set the date via the calendar (arrows to change month, click start/end dates, Set to confirm).
29. Click View Summary.
30. In the HOUSEHOLD WALLET TRANSACTIONS IMPORT SUMMARY window, click Import to complete the process (or Cancel / Esc / X to stop).
31. Click Membership > Members.
32. Scroll to find the Member belonging to the Household (see "Filter the Member List" for search help).
33. In Actions, click the three-dots menu and choose View Member.
34. In MEMBER DETAILS, scroll to MEMBER HOUSEHOLDS and click View Wallet.
35. In MANAGE HOUSEHOLD WALLET, click +Add Transaction (top right).
36. In ADD TRANSACTION, enter a distinctive Transaction Name.
37. Enter the Amount.
38. Enter any Notes about the transaction.
39. Click Submit to save (or Cancel / Esc / X to exit without saving).
40. Click Households > Households.
41. Scroll to find the correct Household (see "Search for Households" for filtering tips).
42. In Actions, click the three-dots menu and choose Manage Wallet.
43. In MANAGE HOUSEHOLD WALLET, click +Add Transaction.
44. Enter Transaction Name, Amount, and Notes as above.
45. Click Submit to save (or Cancel / Esc / X to exit).
46. Click Households > Households.
47. Click Households Actions and choose Import Invoices or Balance.
48. Click +Import Household Transactions.
49. Click Download Import Template to get `import-Household-transactions.csv` (requires Excel or another spreadsheet program).
50. Enter one line per transaction; use a minus sign for negative values (e.g., `-50.00`). Save and close without changing the file format.
51. Click Browse, select the file, click Open.
52. Click View Summary.
53. In the HOUSEHOLD WALLET TRANSACTIONS IMPORT SUMMARY window, click Import to complete (or Cancel / Esc / X to stop).

(also: wallet credit, positive balance, overpayment credit)

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