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Dues configuration & billing

Org admins control the dues structure and connect a payment processor for the entire organization. The dues settings page has two tabs: Dues Structure and Payment Processor.

Billing mode — who receives the invoice​

As of v0.73.43 you choose who GreekManage bills:

ModeWhat happens
Bill the chapter (default)One invoice per chapter per period, priced as head count by member type × the per-type rate. A chapter officer pays it. This is how GreekManage has always worked, and every existing org stays on it until you change it.
Bill each memberOne invoice per member, at that member's own member-type rate. Each member pays HQ directly through your existing payment processor. The chapter becomes a grouping and collection dimension rather than the payer.

The same member-type rates drive both modes — chapter mode multiplies a rate by a head count, member mode charges it to each member. There is no second rate table to maintain.

:::warning A mode switch is blocked for a term that already has invoices The two models cannot both own the same term's money, so GreekManage refuses the change and tells you which term is in the way. Mode changes take effect from the next term. Void or complete the current term's invoices first, or wait. :::

Officer financial visibility​

A second setting governs whether chapter officers see member balance amounts, or only status buckets (paid / unpaid / overdue) and counts.

It defaults to amounts visible, because a treasurer chasing payment generally needs to know whether someone owes $25 or $425. Turn it off and every money figure on the officer's roster and member-ledger views is withheld — not zeroed — while statuses and counts survive, since an officer with neither cannot collect.

Independently of this setting, officers never see the reason behind a discount. A hardship or scholarship discount reaches them as a bare "Balance Adjustment". Without that rule, a balance of $325 where peers owe $425 would disclose the reason by arithmetic. Members always see their own discounts itemized — it is their money and their reason.

Payment-plan policy is not configurable yet; the panel is visible but disabled until that feature ships.

Deep dives for each surface: Billing periods · Member-type rates · Payment processor · Invoices & chapter billing

Open dues settings​

Org → Settings → Dues & Billing.

The org dues configuration screen. The org dues configuration screen.

Tab 1: Dues Structure​

Billing cadence​

Pick how often chapters are billed:

  • Per Semester (Fall + Spring)
  • Annual (Aug–Jul)

When you change the cadence, GreekManage generates new billing periods on the chosen schedule. Existing unpaid invoices keep their original cadence. The change cannot be undone (you'd have to change the cadence again to reverse).

Dues rates​

Set per-member-type rates for a specific billing period:

  1. Pick the Billing Period from the dropdown (e.g., "Fall 2026" or "Aug 2026 – Jul 2027").
  2. Enter a USD amount for each member type:
    • Undergraduate
    • Associate
    • Officer
  3. Click Save Rates.

Each rate is saved with the billing period and member type. Rates can be revised at any time before the period closes.

Rate history​

The Rate History card shows every saved rate with the period, cadence, who set it, and the timestamp — useful for audit and reconciliation.

Tab 2: Payment Processor​

Connect a payment processor so chapters can pay invoices online.

  1. Choose a processor type: Stripe, Braintree, Square, or PayPal.
  2. Enter the credentials the processor requires (API key, secret, merchant ID, etc.). Credentials are stored Fernet-encrypted on the backend.
  3. Save. GreekManage runs a validation check; once it succeeds, validated_at is set on the processor record and chapters can submit payments.

There is no OAuth Connect flow — credentials are entered directly. Funds settle to whichever account the credentials correspond to on the processor's own schedule.

Invoices and payments​

Once dues structure and a payment processor are configured, chapter officers see their chapter's invoices in Chapter → Billing. → Chapter billing (officers). Members see their personal dues balance on their dashboard. → Paying dues (members).

Payment records are written by webhook handlers when a processor confirms a successful charge. Each payment includes a processor payment ID used as the idempotency key.

What's not built today​

  • No per-chapter rate overrides — rates are org-wide per member type.
  • No late-fee policy engine, no auto-block voting / RSVP gates, no good-standing rule builder. (Members are tracked as paid or unpaid per invoice; orgs enforce consequences outside the platform.)
  • No invoice waivers, scholarship credits, or partial-refund UI in the dues admin surface.

Tips​

  • Save rates per period. When you roll into a new semester, set rates explicitly for that period — they don't carry over automatically.
  • Validate the processor before period open. A failed validation blocks chapters from collecting online; catch it before invoices go out.
  • Communicate cadence changes ahead of time. Changing per-semester to annual mid-year complicates reconciliation for chapters.

Last verified against v0.62.1 (2026-05-10).