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Dues configuration & billing

Org admins control the dues structure for the entire org. Chapter officers see and adjust at the chapter level only.

Open billing settings​

Org → Settings → Dues.

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

Configure the payment processor​

Before setting amounts, connect a processor:

  1. Click Connect processor.
  2. Choose Stripe (most common) or your provider.
  3. Authenticate with the provider — for Stripe, this is a Stripe Connect OAuth flow.
  4. After auth, GreekManage stores the connected account ID. Funds settle directly to your org's bank account on the provider's schedule.

You can connect a separate processor for Foundation donations. → Foundation

Set the dues structure​

Per-member flat dues​

Most common: every member of every chapter pays the same amount per cycle.

  1. Cycle — Annual, Semester, Quarterly, Monthly
  2. Amount — flat dollar amount
  3. Effective date — when this rate begins
  4. Late fee policy — none, fixed, or percentage; days before applying
  5. Save.

Per-status dues​

Some orgs charge different amounts for different statuses (Undergrad $400, Alumni $50):

  1. Toggle Status-based dues.
  2. For each status, set the amount and cycle.
  3. Save.

Per-chapter overrides​

Chapters can have their own amounts (typically due to differing facilities, regional cost variation):

  1. Open Org → Chapters → [chapter] → Dues.
  2. Click Override.
  3. Enter chapter-specific amount.
  4. Save.

The override replaces the org default for that chapter only.

Issue invoices​

GreekManage issues invoices automatically based on the cycle and effective date. The flow:

  1. Generation — invoices are generated on the cycle start date for every active member
  2. Notification — members receive an email and in-app notification
  3. Payment — members pay through the in-app flow → Paying dues
  4. Reconciliation — settled funds reflect in your provider dashboard

Late fees and overdue handling​

Set in the dues config:

  • Days before late fee (default 14)
  • Late fee amount (flat or %)
  • Compounding (apply once or per cycle)

After N days overdue, GreekManage can automatically:

  • Block voting
  • Block event RSVPs
  • Show a "not in good standing" badge on the profile

Configure these gates in Org → Settings → Dues → Good standing rules.

Manual adjustments​

Org admins can:

  • Waive fees for individual invoices
  • Apply credits (scholarships, hardship)
  • Issue refunds (any amount; chapter officers are capped)

All adjustments are logged.

Reports​

Open Org → Billing → Reports:

  • Revenue by chapter / region / time period
  • AR aging report (who's overdue and by how much)
  • Refund reports
  • Payment method breakdown

Export to CSV or PDF.

Failed payments​

Configure how to handle failed cards:

  • Retry attempts — 0, 1, 3, or weekly until paid
  • Notification — email member after each failure
  • Auto-mark overdue — after retry exhaustion

Tips​

  • Test in a staging environment first if you're switching processors.
  • Communicate dues changes clearly. A bulletin posted 30 days before the new rate applies prevents disputes.
  • Don't change cycle mid-year. It confuses members and complicates reconciliation.