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How do I Add a Member Wallet Transaction?

Add a Member Wallet Transaction

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

A positive Wallet balance gives a Member or Household funds they can apply toward a current or late invoice. A negative amount added to a Wallet prompts the system to send a one-off invoice in that amount.

Create a Member Wallet Invoice (Negative Amount)

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

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

  • If you import a negative balance for a specific Member, you do not need to create a separate Member Wallet invoice for that amount.
  • A Member Wallet invoice covers an amount an individual Member owes outside of any current dues already set up in the system.
  • Only use a Wallet invoice to collect money a Member owes beyond and outside of any current or late payment. Otherwise, you will create a duplicate payment request.

 Manual addition via Members

  1. Click Membership > Members.
  2. Scroll the MEMBERS list to find the correct entry (see "Filter the Member List" for search help).
  3. In Actions, click the three-dots menu and choose Add Invoice.
  4. Enter a distinctive Invoice Name and the billable Amount.
  5. Click Due Date to open the calendar and select a date (use the arrows to change months; click start/end dates; Set to confirm).
  6. Use the "When would you like the invoice to be due?" dropdown to select payment terms:
    • Net 15, 30, 45, 60, 90, 120, or 365 gives residents that many days to pay.
    • Custom Terms lets you enter a different number of days; the system shows the resulting invoice date.
  7. In Add Invoice Instructions, add payment details or other notes for residents.
  8. Set "Should this due be required for Member Access?":
    • Yes — blocks late-paying Members from Members-only site areas until paid.
    • No — allows full access regardless of payment status.
  9. Click Next to continue to fees (or Cancel / Esc / X to exit).
  10. On ADD FEES, activate Enable Partial Payments to allow installment payments.
    • Note: partial payments and late fees cannot both be active.
    • This does not create a payment schedule — it just allows multiple payments toward the total.
  11. Activate Enable Service Fees to apply a transaction fee.
    • Boxes are preset correctly for invoices ≤ $625. For invoices > $625, change the ACH service fee to 0% and $6.25.
    • Fees are added to what the resident pays; if not enabled, fees are deducted from your Stripe deposit instead. (See "How Transaction Processing Fees Work.")
  12. In Late Fees, activate either or both:
    • Enable Interest-Based Fee — Simple or Compound interest, with Percent, Frequency (Once/Daily/Weekly/Monthly/Quarterly/Bi-Annually/Yearly), and Grace Period. Remove via the trash-can icon (visible once enabled).
    • Enable Flat Fee — dollar Amount, Frequency, and Grace Period. Click +Add Another for more flat fees (only one interest-based fee is allowed, but multiple flat fees are). Remove via the trash-can icon.
  13. Click Save when done (or Back then Cancel / Esc / X to exit without saving).

 Manual addition via Member Details

  1. Click Membership > Members.
  2. Scroll to find the correct entry (see "Filter the Member List").
  3. In Actions, click the three-dots menu and choose View Member.
  4. In MEMBER DETAILS, scroll to MEMBER DUES and click +Add Invoice.
  5. Follow the same steps as above (Invoice Name, Amount, Due Date, payment terms, instructions, Member Access toggle, fees, late fees, Save).

 Addition via import

  1. Click Membership > Members.
  2. Click Members Actions and choose Import Invoices or Balance.
  3. Click +Import Member Transactions.
  4. Click Download Import Template to get `import-Member-transactions.csv` (requires Excel or another spreadsheet program).
  5. Enter one line per transaction; use a minus sign for negative values (e.g., `-50.00`). Save and close without changing the file format.
  6. Click Browse, select the file, click Open.
    • Use Remove File to deselect a wrong file, or Cancel / Esc / X to stop.
  7. Enter a value in Terms for days before the due date the invoice goes out.
  8. Click Due Date and select via the calendar (arrows to change month; start/end dates; Set to confirm).
  9. Click View Summary.
  10. In the MEMBER WALLET TRANSACTIONS IMPORT SUMMARY window, click Import to complete (or Cancel / Esc / X to stop).

 Add a Member Wallet Balance (Positive Amount)

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

  • Member and Household Wallets are completely separate — each pays only its own type of dues.
  • A Member Wallet balance represents payment greater than 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 Member Wallet.
  • Add funds when a Member has a positive payment balance beyond any current invoice already in the system.
  • If a Member wants to add funds themselves, accept an offline payment or set up a One-Time Charge to collect it.

 Manual addition via Members

  1. Click Membership > Members.
  2. Scroll to find the correct entry (see "Filter the Member List").
  3. In Actions, click the three-dots menu and choose Manage Wallet.
  4. In MANAGE MEMBER WALLET, click +Add Transaction.
  5. Enter a distinctive Transaction Name and the Amount.
  6. Enter any Notes.
  7. Click Submit to save (or Cancel / Esc / X to exit without saving).

 Manual addition via Member Details

  1. Click Membership > Members.
  2. Scroll to find the correct entry.
  3. In Actions, click the three-dots menu and choose View Member.
  4. In MEMBER DETAILS, scroll to MEMBER DUES and click View Wallet.
  5. In MANAGE MEMBER WALLET, click +Add Transaction.
  6. Enter Transaction Name, Amount, and Notes as above.
  7. Click Submit to save (or Cancel / Esc / X to exit).

 Addition via import

  1. Click Membership > Members.
  2. Click Members Actions and choose Import Invoices or Balance.
  3. Click +Import Member Transactions.
  4. Click Download Import Template to get `import-Member-transactions.csv` (requires Excel or another spreadsheet program).
  5. Enter one line per transaction; use a minus sign for negative values. Save and close without changing the file format.
  6. Click Browse, select the file, click Open.
    • Use Remove File to deselect a wrong file, or Cancel / Esc / X to stop.
  7. Enter a value in Terms for days before due date.
  8. Click Due Date and set via the calendar.
  9. Click View Summary.
  10. In the MEMBER WALLET TRANSACTIONS IMPORT SUMMARY window, click Import to complete (or Cancel / Esc / X to stop).