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Chapter billing & dues

Officers don't set dues amounts (that's the org admin's job), but you do see chapter-level billing data and can prompt members to pay.

Open chapter billing​

In your sidebar: Operations → Billing.

You'll see:

  • Chapter balance — total outstanding across all members
  • Open invoices by member — sortable list
  • Payment history — recent payments
  • Refunds — recently issued

The chapter billing dashboard. The chapter billing dashboard.

See who owes what​

Filter the open-invoices list by:

  • Status (Open, Overdue, Past due)
  • Amount range
  • Due date

Click any member name to see their full invoice history.

Send a reminder​

For an individual member:

  1. Open their invoice.
  2. Click Send reminder.
  3. Pick channels: email, push, in-app.
  4. Optionally edit the message template.
  5. Click Send.

For everyone with an open balance:

  1. From Billing, click Send bulk reminder.
  2. Choose criteria (e.g., "Overdue by 7+ days").
  3. Confirm the recipient count.
  4. Send.

Pay on behalf of a member​

Some members pay offline (cash, check). Record it:

  1. Open the member's invoice.
  2. Click Record manual payment.
  3. Enter the amount, payment method (Cash, Check, Other), and date.
  4. Add a note (check #, transaction ID, etc.).
  5. Save.

The invoice is marked paid and the member sees the payment.

Issue a refund​

  1. Open the paid invoice.
  2. Click ⋯ menu → Refund.
  3. Choose Full or Partial refund.
  4. Enter the amount (if partial).
  5. Add a reason for the audit log.
  6. Submit.

Refunds go back to the original payment method. Card refunds appear in 5–10 business days.

If the refund amount exceeds your org's per-officer cap, the request routes to the org admin.

Adjust an invoice​

Need to waive a fee, apply a credit, or correct an error?

  1. Open the invoice.
  2. Click Adjust.
  3. Choose:
    • Add credit (e.g., scholarship, hardship)
    • Add fee (e.g., late fee, special assessment)
    • Waive amount (zero out remainder)
  4. Enter amount and reason.
  5. Save.

All adjustments are logged.

Generate a chapter financial summary​

For your chapter meeting or treasurer's report:

  1. From Billing, click Reports.
  2. Pick a date range.
  3. Choose detail level (summary or by-member).
  4. Click Download for PDF or CSV.

What officers can't do​

  • Set dues amounts — org admin only → Dues & billing
  • Configure payment processors — org admin only
  • Issue refunds beyond the org-set cap — routes to org admin
  • Delete invoices — only org admins can; officers can only adjust

Tips​

  • Reconcile weekly. The 5 minutes you spend Friday saves an hour at the next chapter meeting.
  • Always note the why. "Waived $15 — administrative error on the original $150 charge" is gold for future officers.
  • Check the Adjustments tab in the audit log periodically to catch mistakes early.