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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.

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).